KI-Assistent für die Wohngeldstelle

The contract timeline includes the following:

• Initial Phase (Einführungsphase): This phase commences on January 1, 2027.
• Operational Readiness (Betriebsbereitschaft): This is to be achieved by February 1, 2027, which coincides with the product launch (Produktivstart).
• Minimum Contract Duration (MVD) for SaaS services: This period starts on February 1, 2027, and concludes on January 31, 2028, spanning 12 months.
• Extension Options: The client reserves the right to extend the contract term unilaterally up to three times, with each extension lasting one year. Notification for exercising a renewal option must be sent to the contractor at least one month prior to the expiration of the current term.
• Latest Contract End Date: The contract will terminate no later than January 31, 2031.

The core scope of work for this tender involves the provision of a Software-as-a-Service (SaaS) AI Assistant to support housing benefit processing. The primary objective is to automate the completeness checks of housing benefit applications and associated documents to significantly reduce processing times and alleviate the workload of caseworkers. The AI solution is intended solely for supporting casework, with final decisions on housing benefit applications remaining with the client.

The core deliverables and Statement of Work summary include:

1. Setup and Configuration:

• Establishment, basic configuration, and productive deployment of the SaaS solution by February 1, 2027.
• Provision of a test system for three months.
• Integration with the existing e-file system d3.one by d.velop (on-premises), encompassing setup, testing, productive commissioning, and the successful transfer and storage of agreed documents and metadata.
• Automatic data transfer to the eWog specialist procedure by HzD, including setup, testing, productive commissioning, and the successful transfer and storage of agreed documents and metadata.

2. Training and Documentation:

• Group training sessions for four and seven individuals.
• Training for two client administrators on user and rights management, case distribution rules, and source administration.
• Provision of digital training and operating documents, including a user manual.

3. Ongoing Operation and Maintenance:

• SaaS usage, hosting, operation, maintenance, updates, security updates, and support for all users.
• Capacity to process up to 3,000 housing benefit cases per contract year, including associated proofs, resubmissions, corrections, and re-examinations of the same case, without additional usage-based fees.
• Continuous operation and maintenance of the connections to d3.one and eWog, including troubleshooting, security updates, and interface maintenance.
• Provision of required maintenance, security updates, bug fixes, standard updates, and further developments without additional remuneration, unless they constitute separate additional modules.
• Support provided in German during agreed service hours.
• The application must be accessible via current and immediately preceding stable versions of Microsoft Edge and Mozilla Firefox browsers, without requiring local installation.
• User interface, help texts, and user documentation must be provided in German.

4. Functional Requirements:

• Processing of initial and re-approval applications for rent subsidy, rent subsidy for home residents, and burden subsidy.
• Automated reading of digital and scanned/handwritten applications and proofs, converting them into structured data.
• Support for various input channels, including email attachments, online applications, scan documents, PDF files, and image files.
• Ability to recognize, separate, and classify multiple documents within a single file.
• Assignment of documents to the correct process and detection of duplicates.
• Identifiable and correctable uncertain or incorrectly recognized information by employees.

5. Information Security and Compliance:

• Management of user accounts and roles by internal client administrators.
• Access protected by multi-factor authentication.
• Encrypted data transfers (minimum TLS 1.2) and adequate encryption of stored personal data and backups.
• Compliance with relevant requirements of the EU AI Regulation.

6. Exit Strategy:

• Standard data export, data transfer, and confirmation of data deletion upon contract termination.

7. Optional Services:

• Additional project management.
• Additional technical and professional consulting.
• Additionally commissioned development and adaptation.