District-affiliated city seeks web-based online training system (web-based training)

The city in northern Germany intends to procure a web-based online training system (WBT) for the legally compliant training of its employees, independent of time and location, i.e., the provision, operation, and maintenance of such a system.

The system serves to fulfill legal training obligations, particularly in the area of occupational safety, and to minimize the liability risk of the searcher.

The aim is to conclude a contract for a fully operational, legally compliant, and permanently maintained online training system that meets all of the requirements listed below. The services offered must be fully comparable.

The system to be offered must meet the following requirements:

General system requirements

• Web-based system (browser-based, no local installation required)
• Use independent of time and location
• Operation in German
• Central administration by the searcher
• Hosting and technical operation by the provider

Functional requirements

• Online training
• Implementation of online training for employees
• Provision of standardized WBT modules
• Documented completion of training
• Legal certainty
• Automatic creation of a legally compliant certificate as proof of training
• Personalized and audit-proof documentation
• Option to archive and export certificates

• Deadline monitoring
• Automatic monitoring of training deadlines
• Reminder and escalation functions
• Sending notifications by email
• User and rights management
• Creation, management, and maintenance of user accounts
• Assignment of training modules to individual users or user groups
• Provision of administrator access
• Role and rights management (at least administrator/user)
• Evaluation and reporting
• Insight into processing and completion status
• Statistical evaluations by user, group, and module
• Export function for evaluations

Training modules (WBT modules)

• The provider must provide the following WBT modules in German:
• Occupational safety – basics
• General Equal Treatment Act
• Fire protection
• Data protection
• First aid
• Building services
• Hygiene in handling food in accordance with the German Infection Protection Act
• Office work, office workstations
• Daycare centers
• Cleaning work
• Cleaning agents
• Swimming pools

The modules can be used regardless of the number of modules assigned per user.

Care, maintenance, and updating

• The scope of services also includes:
• Ongoing maintenance and technical operation of the system
• Regular data backup
• Annual content adjustment of the training modules in the event of legal or normative changes
• Free module updates during the contract period
• Ensuring that all content is up to date and legally compliant

System setup and technical services

• Setup
• Initial setup of the system
• Setup and provision of an individual subdomain for the client
• Provision of a valid SSL certificate
• Operation
• Ensuring stable and secure system operation
• Hosting by the provider

Licenses and user scope

• Billing based on usage licenses per user
• 122 users
• The number of usable modules is independent of the number of users
• The following services are included in the usage licenses:
• Setup of users
• Administrator access
• Deadline monitoring
• Support services

Support services

• The contractor shall provide the following support services during the term of the contract:
• Email support
• Telephone support
• Support with administrative and technical issues

Contract term

The contract term must be specified in the offer.

Optional information on renewal options must be provided.

Requirements for the offer

• The bidder's offer must:
• cover all requirements in full
• present prices in a transparent and comprehensible manner
• show annual flat rates, user-related costs, and one-time costs separately
• not require any additional services to achieve the scope of services described

Award criterion

The contract will be awarded to the most economical offer, provided that all minimum requirements specified in this service description are fully met.

We kindly ask you to submit an offer on this basis that fully covers all the services described and allows for a 1:1 comparison with other offers.

Please present the costs transparently (e.g., user-related costs, annual flat rates, and, if applicable, one-time setup costs) and provide information on the contract term.

A total of 122 software workstations are planned.