KI-Assistent für die Wohngeldstelle

The contract timeline is as follows:

• Einführungsphase (Introduction Phase): Begins on January 1, 2027.
• Betriebsbereitschaft (Operational Readiness): Must be established by February 1, 2027, which is also the productive start date.
• Contract Start Date (for SaaS-Leistung): February 1, 2027.
• Minimum Contract Duration (MVD): 12 months, starting from February 1, 2027, and ending on January 31, 2028.
• Extension Options: The client can extend the contract up to three times, each for an additional year. Notification for extension must be given at least one month before the current term expires.
• Latest Contract End Date: January 31, 2031, assuming all extension options are exercised.
• Total Duration: The total duration if all extension options are utilized is 48 months.

The core scope of work for this tender involves the provision and operation of a Software-as-a-Service (SaaS) solution featuring an AI assistant designed to support the processing of housing benefit applications. This AI-based assistance system aims to significantly reduce processing times and ease the workload for case workers by automating the completeness review of housing benefit applications and associated documents. The system will assist with initial and re-approval applications for rent subsidies, rent subsidies for residents in homes, and burden subsidies, handling both digital and scanned paper applications, including handwritten ones, along with related evidence and resubmissions.

The Statement of Work summary includes the following key deliverables and services:

• System Setup and Integration: This encompasses the establishment, basic configuration, and productive deployment of the SaaS solution. It also includes the integration with the existing e-file system d3.one from d.velop and automatic data transfer to the eWog specialist procedure from HZD, ensuring successful transmission and storage of documents and metadata.
• Test System: Provision and configuration of a test system for functional and interface testing before the solution goes live.
• Training: Comprehensive group training for both general users (seven persons) and administrators (two persons) of the client.
• Documentation: Provision of user and administrator documentation in German, including a user manual, along with digital training materials.
• Ongoing Operation (SaaS): Continuous hosting, operation, maintenance, updates, security updates, and support for all users, covering up to 3,000 housing benefit cases annually. This includes the ongoing operation and maintenance of the connections to d3.one and eWog, including troubleshooting and interface maintenance.
• Security and Data Protection: Implementation of multi-factor authentication, traceable logging of security-relevant accesses, and encrypted data transfers (minimum TLS 1.2). The contractor is responsible for hosting, operational monitoring, error correction, security updates, and software maintenance, along with data backups and a documented, regularly tested recovery procedure.
• Data Management at Contract End: Standard data export, data transfer, and a deletion confirmation.
• Optional Services: Additional services such as project management, expert and technical consulting, and further development and customization can be requested on an hourly basis.

It is explicitly stated that the AI solution is solely for supporting case processing, meaning results, hints, and text drafts must be reviewed and corrected by authorized personnel. Legal review, evaluation, and decisions regarding housing benefit applications remain with the client. The contractor is also responsible for maintaining standard functions and professional review rules within the agreed scope.