81317393-Manual processing of travel expense reports

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 …

CPV: 63500000 Travel agency, tour operator and tourist assistance services
Place of execution:
81317393-Manual processing of travel expense reports
Awarding body:
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Award number:
81317393

1. Buyer

1.1 Buyer

Official name : Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Legal type of the buyer : Public undertaking, controlled by a central government authority
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : 81317393-Manual processing of travel expense reports
Description : 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.
Procedure identifier : 41976352-1261-473c-8725-9e3832fc37db
Internal identifier : 81317393
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 63500000 Travel agency, tour operator and tourist assistance services

2.1.2 Place of performance

Country : Germany
Anywhere in the given country

2.1.4 General information

Additional information : Bekanntmachungs-ID: CXTRYY6YTCEA10YA All communication takes place in English via communication tool in the project area of the procurement portal.
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 : In accordance with §§ 123,124 GWB, § 22 LkSG
Participation in a criminal organisation : In accordance with §§ 123,124 GWB, § 22 LkSG
Terrorist offences or offences linked to terrorist activities : In accordance with §§ 123,124 GWB, § 22 LkSG
Money laundering or terrorist financing : In accordance with §§ 123,124 GWB, § 22 LkSG
Fraud : In accordance with §§ 123,124 GWB, § 22 LkSG
Corruption : In accordance with §§ 123,124 GWB, § 22 LkSG
Child labour and including other forms of trafficking in human beings : In accordance with §§ 123,124 GWB, § 22 LkSG
Breaching obligation relating to payment of taxes : In accordance with §§ 123,124 GWB, § 22 LkSG
Breaching obligation relating to payment of social security contributions : In accordance with §§ 123,124 GWB, § 22 LkSG
Breaching of obligations in the fields of environmental law : In accordance with §§ 123,124 GWB, § 22 LkSG
Breaching of obligations in the fields of social law : In accordance with §§ 123,124 GWB, § 22 LkSG
Breaching of obligations in the fields of labour law : In accordance with §§ 123,124 GWB, § 22 LkSG
Insolvency : In accordance with §§ 123,124 GWB, § 22 LkSG
Assets being administered by liquidator : In accordance with §§ 123,124 GWB, § 22 LkSG
Business activities are suspended : In accordance with §§ 123,124 GWB, § 22 LkSG
Analogous situation like bankruptcy, insolvency or arrangement with creditors under national law : In accordance with §§ 123,124 GWB, § 22 LkSG
Grave professional misconduct : In accordance with §§ 123,124 GWB, § 22 LkSG
Agreements with other economic operators aimed at distorting competition : In accordance with §§ 123,124 GWB, § 22 LkSG
Conflict of interest due to its participation in the procurement procedure : In accordance with §§ 123,124 GWB, § 22 LkSG
Direct or indirect involvement in the preparation of this procurement procedure : In accordance with §§ 123,124 GWB, § 22 LkSG
Early termination, damages, or other comparable sanctions : In accordance with §§ 123,124 GWB, § 22 LkSG
Misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure : In accordance with §§ 123,124 GWB, § 22 LkSG

5. Lot

5.1 Lot technical ID : LOT-0001

Title : 81317393-Manual processing of travel expense reports
Description : 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.
Internal identifier : 81317393

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 63500000 Travel agency, tour operator and tourist assistance services
Options :
Description of the options : 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.

5.1.2 Place of performance

Country : Germany
Anywhere in the given country
Additional information :

5.1.3 Estimated duration

Duration : 48 Month

5.1.4 Renewal

Maximum renewals : 2
Other information about renewals : 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

5.1.6 General information

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) : no

5.1.7 Strategic procurement

Aim of strategic procurement : Reduction of environmental impacts
Description : See ToR
Aim of strategic procurement : Innovative purchase
Description : See ToR
Aim of strategic procurement : Fulfilment of social objectives
Description : See ToR
Approach to reducing environmental impacts : Pollution prevention and control
Social objective promoted : Accessibility for all
Innovative objective : The procured works, supplies, or services entail process innovation

5.1.9 Selection criteria

Sources of selection criteria : Notice
Criterion : Other economic or financial requirements
Description : 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)
Criterion : Other economic or financial requirements
Description : 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%)
Criterion : References on specified services
Description : 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
Criterion : Average yearly turnover
Description : 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.
Criterion : Other economic or financial requirements
Description : 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.
Criterion : References on specified services
Description : 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%) - Assessment of technical eligibility / weighted criteria for the selection of candidates
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (percentage, exact) : 100
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

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : English
Deadline for requesting additional information : 04/07/2025 23:59 +02:00

5.1.12 Terms of procurement

Terms of the procedure :
Estimated date of dispatch of the invitations to submit tenders : 04/08/2025
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 : 17/07/2025 12:00 +02:00
Information that can be supplemented after the submission deadline :
At the discretion of the buyer, some missing tenderer-related documents may be submitted later.
Additional information : GIZ asks the applicant or bidder to submit, complete or correct documents, within the framework laid down by law.
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Conditions relating to the performance of the contract : The execution conditions result from the information given in the contract notice and the tender documents.
Electronic invoicing : Required
Electronic ordering will be used : yes
Electronic payment will be used : yes

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 : Vergabekammern des Bundes -
Information about review deadlines : According to Article 160, Section 3 of the German Act Against Restraint of Competition (GWB), application for review is not permissible insofar as 1. 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.
Organisation providing additional information about the procurement procedure : Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH -
Organisation receiving requests to participate : Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH -

8. Organisations

8.1 ORG-0001

Official name : Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Registration number : 993-80072-52
Postal address : Dag-Hammarskjöld-Weg 1 - 5
Town : Eschborn
Postcode : 65760
Country subdivision (NUTS) : Main-Taunus-Kreis ( DE71A )
Country : Germany
Telephone : +49 8935816197
Fax : +49 6196791115
Internet address : https://www.giz.de
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure
Organisation receiving requests to participate

8.1 ORG-0002

Official name : Vergabekammern des Bundes
Registration number : 022894990
Postal address : Kaiser-Friedrich-Straße 16
Town : Bonn
Postcode : 53113
Country subdivision (NUTS) : Bonn, Kreisfreie Stadt ( DEA22 )
Country : Germany
Telephone : +49 2289499-0
Fax : +49 2289499-163
Roles of this organisation :
Review organisation

8.1 ORG-0003

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 : 3b53ffa8-d59d-4e91-86ae-2161f8dab481 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 16/06/2025 12:40 +02:00
Languages in which this notice is officially available : English
Notice publication number : 00390387-2025
OJ S issue number : 114/2025
Publication date : 17/06/2025