:navigation-title: 10-29 Tender Process for amounts over 50,000 EUR
..  include:: /Includes.rst.txt
..  _t3a-board-decision-2025-10-29-tender-process:

==========================================================
Board Decision: Tender Process for amounts over 50,000 EUR
==========================================================

:Proposed at: 29 October 2025
:Decision owner: Business Control Committee
:Decision status: ✅ Accepted, with **7 yes**

Attendance and voting
=====================

====================  ============  ==========
Board Member          Attendance    Vote
====================  ============  ==========
`Olivier Dobberkau`_  Asynchronous  ✅ Yes
`Stefan Busemann`_    Asynchronous  ✅ Yes
`Boris Hinzer`_       Asynchronous  ✅ Yes
`Rachel Foucard`_     Asynchronous  ✅ Yes
`Martin Helmich`_     Asynchronous  ✅ Yes
`Jana Höffner`_       Asynchronous  ✅ Yes
`Thomas Maroschik`_   Asynchronous  ✅ Yes
====================  ============  ==========

.. _Olivier Dobberkau: https://my.typo3.org/u/oli4
.. _Stefan Busemann: https://my.typo3.org/u/stefan.busemann
.. _Martin Helmich: https://my.typo3.org/u/mhelmich
.. _Jana Höffner: https://my.typo3.org/u/janahh
.. _Thomas Maroschik: https://my.typo3.org/u/tmaroschik
.. _Rachel Foucard: https://my.typo3.org/u/rakel
.. _Boris Hinzer: https://my.typo3.org/u/web-vision

Decision description
====================

Facts/Problem
-------------

Some companies and individuals are working on large projects for the TYPO3 Association and TYPO3 GmbH. Currently, projects are awarded to companies without a formal tender process, resulting in an opaque decision-making process.

For better clarity, we use the term 'companies' to refer to both companies and individuals. 

Objective
---------

A formal, documented tender process would provide the necessary documentation for the TYPO3 Association and TYPO3 GmbH governance, serving as the basis for inquiries from members. The tender process would make the Association work more transparent and would also allow more members to take over these tasks. 

Obligations to cooperate
------------------------

The TYPO3 GmbH and the TYPO3 Association should share information about companies that are invoicing a high amount of work. This information should be shared at least by the Board members of the SVB of TYPO3 GmbH.

Note: It's clear that there is no way to verify the combined finances of both bodies, but we trust that the T3A Board and the T3GmbH Board are aware of their finances and will review any case in doubt. 

Financial and human resources impacts
-------------------------------------

The tender process would not cost the Association or the GmbH more money; in fact, it might reduce the costs on tender projects if there is competition. The organisation and documentation of the tender process needs to be done by the Board, which adds additional workload. The number of tender processes should be kept small to minimize the extra workload. 

Resolution/Petitum
------------------

We propose the following tender process:

50.000 Euros per Individual, Company, or group of Companies (Single project or sum of projects exceeds per calendar year) must result in a formal tender process or a documented board (TYPO3 Association) or supervisory board (TYPO3 GmbH) decision to not start a formal tender process (Decision paper process).

The tender process should be as simple as possible:

1. Requirements must be written in a document including:

    1. Needed skills
    2. Acceptance criteria
    3. Timeframe
    4. Budget (optional)
    5. Submission deadline

2. Tender from TYPO3 Association should be published on typo3.org, tender from TYPO3 GmbH should be published on typo3.com or any future official websites, including the deadline for submission (no need to have a public announcement). A link to the tender must be published to members in the Newsletter or a similar way. 

3. After the deadline, submissions must be reviewed by the board. Depending on the required skills to evaluate the participants, such as experts, the decision-making process must be documented.


Discarded alternatives
----------------------

None

Attachments
-----------

None

Comments
--------

None