Provision of company bike leasing services (partial amortization leasing)

Starting situation: The Central Institute of Mental Health in Mannheim wants to give its employees an incentive to make their mobility behavior more climate-friendly. Regular cycling contributes significantly to this, and it also promotes physical fitness. As an employer, we are fundamentally interested in healthy and capable employees. Therefore, the Central Institute of Mental Health has decided to provide its employees with bicycles and pedelecs as part of the bicycle leasing model. Service providers now support the management of company bike leasing and provide the necessary infrastructure. The Central Institute of Mental Health therefore intends to offer company bike leasing to permanent employees through salary conversion. This is based on the collective agreement (§19b TV-L) for salary conversion for the purpose of leasing bicycles for employees in the public sector. To ensure a uniform offering of company bikes, a single provider (leasing provider and service provider with specialist dealers and insurance provider) is to be found. The employees will not be the lessees, but the Central Institute of Mental Health as the contracting authority, which makes the company bike available to the employees. The subject of the tender is therefore a framework agreement for the provision of bicycles through leasing (partial amortization leasing) for the purpose of making them available to employees for official and private use, including insurance, training, and service (in particular, processing of order, return, and damage settlement processes, maintenance and repair, incident management, and provision of an online portal). The model is mandatorily based on the collective bargaining regulations of the public sector, especially on the provisions of §19b TV-L (salary conversion for the purpose of bicycle leasing). The goal is the implementation of a legally compliant, economically viable, digital, and, for the contracting authority, as cost-neutral as possible system for providing bicycles and pedelecs to employees. Currently, approximately 1000 employees of the contracting authority are eligible. The framework agreement is to be concluded initially for a period of 3 years with an option to extend for another year. The contracting authority will inform the contractor in writing at least three months before the expiry of the contract term whether the extension option will be used or not. Otherwise, the framework agreement will automatically end after the agreed term of 36 months. The contracting authority will conclude an individual leasing contract with the leasing provider for each ordered bicycle. Correspondingly, the contracting authority will conclude a usage agreement with the respective employee, which regulates the rights and obligations regarding the bicycle and, in particular, the salary conversion. We refer further to the complete service description, which is available as a file in the tender documents.