Security services Jobcenter Mannheim

✓If these minimum requirements are not met, the tenderer is deemed not to be suitable and his offer is excluded in accordance with § 57(1) VgV.

✓As proof of quality management, certification according to DIN EN ISO 9001 or equivalent proof is required; pursuant to Paragraph 49(1) of the VgV, equivalent certificates issued by accredited bodies from other States and other documents may also be recognised if certificates could not be submitted in good time for reasons beyond their control.

✓In addition, there is a declaration of compliance with collective agreements and minimum wage obligations under the Baden-Württemberg State Law on Tariff Compliance and Minimum Wage (LTMG), which also applies to subcontractors and rental companies and provides for contractual penalties, exclusion from the procedure and possible suspensions of up to three years in the event of infringements.

✓With regard to the scope of services and the duration of the contract, the Special Terms and Conditions stipulate that the subject matter of the contract is the provision of security services in the objects of the Jobcenter Mannheim at Ifflandstraße 2‐6/Hebelstraße 1 and at Maybachstraße 10‐12/Pettenkoferstraße, 68161/68169 Mannheim; These are considered to be areas of domestic law with public transport.

✓In addition, there are needs-based security services for appointments at the social court, in social rooms, during home visits of employees as well as special orders for a total of 13 other properties in the city area of Mannheim.

✓The calculated operating times and hourly costs in the price sheet are defined as estimates from the past; Deviations do not change the agreed hourly rates (with § 313 BGB reserved).

✓The contract period begins on 01.01.2027 and ends on 31.12.2028 with four renewal options of one year each, which the client can exercise up to three months before the end of the respective contract period.

✓The client is entitled to terminate the contract once by 31.12.2027 with a three-month period; in addition, there are only extraordinary termination rights for good cause.

✓Property plans are not made available for confidentiality and data protection reasons; however, the buildings are freely accessible during opening hours, so that a visit is de facto possible without an explicit joint visit to the site being regulated.

✓The award criteria are described in detail in a separate document.

✓The most economical tender per lot is 30 % of the tender price (A) and 70 % of the contract-related quality and safety management (B).

⚠The price is based on the total bid amount of the price sheet for one year, including an estimated input cost, and is extrapolated to a valuation price at a VAT rate of 19%; the most advantageous tender will be awarded 10 points, linearly graded according to a given formula, resulting in a weighting of up to 300 points at 30 %.

✓Quality and safety management comprises three sub-criteria: (1) Qualification and experience of the intended core team including managers (30%), (2) accessibility, response times and staff reserves (20%), and (3) quality assurance concept (20%).

✓For each sub-criterion, 0-10 points are foreseen, with plus/minus point fine grades (‘very good’, ‘good’, ‘satisfactory’, etc. representations); Multiplied by the weights, the total score is up to 700 points.

✓The information provided by the tenderer, including the personnel-related presentations and supporting documents (qualifications, experience, QM concept), will be binding and will become part of the contract; According to § 56(3) VgV, missing information on the quality criteria may not be required and may lead to the exclusion of offers if a complete presentation is missing. workshops for disabled people receive a bonus of 15 % for the calculation of the valuation sum, whereby, with the same economic efficiency, the supplement goes to the workshop; the capacity as a workshop for handicapped persons must be demonstrated with the offer.

✓The special risks and contractual conditions focus on staff retention, subcontracting rules, contractual penalties, liability and insurance.

✓For example, the contractor must designate a core team and managers in the tender; The order fulfillment is mandatory by this core team, personnel assignments outside the core staff require the prior consent of the job center.

✓If a member fails for more than three months, an equivalent replacement in terms of qualifications and experience shall be designated; the contractor is obliged to use only reliable, sufficiently qualified personnel and to comply with all requirements of the specifications and legal provisions.

✓The use of subcontractors is only permitted with the prior written consent of the client; If the subcontractor with specific performance shares is duly named in the tender and his proof of suitability is provided, the consent pursuant to § 4.2 BVB shall be deemed to have been granted upon the award of the contract, whereby § 4.1 (parent team) shall remain unaffected.

✓In the case of a qualifying loan, a letter of commitment (form 236) must be submitted in which the other company commits itself to making its capacities available and to joint liability.

✓Other specific conditions concern sanctions, insurance and formal aspects.

✓A penalty of EUR 500 per incident is foreseen if a security officer does not appear unexcused, is more than 30 minutes late or appears in a state that prevents the start of work (e.g. alcohol/drugs); We reserve the right to further claims for damages.

✓Documents and declarations of commitment to comply with collective agreements and minimum wages in accordance with the LTMG additionally provide for contractual penalties of up to 1% of the contract value per infringement (max. 5% in the case of multiple infringements) as well as exclusion from the procurement procedure and possible blocking of up to three years; In the event of culpable violations, the client is entitled to terminate the contract without notice for good cause.

✓The Contractor shall be liable for any damage culpably caused to the Jobcenter or third parties and shall provide evidence of a business liability insurance with minimum coverage amounts of EUR 1.5 million for personal injury, EUR 1.0 million for property damage and EUR 250,000 for pure pecuniary damage per insured event (maximised twice).

✓Invoices must be submitted monthly, in paper form and with digital time recording as proof; Payment term is 30 days.

✓Place of performance and place of jurisdiction is Mannheim, German law applies; in the case of foreign contractors, an authorised representative in Germany must be appointed.

✓With regard to possible contradictions or corrections, the Special Terms and Conditions regulate a ranking of the contractual bases (letter of order, BVB + specifications, procurement documents, tender, additional contractual conditions, VOL/B, BGB) and distinguish ‘false’ contradictions (further development/change of services in later documents) from ‘real’ contradictions, which must be eliminated by interpretation.

✓A specific documented contradiction concerns the initial general statement in Form 124 LD that references are to be submitted only on shortlisting; this is corrected by the specific self-declaration ‘references’ and the notice of amendment: in this procedure, references must be provided with the tender and the minimum requirements laid down therein apply.

✓Similarly, the initial lack of submission for self-declaration of Russia sanctions was clarified by subsequent delivery on the procurement platform and corresponding answers to bidder questions.

Answers on the required criteria

Must securities be provided (bid bond, performance or warranty guarantee)? If so: which, in what amount and by when?

❓The documentation does not require any specific financial securities such as bid bonds, performance guarantees or warranty bonds.

✓Instead, it imposes other risk‑mitigating obligations, such as: a mandatory Betriebshaftpflichtversicherung (commercial liability insurance) of at least 1.5 M EUR for personal injury, 1.0 M EUR for property damage and 250,000 EUR for pure financial losses per claim, twice maximized (§ 11 Besondere Vertragsbedingungen); contractual penalties of 500 EUR per incident for non‑appearance or unfit appearance of guards (§ 6 BVB); and contractually agreed sanctions under the LTMG tariff‑compliance declaration (up to 1 % of contract value per violation, max. 5 % for multiple violations, plus possible exclusion from future tenders).

❓No separate security instrument (guarantee, bond) and no specific provision date are mentioned.

Is subcontracting allowed? If so: with which limits and which disclosure duties?

✓Subcontracting (Unteraufträge) is allowed but strictly regulated.

✓The special conditions state that any use of Subunternehmer is “generell nur nach vorheriger schriftlicher Zustimmung des Jobcenters zulässig” (§ 4.2 BVB), with no entitlement to approval.

✓If the subcontractor and its concrete scope of services are properly named in the offer and its required suitability proofs are provided, approval under § 4.2 is deemed granted with the award (answer to bidder question 12 b)), while § 4.1 (execution via the named Stammteam) remains unaffected.

✓Under the general Bewerbungsbedingungen (VHB form 632EU, Nr. 6), whenever the bidder uses other companies’ capacities (subcontracting or Eignungsleihe), their services/ capacities must be described in the offer, their names, legal representatives and contact details indicated, and – on special request – form 236 “Verpflichtungserklärung anderer Unternehmen” and related proofs submitted; in case of Eignungsleihe these companies must jointly and severally share liability.

✓Members of the Stammteam may be employees of a subcontractor, but this must be made explicit in the offer and can affect evaluation under the quality criteria (answer to Q12 a)).

Is there a site visit, and is attendance mandatory? If so: when?

❓There is no formal, organized site visit scheduled and no mandatory attendance requirement.

✓One bidder asked for object plans; the authority refused for confidentiality and data‑protection reasons but pointed out that the buildings are publicly accessible and “zu den allgemeinen Öffnungszeiten in Augenschein genommen werden können.” Thus, bidders may inspect the sites informally during normal opening hours, but this is voluntary and not part of the procedure as a compulsory site meeting.

In which language must the tender and the supporting documents be submitted, and are documents in other languages accepted?

✓The tender must be submitted in German.

✓The Bewerbungsbedingungen explicitly state: “Das Angebot ist in deutscher Sprache abzufassen” (632EU, Nr. 3).

✓All prescribed standard forms (e.g. 633 Angebotsschreiben, 124 LD Eigenerklärung zur Eignung, 127 Russland‑Erklärung, LTMG‑Verpflichtungserklärung) are German.

✓Certificates not in German must be accompanied by a translation into German (“Bescheinigungen, die nicht in deutscher Sprache abgefasst sind, ist eine Übersetzung in die deutsche Sprache beizufügen”).

How long is the bidder bound by the tender (validity period), and is there a deadline for bidder questions? If so: until when?

❓The period for which bidders are bound by their offers (Bindefrist) is referenced but not dated in the extracted text.

✓As for a deadline for bidder questions, the general conditions require bidders to point out unclear or erroneous documents “unverzüglich … vor Angebotsabgabe” (632EU Nr. 1).

❓The answers provided are dated 22.10.2026, but no explicit cut‑off date for questions is stated in the text you supplied; any such deadline would have to be checked in the Verfahrensbrief or the e‑procurement platform notice.

Further details

✓The input text contains the German public tender documentation for security and guarding services at the Jobcenter Mannheim (Germany), conducted as an EU open procedure under the Vergabeverordnung (VgV).

✓It includes standard federal forms (VHB Bund), special contract conditions, the detailed service description and answers to bidder questions.

✓The point of view is that of a German contracting authority applying German federal procurement law, Baden‑Württemberg’s Landestariftreue‑ und Mindestlohngesetz (LTMG) and relevant EU rules (e.g. Russia sanctions).