Provision, maintenance and support of Sage licences

Summary

The procurement concerns the provision of use rights for Sage software licences, together with maintenance and support, for Deutsches Institut für Urbanistik gGmbH. The framework agreement starts on 1 January 2027, runs for two years and may be extended twice by one year; its maximum term is four years and the total value of all call-offs is capped at EUR 317,000 excluding VAT. The binding initial order includes Sage 100 financial accounting licences (18), one third-party connector solution, Sage 100 inventory management licences (21), one document management licence, Sage HR modules for 225 employees, a travel-expense module with an additional 500 licences for external partners, 11 Sage HR clients, a VBLU converter and three terminal connection packages. Additional licences and services may be ordered during the agreement, subject to the overall ceiling. The work includes supplying new software releases and updates required by changes in law, maintaining the licences and, when requested, providing consulting, training, configuration, programming and installation. The maintenance price must include telephone or email user support, remote support where needed, and a response time of 1.5 hours. The contractor must account for Difu-specific existing customisations and interfaces and check how updates may affect them; redevelopment or replacement of those solutions is outside the scope. Individual call-offs must be acknowledged within three working days. The contractor must be reachable to receive orders Monday to Thursday from 9:00 to 17:00 and Friday from 9:00 to 16:00. The bidder must demonstrate professional or business liability insurance of at least EUR 5 million per claim and provide a project team with verifiable expertise in both Sage HR and Sage 100. The bid must include the required declarations and forms, price sheet, statement of team expertise, up to 10 personal references for proposed team members, and a written service-delivery concept. References are assessed for Sage process-optimisation experience, including work on public-sector or publicly funded research processes and practical experience with the modules specified in the tender. The concept must address year-end transitions, operational incident and problem handling, and monitoring and implementing legal changes. Price and quality each account for 50% of the evaluation. The bid must be submitted electronically in German by 13 October 2026 at 10:00. The contract is not divided into lots and alternative bids are not permitted.