Travel expense, benefits and relocation cost accounting services

Summary

The tender covers CISPA’s accounting services for travel expenses, benefits and relocation costs in three lots: 1) travel expense accounting, 2) benefits accounting and 3) relocation cost accounting. The contractor must check supporting documents, calculate reimbursements, prepare statements and payment orders, handle missing documents and communicate with the contracting authority and employees. Lot 1 requires suitable software kept up to date with legal changes, auditable calculations and, generally, a processing period of 10–15 working days after complete data has been received. Benefits statements and payment orders must be delivered within 14 working days after receipt of the data. The tender deadline is 20 October 2026 at 10:00. The contract starts on 1 January 2027 for one year and may be extended three times by 12 months; the maximum duration is 48 months. For Lot 1, price accounts for 60% and a written concept accounts for 40%. For Lots 2 and 3, price is the only award criterion. Alternative bids are not permitted. The bidder must provide at least three references for comparable services. For Lot 1, at least three references must concern travel expense accounting under the Federal Travel Expenses Act and must be ongoing at the tender deadline or completed within the preceding three years. Turnover data for the last three financial years is also required, but the documents do not specify a minimum turnover. The offer must be submitted electronically in German together with the price sheet, company profile, data-processing attachments, required declarations and, where applicable, subcontractor or consortium documents. A written concept of no more than two A4 pages is required for Lot 1 and must explain the service organisation, implementation, handling of queries and missing documents, communication, quality assurance and service continuity.