Framework agreement for the digitisation of records of the Immigration Office of the State Capital Magdeburg

Summary

The procurement concerns a framework agreement for digitising records of the Immigration Office of the State Capital Magdeburg. The contract covers digitisation of existing files and ongoing incoming documents (scanning and digital delivery) with full compliance with data protection requirements and an inland clause that the physical documents and their digital copies never leave the territory of the Federal Republic of Germany. The agreement envisages digitising at least 2.5 million pages over three years, with electronic delivery of digital assets and metadata to the importer’s systems. The procurement is conducted as an open procedure. The base term is 24 months, with up to two extensions of 12 months each, for a maximum total duration of 48 months. The framework agreement has a maximum value of EUR 900,000 (net). Proposals must be submitted via the procurement platform. Documentation such as Uniform European Self-Declaration (EEE) and other supplier documentation is required. The project includes Nextcloud-based track and trace for logistics, a two-hour requirement for delivery of requested assets (physical or express digital), and strict rules on digital imprinting, PDF/A formatting, and indexing requirements. The supplier must ensure data protection and security throughout the process, including during transfer, storage, and destruction of data; the resulting scanned documents and their metadata must be delivered in the prescribed formats (PDF/A and XML/CSV for metadata).