The aim of this expansion was to integrate the entire procurement process into the district's existing document management system (DMS) as an end-to-end electronic workflow. This allowed internal processes to be further optimised, electronic sign-offs to be introduced and the audit office to be seamlessly integrated into the digital procurement process. Thanks to modern role systems and customised workflows, every step of the procurement process is now fully mapped electronically.
"With the comprehensive digitalisation of our public procurement office, we are optimally positioned in the Börde district," explains Marten Schulz, Head of Office. "From the creation of tender documents to the tender review and electronic archiving, all procedural steps are digital, legally compliant and transparent."
The main advantages of the system used include
Implementation of supplementary procedures in accordance with VHB-VOB
Customised forms and workflows
Interfaces to third-party systems such as SAP and DMS systems
Direct connection to archiving systems
Provision of the "electronic auction" procedure
The electronic auction function, which is used in particular for gas and electricity procurement, is particularly noteworthy. This procedure, which is provided exclusively by a specialised provider, enables considerable savings to be made: Around 18,000 to 20,000 euros can be saved per tender. "These financial benefits impressively demonstrate the extent to which digital processes also help to reduce the burden on the district budget," emphasises Anka Brisch, Head of Department.
The system also guarantees a high level of acceptance and legal certainty. The awarding software, which is also used by the Börde district, is used by a large number of awarding authorities in Saxony-Anhalt and is recognised by awarding chambers, third-party auditors and funding bodies.
With the complete electronic processing of all award procedures, the district of Börde is setting standards throughout the state. The modern infrastructure not only increases efficiency and transparency, but also offers citizens and companies modern and service-orientated access to public tenders.
The Börde district is thus reaffirming its commitment to continuously modernising administrative processes and consistently aligning them with the requirements of a digital future.