VgV Procurement Note

Overview

The VgV Procurement Note skill supports the creation and validation of the Vergabevermerk (Procurement Note) — the mandatory documentation of a public procurement procedure under German procurement law (VgV § 8 / UVgO § 6 / GWB Part 4). It covers the full document lifecycle: structuring the procurement note with all mandatory sections, documenting the eligibility assessment and bid evaluation, formulating a qualitative award justification that withstands Nachprüfungsverfahren (review procedures before Vergabekammern), and validating completeness against the XVergabe electronic standard. The skill provides two validation tools, a Vergabevermerk template, a completeness checklist, and reference documents covering VgV, GWB, and XVergabe requirements.

Getting Started

Upload your procurement documents — tender specifications, received bids, evaluation criteria, and eligibility assessments — to the project workspace and activate the VgV Procurement Note skill. The agent will guide you through the process: determine the threshold range (VgV or UVgO) and procedure type, populate the Vergabevermerk template with your data, structure the bid evaluation with qualitative justifications, and run automated validations. The result is a complete Vergabevermerk draft with validation reports and actionable findings.

Example Conversation

Below is an example of a typical session creating a Vergabevermerk for an open procedure (Offenes Verfahren) above EU thresholds.

You: We need to document the award decision for our IT infrastructure procurement — an open procedure under VgV for server and network equipment. Contract value is approximately 450,000 EUR net. We received 5 bids. Evaluation criteria are price (60%) and technical concept (40%). The eligibility check and formal review are done. Bids and evaluation scores are in bids/evaluation_matrix.xlsx and the tender documents are in tender/.

Agent: I’ll prepare the Vergabevermerk for your open IT procurement procedure. Since the estimated value (450,000 EUR) exceeds the EU threshold for supply contracts (221,000 EUR), VgV applies with full documentation requirements under § 8 Abs. 2.

Let me load the template and your evaluation data…

I’ve created the Vergabevermerk draft at vergabevermerk.md with:

• All identification fields (Vergabenummer, CPV, NUTS, contract value)
• Auftraggeber details from your tender documents
• Procedure description (Offenes Verfahren, VgV § 15)
• Eligibility assessment results for all 5 bidders
• Formal review with status per bid

Now I need to structure the award evaluation. I see two criteria — price (60%) and technical concept (40%) — with the scores from your matrix. I’ll formulate the qualitative justification for each bidder on each criterion.

For the technical concept evaluation, could you describe what aspects you assessed? For example: solution architecture, migration plan, SLA commitments, vendor support model?

You: The technical concept was scored on three sub-criteria: solution architecture (15%), migration plan (15%), and SLA/support model (10%). Bidder 3 (ServerTech GmbH) scored highest overall because their migration plan included a detailed rollback strategy and their SLA offered 99.95% availability. Bidder 1 was close on price but weaker on migration planning.

Agent: I’ve completed the evaluation section with individual justifications for all 5 bidders across all criteria. Let me now validate the award justification…

award_logic_justifier completed:

• Evaluation sections: All 6 mandatory sections present — criteria definition, scoring scale, bidder comparison, qualitative justification, price-performance ratio, award decision
• Justification quality: No reasoning defects detected per VK case law
• 0 ERRORS, 0 WARNINGS

Running the XVergabe completeness check…

e_awarding_completeness completed:

• Mandatory fields: 25/25 (100%) present
• Placeholders: 2 remaining — [Bekanntmachungs-ID] and [Datum der Bieterinformation]
• RESULT: All mandatory fields present. Fill the 2 remaining placeholders before finalization.

The Vergabevermerk is structurally complete. Once you add the TED notice ID and set the bidder information date (§ 134 GWB), it’s ready for internal review.

Document Excerpt

Below is a representative excerpt from a Vergabevermerk prepared with the skill, showing the award evaluation section.

Vergabevermerk — IT-Infrastruktur Beschaffung (Auszug)

Vergabenummer: VgV-2025-IT-0042 Auftragsart: Lieferleistung Verfahrensart: Offenes Verfahren (VgV § 15)

5. Angebotswertung

5.1 Zuschlagskriterien und Gewichtung

Bewertungsskala: 0–10 Punkte (0 = unbrauchbar, 3 = ausreichend, 5 = befriedigend, 7 = gut, 10 = hervorragend)

5.2 Bewertungsmatrix

5.3 Qualitative Begruendung — Bieter 3 (ServerTech GmbH)

• Loesungsarchitektur (8.0 Punkte): Das Konzept sieht eine redundante Cluster-Architektur mit automatischem Failover vor. Die vorgeschlagene Hardwarekonfiguration uebertrifft die Mindestanforderungen bei CPU-Leistung und Speicherkapazitaet. Die Netzwerktopologie ist klar dokumentiert und beruecksichtigt die bestehende Infrastruktur. Abzug gegenueber der Hoechstpunktzahl, da die Skalierungsstrategie fuer die naechsten 5 Jahre nur skizziert, nicht detailliert ausgearbeitet ist.

• Migrationskonzept (9.0 Punkte): Das Migrationskonzept ueberzeugt durch einen detaillierten Phasenplan mit definierten Meilensteinen und einer ausfuehrlichen Rollback-Strategie fuer jede Migrationsphase. Der Ansatz minimiert Ausfallzeiten durch parallelen Betrieb waehrend der Uebergangsphase. Risikobewertung und Eskalationsprozeduren sind konkret beschrieben. Dies ist die umfassendste Migrationsplanung unter allen eingegangenen Angeboten.

• SLA / Support (8.5 Punkte): Garantierte Verfuegbarkeit von 99,95 % mit definierten Reaktions- und Wiederherstellungszeiten (Reaktion: 30 Min., Wiederherstellung: 4 Std. bei Prioritaet 1). 24/7-Support mit deutschsprachigem Ansprechpartner. Proaktives Monitoring mit monatlichem Reporting. Die SLA-Konditionen liegen deutlich ueber dem Mindestanforderungsniveau und ueber den Angeboten der Mitbewerber.

This excerpt is illustrative. Final content must reflect the specific procurement procedure’s data and current VgV/GWB requirements.

Validations by Extension Tools

The skill includes two extension tools that automatically validate the award justification quality and XVergabe field completeness of Vergabevermerk documents.

award_logic_justifier

Analyzes the bid evaluation section of a Vergabevermerk (Markdown) and checks whether the qualitative award justification would withstand review by a Vergabekammer. Detects missing evaluation sections and common reasoning defects flagged in VK case law.

award_logic_justifier path="vergabevermerk.md"

e_awarding_completeness

Validates a Vergabevermerk draft against all mandatory fields of the XVergabe electronic procurement standard. Checks 25+ fields across 6 sections and detects unfilled placeholders and TODO markers.

e_awarding_completeness path="vergabevermerk.md"

Interpreting Results

• VOLLSTAENDIG / COMPLETE — All mandatory fields present, no structural errors. Ready for final review.
• UNVOLLSTAENDIG / INCOMPLETE — Missing mandatory fields detected. Address all errors and re-validate.
• Placeholder counts are reported separately — all must be filled before the Vergabevermerk is finalized.

These tools serve as structural quality assurance — they do not replace legal review. Final VgV/GWB compliance must be confirmed by the procurement office and, where applicable, legal counsel.