🇬🇧 Bewerberhinweise (Applicant Information)

Open Procedure AOK SAN 2025-0028 Provision and Operation of a Digital Platform for Teledermatological Consultation

Award Procedure

AOK SAN 2025-0028: The subject of the contract is the provision and operation of a digital platform for teledermatological consultation to enable the policyholders of the contracting authority to receive a fast, location- and time-independent specialist assessment of skin problems by dermatologists practicing under contract with the statutory health insurance (hereinafter referred to as "specialist" or "dermatologist").

Conditions for the Award Procedure

Subject of the Tender

1.1. No lots will be formed for the service to be awarded.

1.2. When bidders are mentioned below, bidding consortia are also meant, unless differences between bidders and bidding consortia are explicitly addressed.

1.3. Insofar as personal designations in the masculine form are used in the tender documents, this form is used for better readability in a generalizing and non-judgmental manner and refers to both genders (generic masculine). Furthermore, for the sake of simplified readability, it is assumed in the bidder's declarations that the form of a plurality of persons ("We offer...") also includes sole proprietors.

Framework Conditions of the Tender

Contracting Authority/Contact Person

AOK Sachsen-Anhalt is conducting the award procedure.

Address:

AOK Sachsen-Anhalt
0.7.5 FB Justiziariat/ Vergabestelle
Lüneburger Str. 4
39106 Magdeburg

Contact person during the award procedure:

• Name: Ms. Katja Wartenberg
• Tel.: 0391 2878-45327
• Fax: 0391 2878-845327
• E-Mail: katja.wartenberg@san.aok.de

Note: Information and answers from other bodies as well as information and answers given outside the intended procedure (III.2.2) are not binding.

Confidentiality, Data Protection

2.1 In principle, bidders should not provide any special categories of personal data according to Art. 9 of the European General Data Protection Regulation (GDPR), as they are not necessary for the present purposes. However, for the legally required documentation of the procedures according to § 6 para. 2 of the Unterschwellenvergabeordnung (UVgO) or § 8 para. 4 of the Vergabeverordnung (VgV), these tenders will also be kept strictly confidential for three years from the date of award and then deleted or destroyed with an implementation period of one month.

2.2 Furthermore, it is a general principle that bidders must ensure and guarantee that the personal data they transmit in their tenders can be used in full by the contracting authority for the purposes of carrying out the award procedure, for procedural documentation, and for any subsequent contract execution and resulting retention obligations. To confirm this, the confirmed "Declaration on Data Protection in the Award Procedure" as Part 6 of the "Overall Self-Declaration" must be submitted with the tender.

Categories of personal data

Permissible categories of personal data (names, address data, CVs, etc.) provided to the contracting authority within the scope of the award procedure will be processed for the following purposes:

a) First Purpose: Implementation of the award procedure

• Includes communication in the procedure, suitability assessment, and tender evaluation
• Legal basis: Art. 6 para. 1 lit. b GDPR (necessity for the implementation of pre-contractual measures)
• Retention: Three years from the award of the contract, then deletion with an implementation period of one month

b) Second Purpose: Optional storage for future procedures

• Storage of the tender for a maximum of 10 years
• Use in future negotiated procedures or direct awards
• Legal basis: Art. 6 para. 1 lit. a GDPR (consent)
• Consent: Given via the "Declaration on Data Protection in the Award Procedure" (Part 6 of the "Overall Self-Declaration")
• Can be revoked at any time

c) Third Purpose: Accompaniment of contract execution (in case of a successful tender)

• Legal basis: Art. 6 para. 1 lit. b GDPR (necessity for the performance of a contract)
• Deletion: With a one-month implementation period after the end of the contract term

2.3 All data subjects have the following rights:

• Right of access (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR)
• Right to restriction of processing (Art. 18 GDPR)
• Right to object to processing (Art. 13 para. 2 lit. c GDPR)
• Right to data portability (Art. 20 GDPR)

Contact for asserting rights:

AOK Sachsen-Anhalt
Lüneburger Straße 4
39106 Magdeburg
Phone: 0800/226 57 26
E-Mail: Datenschutz@san.aok.de
Web: www.san.aok.de

Data Protection Officer:

AOK Sachsen-Anhalt
Beauftragter für den Datenschutz
39084 Magdeburg
Phone: 0800/226 57 26
E-Mail: Datenschutz@san.aok.de

Competent supervisory authority:

Landesbeauftragter für den Datenschutz Sachsen-Anhalt
Postfach 19 47
39009 Magdeburg

Procedure

Type of Procedure

The tender is conducted as an open procedure (§ 15 VgV).

Ambiguities in the Tender Documents, Inquiries

Examination of the Tender Documents

Interested companies are requested to check the tender documents for completeness and any ambiguities immediately upon receipt, using the following table of contents. If, in the opinion of a company, there are contradictions or ambiguities in the documents, such comments and all other questions must be communicated to the awarding authority exclusively via the communication area of the e-procurement solution without delay.

For this purpose, the company must register free of charge on www.dtvp.de.

Important: Express reference is made to the deadline for submitting questions about the procedure in accordance with section 4 and to the statutory obligation to give notice of defects under Section 160 (3) of the German Act against Restraints of Competition (GWB).

Table of Contents of the Tender Documents:

• Invitation to submit a tender
• Applicant information
• Main contract
• Annex A - Service description
• Annex B - Requirements for the process flow of the patient journey
• Annex C - Participating service providers
• Annex D - Price sheet
• Annex E - Contact persons and data reception points
• Annex F1 - Declaration of participation of the insured and consent to the data agreement incl. insured person information (electronic version)
• Annex F2 - Contract information (information on the care offer)
• Annex 1 - Evaluation matrix
• Annex 2 - Form A - Teledermatology criteria
• Annex 3 - Form B - Teledermatology criteria
• Form - Overall self-declaration
• Form - Declaration of subcontractors and the commitment declaration
• Form - Declaration of the members of a bidding consortium

Procedure for Questions and Comments

Questions and comments on the tender documents and the subject of the contract must be clearly separated from complaints. Questions, comments, and complaints must be addressed to the awarding authority of AOK Sachsen-Anhalt electronically via the bidder communication on the procurement portal dtvp.de.

Important regulations:

• They must be formulated in German
• Questions submitted in good time will be answered no later than 6 days before the end of the submission period
• The identity of the questioner will not be disclosed
• The contracting authority reserves the right to rephrase questions in such a way that the identity of the questioner is not revealed
• Telephone inquiries will not be answered for reasons of equal treatment

For registered companies: Automatic information about new messages from the awarding authority (e.g. applicant questions/answers/additional information).

For non-registered companies: Independent monitoring of communication via question/answer lists in the communication area of the respective tender. Regular information and independent downloading required (§ 20 para. 3 VgV).

Notes on the Conclusion of the Contract

The contract and all other tender components must comply with the text form according to § 126b BGB.

Requirements:

• Fill out the contract and all annexes completely
• Print out and - where provided - sign and stamp with the company seal
• Then scan and send via www.dtvp.de

OR

• Fill out, sign and submit documents electronically

Reference is made to section 5.

Tender Deadline/Dates

Tenders must be received electronically by October 24, 2025 at 10:00 a.m. (tender deadline) via the e-procurement portal "DTVP" at the awarding authority of AOK Sachsen-Anhalt.

Late tenders: Will be excluded, unless the late receipt is caused by circumstances for which the bidder is not responsible.

Important Dates

Date	Date/Time
End of the period for submitting questions about the procedure	15.10.2025
End of information provision	16.10.2025
End of tender submission period	24.10.2025, 10:00 Uhr
Preliminary information according to § 134 GWB at the latest	07.11.2025
End of the binding period	31.12.2025
Contract start	01.01.2026

Form and Components of the Tenders

Language

The tender must be written in German.

Forms and Submission Method

The forms provided by the contracting authority must be used for the tender.

Inadmissible submission methods:

• ❌ Fax
• ❌ E-mail
• ❌ Telex

Permissible submission method:

• ✅ Electronically via the e-procurement portal "dtvp"

A withdrawal or change of a tender by fax, e-mail or telex is also inadmissible and will be disregarded.

Registration for Electronic Tender Submission

For the submission of electronic tenders, bidders must register on www.dtvp.de (free of charge).

Important: All communication during the award procedure will be sent to the e-mail address provided during the company's registration.

Support: cosinex GmbH, Tel.: 0234/29879611

Technical Requirements

The following data processing tools are required for tender submission:

• Computer
• Internet connection
• Current internet browser
• If necessary, printer & scanner

Bidder Tool and Java

The submission of electronic tenders is carried out via the installations of the procurement marketplace with the so-called bidder tool.

Required program: "Java SE Runtime Environment"

Download and further information: https://support.cosinex.de/unternehmen/display/company/Informationen

Annexes and File Formats

All annexes must be:

• Filled out completely
• Printed and - where provided - signed
• Then scanned and submitted via www.dtvp.de with other tender documents
• OR signed

Important note on file formats:

• Word and/or Excel documents serve only as a filling aid
• These formats are NOT part of the tender
• All tender components must be not subsequently modifiable
• Required format: PDF document

File Names

File names and subfolders should:

• Be based on the original
• Not contain umlauts
• Not contain special characters

Withdrawal or Replacement of the Tender

The bidder can withdraw or replace their electronic tender only until the end of the tender period and within the framework of the e-procurement solution.

Not possible: Withdrawal or change by fax, e-mail or in writing by post.

Multiple Main Tenders

If the bidder submits two or more main tenders at different times, the last submitted tender will be evaluated.

List of Documents to be Submitted with the Tender

The tender must be complete and signed in accordance with the specifications and must contain all required evidence, declarations and certificates in accordance with the notice and the tender documents.

Required Documents:

• ☑ Signed/digitally signed contract

• ☑ Completely filled out and signed/digitally signed price sheet (Annex D)

• ☑ Completely filled out and signed/digitally signed Form A-Criteria (Annex 2)

  • Including the evidence/documents required therein

• ☑ Completely filled out and signed/digitally signed Form B-Criteria (Annex 3)

  • Including the concepts required there

• ☑ Signed/digitally signed "Overall Self-Declaration"

• ☑ Form "Declaration of Subcontractors" plus any annexes

  • Only to be submitted if the use of subcontractors is affirmed
  • Then additionally: "Commitment declaration of the subcontractor" on access and performance capability

• ☑ Form "Declaration of Bidding Consortium"

  • Only to be submitted if the tender is submitted by a bidding consortium

• ☑ Information on the legal form of the company - legal personality with corresponding proof:

  • Current extract from the commercial register (if entered in the commercial register)
    • Date of issue not before 01.07.2025
  • In the absence of this: equivalent proof with the following information:
    • Name and legal form of the company
    • Areas of activity
    • Address of the company headquarters
    • Any other business premises

General Information

Use of the Tender Documents

The tender documents may only be used for the preparation of a tender and, if applicable, for the fulfillment of the contract.

Prohibited:

• Any use for other purposes
• Publication (even in excerpts) without the express written permission of the contracting authority

If no tender is submitted: The tender documents are to be destroyed under one's own responsibility.

Subsequent Submission of Documents

The contracting authority may request applicants or bidders to:

• Submit, complete or correct missing, incomplete or incorrect company-related documents
• Submit or complete missing or incomplete performance-related documents

Excluded: Subsequent submission of performance-related documents that affect the economic evaluation of the tenders based on the award criteria.

Exception: Price information for non-essential individual items (§ 56 para. 2-3 VgV), if:

• Individual prices do not change the total price
• The ranking and competition are not affected

Inadmissibility of Changes

Changes or additions to the tender documents are inadmissible and lead mandatorily to the exclusion of the tender.

General Terms and Conditions (GTC)

The inclusion, presentation or reference to one's own General Terms and Conditions will be considered a modification of the tender documents and will lead to the exclusion of the respective tender.

Exception: The bidder declares separately not to make them the subject of their tender.

Further Notes

• Attached documents/brochures, etc. must not contain any information that contradicts the tender
• Changes made by the bidder to their entries and deletions must be unambiguous

Price Information

The tender price must be stated:

• In Euro
• Fractions in full cents
• With two decimal places
• Gross (including VAT)

Remuneration for the Processing of Tenders

No remuneration and no reimbursement of costs will be granted for the preparation of the tender.

Alternative Tenders

Alternative tenders are not permitted.

Bidding Consortia

Admission and Requirements

Bidding consortia are permitted, provided that their formation by the respective members is lawful in the individual case.

Requirements:

• Bidding consortia are jointly and severally liable for the fulfillment of the contractual obligations
• All members of the bidding consortium must be named in the tenders
• One member must be designated as the authorized representative for:
  • The award procedure
  • The conclusion of the contract
  • The execution of the contract
• Each member must meet all requirements and submit all required documents

Multiple Participation

Bidders who wish to apply both as a single bidder and as a member of a bidding consortium must already with the submission of the tender comprehensibly state and prove:

First: That they have prepared both tenders in ignorance of the essential contents and the calculation bases of the other tender (completely independently of each other).

Second: That the essential contents and calculation bases of their own tender submitted as a single bidder were not known to the other members of the bidding consortium.

In case of missing or insufficient proof:

• Presumption of violation of secret competition
• Exclusion of both tenders (both the single tender and the tender of the bidding consortium)

Subcontractors

a) Involvement of Subcontractors

The involvement of subcontractors is permitted.

Requirements for planned involvement:

• Indication of the type and scope of the services to be performed by subcontractors
• Naming of the intended subcontractors
• Description of the partial services in the form "Subcontractor Directory"

To be named as a subcontractor: Only those who are directly commissioned with the provision of services for the contracting authority.

Not to be listed separately: Subcontractors that the bidder usually needs to carry out their business operations, regardless of their service for the contracting authority.

Approval not required for:

• Non-essential partial services (e.g. postal and shipping services)
• Partial services for which the contractor's business is not equipped (§ 4 No. 4 VOL/B)

b) Proof of the subcontractor's capability

Insofar as the bidder refers to subcontractors to prove their own capability:

In principle:

• Subcontractors must be named already in the subcontractor declaration
• The bidder must prove with the tender that they can actually access the required resources of the subcontractors at the time of contract fulfillment
• This also applies to affiliated companies
• Proof: By submitting a commitment declaration from the subcontractor (§ 47 para. 1, p. 1 VgV)
  • Irrevocable commitment to make the necessary resources available to the bidder
  • If the bidder becomes a contractual partner of the contracting authority
  • Use the enclosed form

Exception: If the bidder cannot yet name subcontractors at the time of the tender deadline and/or cannot yet provide proof of the actual possibility of access:

• It is sufficient to state the intention in the tender
• Naming and proof must be provided in good time before the award of the contract
• The contracting authority will request the bidders being considered for the award of the contract to name and provide proof and will set a deadline

In case of missing or not timely naming/proof:

• Exclusion from the award procedure

Special feature for mandatory subcontractor involvement:

If a bidder can only achieve suitability for the tendered contract by involving a subcontractor, they must already at the time of tender submission:

• Mandatorily name the subcontractor
• Prove their disposal of their resources
• Prove their suitability

Anti-competitive Agreements

Anti-competitive agreements regarding the award are inadmissible and lead to tender exclusion.

To combat the prevention, restriction or distortion of competition, the bidder must provide information on request about:

• Whether and in what way the bidder is economically and legally connected with companies
• This applies in particular to bidding consortia

Opening of Tenders

The opening of the tenders takes place after the end of the tender period in the absence of the public.

Participation of the bidders in the opening of the tenders is not permitted.

Notification of Unsuccessful Tenders and Cancellation

16.1 Bidders will be informed of the non-consideration of their tenders in accordance with § 134 GWB.

16.2 Any cancellation of the award procedure (in whole or in part) will be communicated to the bidders.

Award Criteria / Evaluation

General

17.1 The contract will be awarded to the most economically advantageous tender, i.e., the one with the best price-performance ratio.

Exclusion Criteria

17.2 The contracting authority checks the tenders with regard to the legally provided grounds for exclusion according to:

• §§ 123, 124 GWB
• § 57 VgV

Economic Viability of the Tenders

17.3 Evaluation Methodology

The economic viability of the tenders is determined using the evaluation method presented below:

Award Criterion	Evaluation Basis	Max. Achievable Points
Quality	Form B – Criteria including required concepts	70
Price	Tender price according to price sheet (Annex D)	30
Total		100

The total score is the sum of the points for the price (max. 30 points) and the points for quality/performance (max. 70 points).

Reference is made to the evaluation matrix.

The contract will be awarded to the tender of the bidder with the highest total score.

Competent Review Body

The procedure for reviewing alleged violations of the award procedure is governed by the provisions of §§ 160 ff. GWB.

The review body examines its competence and the admissibility of the review procedure ex officio.

The competent body for the review of this award procedure is:

Bundeskartellamt
Vergabekammer des Bundes
Kaiser-Friedrich-Straße 16
53113 Bonn
Deutschland (DE)

Notification of Awarded Contracts

By submitting their tender, the bidder agrees that:

• The contracting authority will request the relevant information from the Competition Register
• In the event of the award of the contract under the conditions of § 39 VgV:
  • The contracting authority will notify the Office for Publications of the EU of the contract award
  • The requirements of the VergStatVO will be implemented

If reasons are asserted that argue against publication, the contracting authority will decide on this at its due discretion.

End of Applicant Information