Germany – Software-related services – IT-Fachverfahren der Berliner Musikschulen

The Senate Department for Culture and Social Cohesion (SenKultGZ) Ref. I D is formally responsible for the IT specialist procedure of the 12 (twelve) Berlin music schools for managing lessons, courses, loan instruments, and student and teacher contracts. The „servicezentrum musikschulen“ (szm) is a department of the Foundation for Cultural Education and Cultural Consulting (SKWK). The SKWK is a grant-funded foundation in the state of Berlin within the area of responsibility of the SenKultGZ. The szm is responsible for the specialist procedure support and its operation. With the aim of modernisation, a new IT specialist procedure (hereinafter referred to as the ‘System’) is being tendered as part of a public contract. The SKWK acts as the contracting authority and, within the framework of an award, as the future contracting party; it is referred to as the contracting authority (AG) in the tender documents. The market supplier to be awarded in this tendering procedure will hereinafter be referred to as the contractor (AN). Prior to this tendering procedure, the AG was advised by PD – Berater der öffentlichen Hand GmbH on the preparation and conception of the procurement. PD also supports the contracting authority as a tendering office in the implementation of the ongoing tendering procedure. Approximately 350 subjects are offered per year across all 12 Berlin music schools as individual, small or large group lessons and/or as courses. In total, approximately 60,000 student and approximately 2,000 teacher contracts are held. Currently, the Berlin music schools use the ‘MS-IT’ system from Advellence Solutions AG for this purpose. ‘MS-IT’ is a custom development and consists of two modules: the standard software ‘Information Manager’ and the add-in ‘Contract Management’ developed specifically for the music schools. Further general details about the Berlin music school world can be accessed on the associated homepage: https://www.berlin.de/sen/kultur/kultureinrichtungen/musikschulen/. The current IT specialist procedure is operated in the on-premise operating model by the external service provider sqlXpert in a private data centre. For the future system, the SKWK is looking for a solution in the Software-as-a-Service (SaaS) operating model with system operation by the manufacturer or a data centre connected to them. In addition to the information contained in the (non-)functional requirements of Annex B.1_Requirements Catalogue, the following framework conditions apply for the project phase of the replacement of the existing system:

* For the project planning of the replacement of the existing system, including data migration, the AN can calculate support services by the szm for the entire project period, amounting to a total of 1.25 full-time equivalents (FTE) whose expertise lies, among other areas, in project management, documentation, testing, and business process optimisation.

* For the migration of legacy data, the AN should expect to review a total of approximately 20 database tables with various relationships and a total data volume of approximately 10 GB.

* For ongoing operations, the AN should take into account in the solution sketch and calculation that all requests for first-level support will be handled by the szm, so that only support requests to 2nd level or higher will reach the AN.

The subject of the procurement essentially consists of the following components:

* Software licence and maintenance as well as operation in the Software-as-a-Service model

* Associated services in the areas of architecture and process consulting, development, testing, system integration, training, etc. (details in Annex C_Price List)

* Customer support (2nd and 3rd level)

* Transition project for the replacement of the existing system including data migration

The subject of the procurement is described in detail in Annex B.1_Requirements Catalogue by functional and non-functional requirements. A key requirement for the IT specialist procedure of the Berlin music schools is Annex B.7_Architecture Directive.