GIZ invites the auditing and processing of expense report audits for GIZ in Germany to tender. In 2024, the GIZ-internal structure in Germany generated nearly 34.000 expense reports. These expense reports consist of 84 % business travel expenses and around 16 % separation allowance, external travellers and "bahncard"-armotization transactions. Most expense reports will be available digitally through SAP Concur Expense. GIZ is looking for a service provider who can provide GIZ with services of the highest quality in a time and cost-efficient manner as part of a dedicated staffing model. The expected term of the contract will be 4 years with the possibility of two two-year contract extensions (4+2+2). The services shall go-live in Germany after a successful implementation on July 1, 2026.
GIZ invites the auditing and processing of expense report audits for GIZ in Germany to tender. In 2024, the GIZ-internal structure in Germany generated nearly 34.000 expense reports. These expense reports consist of 84 % business travel expenses and around 16 % separation allowance, external travellers and "Bahncard"-armotization transactions. Most expense reports will be available digitally through SAP Concur Expense.GIZ is looking for a service provider who can provide GIZ with services of the highest quality in a time and cost-efficient manner as part of a dedicated staffing model. The expected term of the contract will be 4 years with the possibility of two two-year contract extensions (4+2+2). The services shall go-live in Germany after a successful implementation on July 1, 2026.
The Service Provider shall audit and process travel expense reports for domestic and international business trips and other expenses (communication, entertainment, office supplies, etc.). The Service Provider should also settle reports concerning a separation allowance in SAP (Trennungsgeld) and expense claims for external travellers as well as the Reimbursement of private Bahncards / Bahncard Business amortisation calculation. The Service Provider shall also offer a 1st-Level support.
The agreement comes into force upon notification of its award. The anticipated implementation must begin in good time so that the services tendered can commence on 1 July 2026 and ends on 30th of June 2030 with the option of extending the agreement 2 times, by 2 years in each case
The agreement comes into force upon notification of its award. The anticipated implementation must begin in good time so that the services tendered can commence on 1 July 2026 and ends on 30th of June 2030 with the option of extending the agreement 2 times, by 2 years in each case.
See ToR
According to Article 160, Section 3 of the German Act Against Restraint of Competition (GWB), application for review is not permissible insofar as1. the applicant has identified the claimed infringement of the procurement rules before submitting the application for review and has not submitted a complaint to the contracting authority within a period of 10 calendar days; the expiry of the period pursuant to Article 134, Section 2 remains unaffected,2. complaints of infringements of procurement rules that are evident in the tender notice are not submitted to the contracting authority at the latest by the expiry of the deadline for the application or by the deadline for the submission of bids, specified in the tender notice.3. complaints of infringements of procurement rules that first become evident in the tender documents are not submitted to the contracting authority at the latest by the expiry of the deadline for application or by the deadline for the submission of bids,4. more than 15 calendar days have expired since receipt of notification from the contracting authority that it is unwilling to redress the complaint.Sentence 1 does not apply in the case of an application to determine the invalidity of the contract in accordance with Article 135, Section 1 (2). Article 134, Section 1, Sentence 2 remains unaffected.
All communication takes place in English via communication tool in the project area of the procurement portal.
GIZ asks the applicant or bidder to submit, complete or correct documents, within the framework laid down by law.
In accordance with §§ 123,124 GWB, § 22 LkSG
EN-A1: Principles for the execution of orders (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): The eligbility criteria are not from the same category as stipulated above, as there is no suitable category.
1. Self-declaration: name of company and address, tax ID, registration and commercial register number or equivalent register in accordance with the legal provisions of the country of origin.2. No grounds for exclusion pursuant to § 123, § 124 GWB, § 22 LkSG, EU-Russia sanctions
3. Declaration of bidding consortium and/or declaration of subcontractors (if applicable)
EN-A2: Conditions for the reduction of candidates (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): If we receive more than 5 requests to participate, we will make a selection on the basis of the criteria laid out in the procurement documents and invite tenders only from the 5 candidates with the highest scores. We reserve the right to cancel the procurement procedure if we receive fewer than 3 requests to participate.
Weighted criteria for the selection of candidates:
1. project management expertise in implementing of audit services in connection with SAP Concur Expense (10%)2. experience in German tax law and travel law (20%)3. experience in processing complex business travel accounting (40%)4. expertise in SAP Concur Expense (30%)
EN-B1: Technical and professional ability (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): 1. The technical assessment is only based on reference projects with a minimum commission value of 150,000.00 EUR.2. At least 1 reference projects in the technical field travel expense report audit and at least 1 reference projects in the region in Germany in the above mentioned technical field in the last 36 months
EN-C1: Economic and financial standing (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): Average annual turnover for the last three years (last-but-four financial year can be included in case of tenders held within 6 months of end of last financial year), at least: 750,000.00 EUR.
EN-C2: Economic and financial standing (Mit dem Teilnahmeantrag; Mittels Eigenerklärung): Average number of employees and managers in the last three calendar years, at least 50 persons.
1. project management expertise in implementing of audit services in connection with SAP Concur Expense (10%)2. experience in German tax law and travel law (20%)3. experience in processing complex business travel accounting (40%)4. expertise in SAP Concur Expense (30%) - Assessment of technical eligibility / weighted criteria for the selection of candidates
The execution conditions result from the information given in the contract notice and the tender documents.