You are currently tendering the decision for the next ten years of your Geodata Information System (GIS). We ensure that you can truly compare at the end.
We develop your tender documents together with your department — and stay by your side until the contract is awarded. Not a consulting paper, but documents that your purchasing department can work with and your specialist department can sleep soundly with.
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Does this sound familiar?
- Five offers are on the table — and each describes a different scope of services. A price comparison is mathematically possible, but factually worthless.
- The requirements specification was created alongside day-to-day business. Two colleagues from the department wrote it in the evenings because no one else knew the processes.
- After the award, it turns out that data migration was not included. Or the interface. Or the operation.
- A bidder asks for something that is not in the documents — and you have to decide whether you now have to answer everyone.
If this sounds familiar, it's rarely due to procurement law. It's because the tender described a tool and not the process it's supposed to support.
What you gain from it
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Offers that you can easily compare. Each requirement is individually priceable and classified. The bidder tells you line by line what they can do, what they need to develop, and what it costs.
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An award decision that you can justify. The evaluation model is set before the offer opening and calculates automatically. Towards management, auditors, and unsuccessful bidders.
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No nasty surprises after signing. Migration, interfaces, operations, training, SLA, and exit are part of the offer — not part of the first change order negotiation.
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A relieved specialist department. Your people provide expert knowledge, not prose. We handle the writing, structuring, and follow-up.
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Negotiation confidence. Someone who knows why every single requirement is formulated as it is will be at the table during bidder discussions.
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A project ready to start. Acceptance criteria, milestones, and migration steps are tied to the contract, not to goodwill.
We don't tender software. We tender a lifecycle.
Your geodata has a lifecycle — and at each stage, requirements arise that no one else writes down. This is exactly where we come in:
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Field recording — Who records what, with which tools, in what format? Your external surveying offices bring their own software. If you don't tender for this, you'll buy into an interface gap that will later become your problem.
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Acquisition and checking — Acquisition process, plausibility check, order management, maintenance. The transition from the field to the database is where your data quality is created or lost.
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Data management — Target data model, open and OGC-compliant management, audit-proof historization, coordinate and height reference, 3D. This is your insurance against the next system change.
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Integration — Connection to web viewers, information systems, ERP, BIM, and specialized applications. Native database access instead of export-import chains that no one wants to maintain.
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Analysis — Topology, longitudinal sections, point clouds, drone data, AI-supported evaluation. What you don't tender for today, you'll expensively develop later.
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Decision and information — Plans, maps, information, proofs. That for which you operate the system in the first place.
We know this chain not from a collection of methods, but because we operate it ourselves — from MoversSurvey in field data collection to Kermit GeoAI in analysis. That's why we recognize which requirement will truly support you later and which only sounds good.
How we work with you
1 — We listen and map your current processes
We sit down with your department, your IT, your purchasing, and the external service providers who supply data daily. The result is a target state that everyone recognizes — including the things that are explicitly not the goal. Your benefit: You discuss the direction once at the beginning instead of three times during the process.
2 — We check the market before you commit
Obtain solution sketches, have bidders present, test in a Proof of Concept with your real data and processes. Your benefit: You don't tender for anything the market can't deliver — and nothing too narrowly that only one provider can fulfill.
3 — We write the documents, you retain control
Service description (procedures, organization, contract), requirements specification (system functions, data, services, acceptance criteria), and bill of quantities (priceable catalog with classification K.O. / High / Medium / Low). A set that is read as a unit and where every line has an address. Your benefit: Your department provides knowledge, not wording — and still recognizes itself in every chapter.
4 — We build the evaluation model before offers arrive
Weighting of quality and price, multi-stage fulfillment scale, priority weights per requirement class, linear price formula, K.O. criteria as exclusion criteria instead of evaluation criteria. Your benefit: The decision is made according to rules you announced beforehand. This takes pressure off the process and can also withstand review in case of doubt.
5 — We accompany you through the bidding phase and negotiation
We manage inquiries — in writing, identical, and simultaneously to all bidders —, check offers for completeness, numerically evaluate the bill of quantities, and professionally prepare your bidder discussions. We are present during the negotiation rounds. Your benefit: You negotiate not about slides, but about commitments stated in the offer.
6 — We deliver a project that can start
Award recommendation with traceable derivation, handover to the implementation project, linking acceptance criteria, milestones, SLA, and migration iterations to the contract. Your benefit: The day after the award is not a new beginning, but the next step.
What you will have in hand afterwards
- Service description, requirements specification, and bill of quantities as a consistent, cross-reference-proof set
- A calculable price sheet with total cost consideration over the contract term — you see what the system truly costs you, not just the license price
- An evaluation matrix that handles the assessment for you
- A completeness checklist with which you can identify incomplete offers in minutes
- Specifications for migration concept, data profiling, and test migrations — so that migration doesn't become a grab bag
- An acceptance test case catalog per function group: you know beforehand when you can say "accepted"
- Sizing specifications for QA and production environments, with which your IT can plan
- A documented process flow up to the award decision
Who will be in the room with you
We are a small team from Vienna — and that's an advantage here: The person who writes your requirements specification will also be in your bidder discussions. No switch from senior leads in the pitch to junior staff in implementation, no loss of handover between analysis and negotiation.
We don't replace your specialist department — we relieve it. Your people know how things work in your organization; no outsider can bring that. Our job is to put this knowledge into a form that a bidder can reliably price.
And: In procedures that we accompany for you, we do not act as bidders ourselves. You receive an assessment that benefits no one but you.
From an ongoing process
For a gas transmission system operator (critical infrastructure) in Southern Germany, we are currently developing the tender documents for the replacement of the existing network documentation software and are accompanying the process until the award. To give you an idea of the scale:
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294 functional requirements in 26 functional groups — in this case formulated as user stories and individually priceable
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70 non-functional requirements regarding security, availability, performance, and usability
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26 requirements classified as K.O., condensed into 13 formal exclusion criteria — so that unsuitable offers are not even considered for evaluation
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54 items in the completeness check, from the solution sketch to the penetration test proof
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10 work packages from project preparation to data migration to the hypercare phase, individually requested as a fixed price
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Quality and price evaluation — bindingly announced and transparent for bidders and clients.
This was preceded by a PoC phase, in which the solutions of several bidders were tested with real data. What became visible there was fed back into the documents — to where paper alone is not enough.
Regulatory: Your topic, our homework
As an operator of critical infrastructure, you have to prove more than just functionality — and you don't want to realize that only during an audit. We embed the relevant requirements as verifiable proofs in the process instead of as declarations of intent in the cover letter: NIS2 including supply chain, EnWG reporting obligations, KRITIS-compliant on-premise operation, GDPR and technical-organizational measures according to Art. 32, ISO/IEC 27001, Software Bill of Materials according to BSI TR-03183-2, vulnerability management, source code escrow, EU AI Act compliance and the integration with EVB-IT contracts.
You don't need the entire process
Many things can be booked individually — depending on where you stand: a second opinion on documents that are already available. A requirements specification for an already formulated service description. The setup of the evaluation model. The moderation of your bidder discussions. Or the technical evaluation of offers that have already been received. Tell us where you stand — we will honestly tell you if and where we can help.
Frequently Asked Questions
Are you a public procurement law consultant?
No, and we'd rather tell you that upfront. We are responsible for the technical-specialist part: requirements, requirements specification, bill of quantities, evaluation model, and the content-related leadership of bidder discussions. We coordinate the procurement law review with your legal department or procurement office — in practice, this runs smoothly because both sides answer different questions.
We have already tendered and received no comparable offers. Is it too late?
Mostly not. A priceable, classified requirements catalog and a clean evaluation model often save an ongoing process instead of having to restart it. We will look at your situation and tell you openly what is still possible.
Can you implement the system yourself afterwards?
Not in the process we accompany for you — our neutrality is part of what you commission us for. After the award, we will gladly continue to support you, but on your side: with data migration, data model, acceptance, and quality assurance.
How much time do we need to invest ourselves?
Less than you fear — but not zero. We need your department for workshops and reviews; we cannot replace the knowledge of your processes. We handle the writing, structuring, follow-up, and calculations.
How long does such a process take?
That depends on your preparatory work, your data situation, and whether a Proof of Concept is planned. For analysis and document creation, realistically plan several months, and for the offer and negotiation phase, additional time. In the initial consultation, we will estimate this together before you commit.
Do you also work outside the energy sector?
Yes. The approach is applicable wherever geodata passes through many hands: water and district heating networks, transport infrastructure, municipalities, and state administrations.
Let's talk about your project
Whether you are at the very beginning, in the middle of the process, or want to have a finished requirements specification reviewed: Tell us about your initial situation. In the initial consultation, we will tell you what we can contribute — and where you don't need us.
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