Framework agreement for digitising files of the Magdeburg Foreigners' Authority

Summary

The tender concerns digitising the existing files and incoming mail of the Foreigners' Authority of the City of Magdeburg under a framework agreement. The work covers collection and transport, preparation, separation and indexing of documents, scanning, quality checks, delivery of digital files, and temporary storage followed by secure destruction of paper documents. Neither the records nor their digital copies may be taken outside Germany during processing. The initial framework term is 24 months. The contracting authority may extend it up to twice by 12 months, with a maximum total term of 48 months. The contract ceiling is EUR 900,000 excluding VAT. The minimum volume is 1,245,000 billable digital pages; approximately 8 million pages in existing files, 288,000 pages of incoming mail, 16,000 files and 208 transport trips are estimates, not guaranteed orders. The contractor must arrange regular transport and provide the personnel, technical and logistical capacity needed for the work. The standard processing time is two working days from physical receipt of the material at the contractor's premises. For urgent requests, the material must be made available within two hours, either physically or as a digital express scan. The maximum error rate is 3%. Each document must be delivered as a separate PDF/A file of no more than 50 MB. Requirements include PDF/A-2, colour scanning at 300 dpi, German-language OCR, indexing data, a transfer log and a qualified electronic signature or seal. Paper originals are stored for six months after scanning and destroyed after the authority releases them. The bid must include the required suitability and exclusion declarations, at least one qualifying reference, insurance and financial evidence, and signed agreements and confidentiality confirmation. Price and quality are considered in the evaluation; quality is assessed through the implementation and service concept. The bid must be submitted electronically in German by 12 October 2026 at 12:00.