Whiteboard Procurement for Public Institutions: DVC or Direct Purchase?
Digital collaboration has long been common practice in many municipalities – whether within project groups, during participation processes, or in inter-departmental exchanges. Digital Whiteboards offer exciting new possibilities in this regard. But how can such tools be procured in a legally compliant, efficient, and practical manner?
There are two primary avenues: acquiring them through the German Administrative Cloud (DVC) or directly from the provider. This article will explore both options, highlighting their respective advantages and disadvantages, and providing concrete guidance for municipal decision-makers like you on the best path forward.
Legal Certainty vs Customisation: Which Procurement Method Suits Your Municipality Best?
When municipalities aim to implement digital tools, such as a whiteboard solution, they essentially have two choices:
⇒ Through the Cloud Service Portal (CSP) of the German Administrative Cloud, such a tool can be procured simply, in a standardised fashion, and with legal certainty – as part of a Software-as-a-Service model (SaaS). Solutions offered here are typically pre-vetted for data protection compliance and secured by central framework agreements.
⇒ Alternatively, it’s possible to procure the tool directly from the provider, perhaps through a tender, direct award, or existing purchasing channels. While this option often provides greater flexibility and choice, it necessitates a thorough review by the municipality itself, particularly concerning data protection, contract drafting, and public procurement law.
Real-World Scenario: A Municipality’s Tool Selection Dilemma
Officials in public institutions bear a significant responsibility for safeguarding sensitive information. Take Markus B., for instance. He’s the IT head of a mid-sized municipality in North Rhine-Westphalia. Together with the central administration, he’s planning a new digital participation format that needs to be visual, collaborative, and intuitive. This requires finding a suitable whiteboard solution. However, during the selection process, it quickly becomes clear that the tool must be GDPR-compliant, readily available, and procurable with legal certainty. For Markus B. and his team, this is a challenging task – because beyond mere functionality, the legally sound integration into existing IT structures is paramount.
The question of the right procurement method arises early: Is it better to go through the German Administrative Cloud (DVC)? Or directly with the provider?
Procurement via the German Administrative Cloud (DVC)
Since March 2025, the German Administrative Cloud (DVC) has provided authorities at all federal levels with standardised access to vetted cloud services. By procuring through the DVC, municipalities benefit from pre-approved data protection standards and clear hosting guidelines. Providers within the DVC adhere to stringent GDPR requirements, prioritise hosting within Germany or the EU, and align with standards like IT-Grundschutz or BSI-C5.
For public contracting authorities, this translates to reduced internal review efforts, simplified tendering processes, a high degree of legal certainty, and increased confidence in the data-sovereign use of digital solutions.
Advantages:
Vetted solutions become available within a few days. The straightforward and legally secure procurement via EVB-IT-Umklappvertrag significantly eases the administrative burden. All solutions meet the minimum official requirements, ensuring maximum security, sovereign operation, and full GDPR compliance. For numerous non-municipal authorities, DVC procurement offers a quick and reliable route to official use, even if it entails some limitations on individual customisation.
Challenges:
As the DVC is still in its developmental phase, many processes are yet to be fully defined. Further limitations include a restricted selection of available tools and less flexibility. For example, operating models like on-premises or dedicated instances are not options, as only cloud-based solutions are offered. Moreover, individual contractual agreements, such as specific Service Level Agreements, are not possible, as the DVC’s general terms and conditions apply by default.
Direct Procurement from Software Providers
Depending on specific needs, traditional tendering can also be a viable option, for instance, when dealing with a high license volume or when individual price negotiations or specific contractual terms are desired. Direct engagement with the provider allows municipalities to directly address their precise requirements stemming from administrative practice.
Advantages:
A broad market offers a needs-based selection of tools. Direct engagement with providers enables tailored adjustments. The ability to choose the most suitable operating model and customise contractual terms also makes direct procurement from the provider an attractive option for many municipalities.
Challenges:
The legal assessment (e.g., concerning awarding or hosting) rests solely with the municipality. This requires coordination with IT, data protection, and specialised departments. Furthermore, technical standards are often less established compared to the DVC.
Procurement Methods at a Glance: DVC vs Direct Purchase</H3>
Criteria | Procurement via the German Administrative Cloud (DVC) | Direct Procurement from the Provider |
| Procurement Process | Standardised, legally secure via central framework agreements | Flexible, but with greater effort for tendering in the procurement process |
| Data Protection and Hosting | GDPR-compliant, vetted providers, hosting in Germany/EU | Data protection review is the municipality’s responsibility; individual checks for hosting and operating model are required |
| Tool Scope | Defined by the respective IT service provider | Directly negotiable with the provider, customisable |
| Support and Maintenance | Regulated by DVC partners, partly standardised | Directly negotiable with the provider, customisable |
| System Integration | Integrated into federal structures | Flexible, but requires adaptation effort |
| Legal Certainty | High legal certainty through central contracts and provider vetting | Municipality is solely responsible for awarding, contract design, and compliance |
| Budgeting and Cost Control | Framework agreements govern budgeting and conditions | Individually negotiable, potentially higher planning complexity |
Key Decision Questions for Municipalities
To identify the most suitable procurement method, municipalities must consider not only legal certainty but also the practical aspects of their daily administrative operations.
- What is our specific use case?
- How quickly do we need the solution?
- Are there federal guidelines for our IT procurement?
- How robust are our internal resources for data protection and procurement review?
- How crucial are flexibility and integration into federal systems?
In essence: The ‘right’ solution hinges on the specific needs, resources, and processes of each municipality. There’s no one-size-fits-all answer, but there is clear guidance.
Two Paths, One Goal: Efficiently Procuring Digital Collaboration Tools
Municipal collaboration demands the right digital tools and an effective procurement strategy. Both methods – the DVC and direct procurement – are legally recognised and have proven their worth in municipal practice. The choice isn’t about favoring one over the other, but rather selecting themost appropriate solution for the specific application.
Each procurement approach comes with its own set of conditions, responsibilities, and potential benefits. While the DVC primarily offers standardisation, legal certainty, and administrative relief, direct procurement provides greater flexibility in selection and customisation.
A Provider for Both Procurement Methods: Conceptboard
Some providers offer their product solutions through both the German Administrative Cloud and direct procurement. Conceptboard is one such provider, effectively combining the best of both worlds.
- The digital whiteboard solution is GDPR-compliant and hosted in Germany.
- As of recently, the collaboration board can be procured via the DVC.
- Alternatively, the establisheddirect procurement option remains available.
Thus, Conceptboard merges procurement security with flexibility, offering municipalities a solution-oriented answer to their whiteboard needs. It’s, in a sense, the ‘third way.’
Context: What Municipalities Should Expect from a Provider
The selection of a suitable digital tool extends far beyond a purely technical comparison. Especially within the municipal environment, practical relevance, an understanding of internal administrative processes, and a high degree of legal reliability are paramount. Providers who recognise and address these requirements deliver genuine added value to municipalities.
Conceptboard, for example, has been actively used in the public sector for years – in small municipalities as well as in state administrations across Germany. The company understands the intricacies of municipal decision-making processes, recognises the importance of data protection and public procurement law, and consistently develops solutions from the perspective of administrative users.
Next Steps: Make an Informed Decision Now!
Whether for hybrid project work, digital participation, or internal administrative workshops: Digital whiteboards are a vital component of modern administrative operations. Approaching the tool selection strategically lays the groundwork for successful collaboration.
Would you like to learn how Conceptboard can support your municipality in digital collaboration – either flexibly through direct procurement or in a standardised manner via the DVC?
Discover your options with Conceptboard here!
