Data aggregation for funds data

Support regarding the fulfillment of reporting obligations, Data aggregation for funds data and Provision of a Document Management System and Dashboard for Data Analysis KfW Capital intends to engage a service provider to process and aggregate data received from KfW Capital's investment vehicles (e.g. funds, portfolio companies). This includes the …

CPV: 72313000 Datafangst, 72314000 Indsamling og bearbejdning af data, 72316000 Dataanalyse, 72260000 Programmelrelaterede tjenester
Henrettelsessted:
Data aggregation for funds data
Tildelende organ:
KfW Capital GmbH & Co. KG
Tildelingsnummer:
001

1. Buyer

1.1 Buyer

Official name : KfW Capital GmbH & Co. KG
Legal type of the buyer : Public undertaking
Activity of the contracting authority : Economic affairs

2. Procedure

2.1 Procedure

Title : Data aggregation for funds data
Description : Support regarding the fulfillment of reporting obligations, Data aggregation for funds data and Provision of a Document Management System and Dashboard for Data Analysis
Procedure identifier : d86bc83d-9bc5-4da3-8944-545bb23dfe5d
Internal identifier : 001
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Main features of the procedure : Following the review of the requests to participate up to five skilled, efficient (eligible) economic operators that have not been excluded due to grounds for exclusion will be invited to submit a first tender.

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72313000 Data capture services
Additional classification ( cpv ): 72314000 Data collection and collation services
Additional classification ( cpv ): 72316000 Data analysis services
Additional classification ( cpv ): 72260000 Software-related services

2.1.2 Place of performance

Anywhere in the European Economic Area
Additional information : The Service Provider is obliged to provide all Services within the territory of the Federal Republic of Germany, in a member state of the European Union or in another contracting state of the Agreement on the European Economic Area or in other states - as long as and to the extent that the other state in question is covered by a legally valid adequacy decision of the European Commission within the meaning of Art. 45 (1) GDPR. In particular, the Service Provider is obliged to perform all Services exclusively using servers located in the territory of the Federal Republic of Germany, in a member state of the European Union or in another contracting state of the Agreement on the European Economic Area or in other states - as long as and to the extent that the other country in question is covered by a legally valid adequacy decision of the European Commission within the meaning of Art. 45 (1) GDPR. Any transfer to another third country requires the prior written consent of KfW Capital in writing and the implementation of further transfer requirements in accordance with Art. 44 ff. GDPR.

2.1.4 General information

Additional information : #Bekanntmachungs-ID: CXP4DM252DB#
Legal basis :
Directive 2014/24/EU
vgv -

2.1.6 Grounds for exclusion

Sources of grounds for exclusion : Notice
Breaching of obligations set under purely national exclusion grounds :
Participation in a criminal organisation :
Terrorist offences or offences linked to terrorist activities :
Money laundering or terrorist financing :
Fraud :
Corruption :
Child labour and including other forms of trafficking in human beings :
Breaching obligation relating to payment of taxes :
Breaching obligation relating to payment of social security contributions :
Breaching of obligations in the fields of environmental law :
Breaching of obligations in the fields of social law :
Breaching of obligations in the fields of labour law :
Insolvency :
Assets being administered by liquidator :
Business activities are suspended :
Analogous situation like bankruptcy, insolvency or arrangement with creditors under national law :
Grave professional misconduct :
Agreements with other economic operators aimed at distorting competition :
Conflict of interest due to its participation in the procurement procedure :
Direct or indirect involvement in the preparation of this procurement procedure :
Early termination, damages, or other comparable sanctions :
Misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure :

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Data aggregation for funds data
Description : KfW Capital intends to engage a service provider to process and aggregate data received from KfW Capital's investment vehicles (e.g. funds, portfolio companies). This includes the following services: - analysing the data contained in the reports, including extracting, processing and aggregating the Data collected from reports in accordance with KfW Capital's requirements; - managing the submitted reports in a document management system and providing KfW Capital with respective access and data lineage, i.e. the possibility to track and trace data to their origin in the respective report; - presenting the data in a database including a dashboard fulfilling the needs of KfW Capital, and - providing export functions that enable KfW Capital, among other things, to fulfill its own reporting obligations. Furthermore, the service provider shall be responsible for the communication and scalation with the respective investment vehicles in order to obtain complete and correct reports and data. This includes - the timely request of reports from investment vehicles, - the content review and validation of the submitted reports and data, and - direct coordination with the investment vehicles on deadlines, issues requiring clarification, queries, and additional information related to the reports.
Internal identifier : 001

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72313000 Data capture services
Additional classification ( cpv ): 72314000 Data collection and collation services
Additional classification ( cpv ): 72316000 Data analysis services
Additional classification ( cpv ): 72260000 Software-related services

5.1.2 Place of performance

Anywhere in the European Economic Area
Additional information : The Service Provider is obliged to provide all Services within the territory of the Federal Republic of Germany, in a member state of the European Union or in another contracting state of the Agreement on the European Economic Area or in other states - as long as and to the extent that the other state in question is covered by a legally valid adequacy decision of the European Commission within the meaning of Art. 45 (1) GDPR. In particular, the Service Provider is obliged to perform all Services exclusively using servers located in the territory of the Federal Republic of Germany, in a member state of the European Union or in another contracting state of the Agreement on the European Economic Area or in other states - as long as and to the extent that the other country in question is covered by a legally valid adequacy decision of the European Commission within the meaning of Art. 45 (1) GDPR. Any transfer to another third country requires the prior written consent of KfW Capital in writing and the implementation of further transfer requirements in accordance with Art. 44 ff. GDPR.

5.1.3 Estimated duration

Duration : 4 Year

5.1.4 Renewal

Maximum renewals : 2
Other information about renewals : KfW Capital is entitled to extend the Agreement by two (2) years or twice by one (1) year each time by unilateral written declaration up to the third month before the end of the respective contract term.

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Not required
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes
Additional information : #Besonders auch geeignet für:other-sme#

5.1.7 Strategic procurement

Aim of strategic procurement : No strategic procurement

5.1.9 Selection criteria

Sources of selection criteria : Notice
Criterion : Other economic or financial requirements
Description : Candidates must provide a description of the undertaking's profile, corporate structure and business areas.
Criterion : Enrolment in a trade register
Description : Candidates must declare whether they are registered in the commercial register, under which number and with which court or authority, if applicable. If there is no obligation to be registered in the commercial register (e.g. due to the legal form of the tenderer), a declaration must be made accordingly. For the Member States of the European Union, the respective professional or trade registers are set out in Annex 11 to Directive 2014/24/EU.
Criterion : Professional risk indemnity insurance
Description : Evidence must be provided of the existence of a busi-ness liability insurance for activities that are the subject of the tendered contract. The business liability insurance must include the following minimum coverage (minimum requirement): - sum insured per claim for personal injury and property damage: EUR 1 million, - sum insured per claim for financial losses: EUR 5 million. Candidates may, alternatively, declare that they will take out or change an existing insurance policy to cover the above specified requirements.
Criterion : General yearly turnover
Description : Candidates must state the overall turnover for the last three financial years.
Criterion : Measures for ensuring quality
Description : Evidence must be provided of the existence of an ISO 27001 certification or equivalent (e.g. SOC 2). Alternatively, candidates must make a declaration as to existing comparable ISMS measures (minimum requirement). The Declaration on ISMS measures has to be completed and submitted by every candidate - either to provide evidence or to make the according declaration.
Criterion : Average yearly manpower
Description : Candidates must state the average annual number of staff overall in the undertaking for the last three years. The average number of staff overall in the undertaking must be above 10 for each year (minimum requirement).
Criterion : References on specified services
Description : Candidates have to make proof of suitable references in the form of a self-declaration in a list of the main services delivered or performed (at least partially) within the last three years before the submission deadline for the requests to participate. The description for each reference project may not exceed 2.000 characters. If more than five reference projects are named, please duplicate the Declaration on El-igibility. For the purpose of this procurement procedure, a reference is defined as a contractual relationship between the candidate and a client covering the extraction as well as the aggregation of finance data including their validation to guarantee accuracy and reliability. The following minimum requirements apply: - The services must have been provided for at least three different clients (i.e. at least three references have to be listed). Each reference must fulfil the following minimum requirements: - The services must have covered the data of more than 20 funds. - The contractual relationship must have exceeded the duration of two years or is still continuing but commenced more than two years ago. This minimum requirement will also be considered as fulfilled if part of the minimum two-year contract period falls before the beginning of the above-mentioned three-year time limit. - The core tasks must have comprised the aggregation of finance data, particularly for quarterly reports of venture capital (VC) funds. Each reference must cover all of the above-mentioned criteria cumulatively. KfW Capital reserves the right to contact former clients to verify the given information.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (points, exact) : 12
Information about the second stage of a two-stage procedure :
Minimum number of candidates to be invited for the second stage of the procedure : 3
Maximum number of candidates to be invited for the second stage of the procedure : 5
The procedure will take place in successive stages. At each stage, some participants may be eliminated
The buyer reserves the right to award the contract on the basis of the initial tenders without any further negotiations

5.1.10 Award criteria

Criterion :
Type : Price
Name : Total Evaluation Price
Description : The price being rated is the Total Evaluation Price as determined in the Price Sheet (= total based on estimated quantities for the maximum contract term of six years).
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 60
Criterion :
Type : Quality
Name : Implementation concept
Description : The quality of the service to be expected will be evaluated based on the submitted implementation concept. The Live-Demo serves to verify the evaluation result and adjust the assessment if necessary.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : English
Deadline for requesting additional information : 13/10/2025 23:59 +02:00
Ad hoc communication channel :

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 20/10/2025 10:30 +02:00
Information that can be supplemented after the submission deadline :
At the discretion of the buyer, all missing tenderer-related documents may be submitted later.
Additional information : In compliance with the principles of transparency and equal treatment, tenderers may be requested to complete, send on or correct any incomplete, missing or incorrect business-related documents, particularly self-declarations, statements, certificates or other means of proof (cf. section 56 (2) VgV).
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : no
Electronic payment will be used : no

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Vergabekammer des Bundes
Information about review deadlines : Complaints ("Rüge") for identified infringements of public procurement regulations must be addressed at KfW Capital within a period of ten calendar days (section 160 (3) no. 1 GWB). Violations of public procurement regulations which become apparent from the contract notice or from the procurement documents must be reprimanded by the end of the deadline for requests to participate specified in the contract notice, section 160 (3) no. 2 and 3 GWB. In addition, reference is made to section 160 (3) no. 4 GWB. Accordingly, a review procedure is inadmissible if more than 15 calendar days have expired since receipt of notification from KfW Capital that it is unwilling to redress the objection.
Organisation providing additional information about the procurement procedure : Eichler Kern Klein Rechtsanwälte PartG mbB
Organisation receiving requests to participate : KfW Capital GmbH & Co. KG

8. Organisations

8.1 ORG-0001

Official name : KfW Capital GmbH & Co. KG
Registration number : Leitweg-ID 992-80158-64
Postal address : Bockenheimer Landstraße 98 - 100
Town : Frankfurt am Main
Postcode : 60323
Country subdivision (NUTS) : Frankfurt am Main, Kreisfreie Stadt ( DE712 )
Country : Germany
Telephone : 069 74318880
Roles of this organisation :
Buyer
Organisation receiving requests to participate

8.1 ORG-0002

Official name : Eichler Kern Klein Rechtsanwälte PartG mbB
Registration number : UStID. DE317424587
Town : Berlin
Postcode : 10178
Country subdivision (NUTS) : Berlin ( DE300 )
Country : Germany
Roles of this organisation :
Organisation providing additional information about the procurement procedure

8.1 ORG-0003

Official name : Vergabekammer des Bundes
Registration number : t:022894990
Postal address : Kaiser-Friedrich-Straße 16
Town : Bonn
Postcode : 53113
Country subdivision (NUTS) : Bonn, Kreisfreie Stadt ( DEA22 )
Country : Germany
Fax : +49 (0)228 94 99-163
Roles of this organisation :
Review organisation

8.1 ORG-0004

Official name : Datenservice Öffentlicher Einkauf (in Verantwortung des Beschaffungsamts des BMI)
Registration number : 0204:994-DOEVD-83
Town : Bonn
Postcode : 53119
Country subdivision (NUTS) : Bonn, Kreisfreie Stadt ( DEA22 )
Country : Germany
Telephone : +49228996100
Roles of this organisation :
TED eSender

Notice information

Notice identifier/version : ec2dbc6c-ffa4-496e-a9af-3da73e51a889 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 19/09/2025 14:43 +02:00
Languages in which this notice is officially available : English
Notice publication number : 00617677-2025
OJ S issue number : 181/2025
Publication date : 22/09/2025