Digitisation of Mutualia medical records and integration into its document management system

Summary

Mutualia is procuring a one-year service to digitise occupational-contingency medical records and integrate them into its document management system. The work covers approximately 38,329 records in series A1 (460,848 pages) and 122,406 records in series A4 (489,624 pages) held in the passive archive. The estimated total is 950,472 pages, corresponding to approximately 1,140,567 digital images. Processing is to begin with the most recent files and proceed backwards in time. The contractor will arrange secure transport, prepare and scan the files, catalogue and index them by episode, enter data and integrate the resulting files into Mutualia’s existing system. Scans must be black-and-white TIFF G4 files at 200 dpi. X-ray images are not to be scanned; they must remain in their original medical-record envelopes and be archived in numbered boxes separated by year. If needed, a physical file or its digital images must be made available to Mutualia within 24 hours. Paper originals may be destroyed only after scan-quality checks and Mutualia’s instruction. Destruction must be carried out by a specialist recycler, meet security class 3 under DIN 66399 and be documented by a confidential-destruction certificate. The bidder must provide a quality-control plan and periodic activity reports. The technical specifications set a digitisation quality target of approximately 99.7% and require a daily random check of 25 production units. The estimated contract value is €175,864.38 excluding VAT; the maximum budget is €212,795.90 including VAT. Offers are assessed on the technical proposal (40 points), price (50 points), and response times and warranty period (10 points combined). At least 20 points must be achieved for the technical criteria. The submission deadline is 16 October 2026 at 14:00, and bids must remain valid for three months.