Purchase Order Librarian in Germany Berlin –Free Word Template Download with AI
Issuing Authority (Buyer)
Organization: Berliner Stadtbibliothek & Kulturzentrum GmbH
Address: Unter den Linden 42, 10117 Berlin, Germany
Contact: [email protected]
Phone: +49 30 555 0182
USt-IdNr. (VAT): DE 312 456 789
Supplier / Vendor
Organization: BibliotheksPersonal Solutions AG
Address: Friedrichstraße 188, 10117 Berlin, Germany
Contact: [email protected]
Phone: +49 30 771 4456
USt-IdNr. (VAT): DE 298 741 035
Order Details
| Purchase Order Date: | 15 June 2025 | Required Delivery / Start Date: | 01 September 2025 |
| Payment Terms: | Net 30 days from invoice date | Currency: | Euro (EUR) |
| Delivery Location: | Berliner Stadtbibliothek, Hauptgebäude, Berlin, Germany | Incoterms: | DAP (Delivered at Place) – Berlin |
| Valid Until: | 31 July 2025 | Reference / Project: | Librarian Recruitment & Placement – FY 2025/26 |
Scope of Procurement – Librarian Services in Berlin, Germany
This Purchase Order is issued by the Berliner Stadtbibliothek & Kulturzentrum GmbH for the procurement of qualified Librarian professional services to be rendered at our primary facility located in Berlin, Germany. The contracted Librarian shall be responsible for the curation, cataloguing, digitisation, and public-facing management of the library's collection of over 1.2 million volumes, including rare manuscripts, periodicals, and digital archives. The Librarian shall operate in full compliance with the German Library Act (Bibliotheksgesetz), the Berlin State Library Regulations (Berliner Bibliotheksgesetz), and all applicable data protection standards under the GDPR (DSGVO) as enforced within Germany.
The services encompass the daily operational management of the reading rooms, the coordination of inter-library loan agreements with other institutions across Berlin and the broader German federal states, the supervision of volunteer and part-time staff, and the development of community outreach programmes tailored to the diverse population of Berlin. The Librarian shall also be responsible for maintaining the integrated library management system (ILS) and ensuring that all acquisitions are processed in accordance with the institution's annual budget approved by the Berlin Senate Department for Culture and Europe.
Itemised Order – Librarian Position & Associated Services
| Line | Description of Goods / Services | Qty | Unit | Unit Price (EUR) | Amount (EUR) |
|---|---|---|---|---|---|
| 1 | Senior Librarian – Full-time professional placement (12-month contract, 38.5 hrs/week) including onboarding, orientation to Berlin library network, and compliance training under German labour law (Arbeitsrecht) | 1 | Position | 54,600.00 | 54,600.00 |
| 2 | Librarian Professional Development & Certification – Annual membership to the German Library Association (Deutscher Bibliotheksverband, DBV) and attendance at the annual DBV conference in Berlin | 1 | Year | 1,250.00 | 1,250.00 |
| 3 | Specialised Librarian Training – Digitisation of rare manuscripts, metadata standards (MARC21, RDA), and German archival classification (Deutsche Decimal-Klassifikation) | 40 | Hours | 95.00 | 3,800.00 |
| 4 | Librarian Workstation & Equipment – Ergonomic desk, dual-monitor setup, barcode scanner, and dedicated ILS terminal for the Librarian's office in the Berlin main branch | 1 | Set | 3,420.00 | 3,420.00 |
| 5 | Annual Librarian Insurance & Liability Coverage – Professional indemnity and public liability insurance compliant with German statutory requirements (Berufshaftpflichtversicherung) | 1 | Year | 2,180.00 | 2,180.00 |
| 6 | Community Outreach Programme Development – Librarian-led design and execution of 12 monthly reading events, author talks, and school partnerships across Berlin districts (Bezirke) | 12 | Events | 850.00 | 10,200.00 |
| 7 | Inter-Library Loan Coordination – Librarian management of borrowing and lending agreements with the Deutsche Nationalbibliothek (Leipzig/Frankfurt) and 14 partner libraries in the Berlin metropolitan area | 1 | Year | 4,750.00 | 4,750.00 |
| Subtotal (excl. VAT): | 80,200.00 | ||||
| VAT (19% – German Standard Rate): | 15,238.00 | ||||
| TOTAL AMOUNT DUE (EUR): | 95,438.00 | ||||
Terms and Conditions
1. Governing Law: This Purchase Order and all associated services shall be governed by and construed in accordance with the laws of the Federal Republic of Germany, with particular reference to the German Civil Code (Bürgerliches Gesetzbuch, BGB) and the Berlin State Administrative Regulations. Any disputes arising from this Purchase Order shall be subject to the exclusive jurisdiction of the competent courts in Berlin, Germany.
2. Librarian Qualifications: The Librarian placed under this Purchase Order must hold a minimum of a Master's degree in Library and Information Science (M.A. Bibliothekswissenschaft) or an equivalent qualification recognised by the German academic authorities. The Librarian must demonstrate fluency in German (C1 level or above) and working proficiency in English. Prior experience in a public or academic library setting within Germany is strongly preferred.
3. Compliance with German Labour Regulations: The supplier shall ensure that the Librarian is employed in full compliance with the German Working Hours Act (Arbeitszeitgesetz), the Part-Time and Fixed-Term Employment Act (Teilzeit- und Befristungsgesetz), and all applicable collective bargaining agreements (Tarifverträge) for the public sector in Berlin (TVöD). The Librarian shall be entitled to a minimum of 30 days of annual leave per calendar year as stipulated under German law.
4. Data Protection (DSGVO / GDPR): The Librarian shall handle all patron data, circulation records, and digital archive materials in strict accordance with the General Data Protection Regulation (GDPR) as implemented in Germany through the Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG). The Librarian shall sign a data processing agreement (Auftragsverarbeitungsvertrag) prior to commencing duties at the Berlin facility.
5. Payment: Payment of the total amount of EUR 95,438.00 shall be made via bank transfer (SEPA) to the supplier's designated account within 30 calendar days of receipt of a valid invoice. Late payments shall incur interest at the statutory rate under Section 288 of the German Civil Code (BGB).
6. Cancellation & Termination: Either party may terminate this Purchase Order with a written notice period of 6 weeks during the first 3 months of the Librarian's engagement, or 3 months thereafter, in accordance with German termination law. Early termination by the Buyer without cause shall result in a pro-rata payment for services rendered up to the termination date.
7. Delivery & Performance Location: All services under this Purchase Order shall be performed at the Berliner Stadtbibliothek main branch, Unter den Linden 42, 10117 Berlin, Germany, or at such other locations within the Berlin metropolitan area as mutually agreed in writing.
8. Force Majeure: Neither party shall be liable for failure to perform obligations under this Purchase Order due to events beyond reasonable control, including but not limited to natural disasters, government-mandated closures of public institutions in Berlin, or pandemics, provided that the affected party notifies the other within 5 business days.
Authorisation & Signatures
This Purchase Order is issued and authorised by the undersigned on behalf of the Berliner Stadtbibliothek & Kulturzentrum GmbH. The supplier acknowledges receipt and acceptance of all terms, conditions, and specifications outlined in this document for the provision of Librarian services in Berlin, Germany.
For the Buyer (Issuing Authority)Dr. Katharina Vogel
Director of Procurement & Administration
Berliner Stadtbibliothek & Kulturzentrum GmbH
Berlin, Germany
Date: _______________ For the Supplier / Vendor
Markus Steinbach
Head of Contracts & Client Relations
BibliotheksPersonal Solutions AG
Berlin, Germany
Date: _______________ ⬇️ Download as DOCX Edit online as DOCX
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