KI-Assistent für die Wohngeldstelle

The contract timeline includes several key phases and dates. The introductory phase begins on January 1, 2027. Operational readiness must be established by the productive start date of February 1, 2027.

The minimum contract duration (Mindestvertragsdauer) for the ongoing SaaS service starts on February 1, 2027, and concludes on January 31, 2028, equating to a 12-month period.

The client has the option to extend the contract up to three times, each for an additional year. The latest possible end date for the contract is January 31, 2031. The quoted prices are for a duration of 48 months.

The core scope of work for this tender is the provision and operation of a Cloud-based software (SaaS) that utilizes an AI assistant to review housing benefit applications, in accordance with the service description and the service catalog-price sheet.

The high-level summary of the Statement of Work and core deliverables includes:

1. Initial Setup (One-time costs):

• Setting up, basic configuration, and productive deployment of the SaaS solution by February 1, 2027.
• Establishing a test system for the SaaS solution for a period of three months.
• Integration with the existing e-file system, d3.one from d.velop (8.64.8, on-premises), encompassing setup, testing, and productive commissioning, ensuring the successful transfer and storage of specified documents and metadata.
• Implementing an automatic data transfer to the eWog specialist procedure from HzD, including setup, testing, and productive commissioning, with successful transfer and storage of specified documents and metadata.
• Conducting group training sessions for four and seven individuals, respectively.
• Providing training for two client administrators.

2. Ongoing Operations (Recurring costs):

• SaaS usage, including hosting, operation, maintenance, updates, security updates, and comprehensive support for all users. This covers the processing of up to 3,000 housing benefit cases annually, including all related documentation, resubmissions, corrections, and re-evaluations without additional usage-based fees.
• Continuous operation and maintenance of the d3.one connection, including troubleshooting, security updates, and interface maintenance.
• Continuous operation and maintenance of the automatic transfer to the eWog specialist procedure, including troubleshooting, security updates, and maintenance.

3. Exit (One-time costs at contract termination):

• Execution of standard data export, data transfer, and confirmation of data deletion.
• Provision of necessary services to facilitate the transition of services to a new contractor or the client.

4. Optional Hourly Services:

• Additional project management.
• Supplemental technical and professional consulting.
• Commissioned development and customization services.

Key Operational Requirements:

• Documentation and user manuals must be provided in German.
• User accounts and roles management must be configurable by at least two internal client administrators, with access controls based on permissions.
• Multi-factor authentication is required for access, and security-relevant accesses and changes must be logged and protected against unauthorized modification.
• Data transfers must employ state-of-the-art encryption (minimum TLS 1.2), and stored personal data and backups must be securely encrypted.
• The contractor is responsible for hosting, operational monitoring, troubleshooting, security updates, and software maintenance, including the specified integrations, along with data backups and a regularly tested recovery procedure.
• Maintenance, security updates, bug fixes, standard updates, and further developments are to be provided without additional charge, provided they do not constitute separate modules beyond the agreed scope. Updates must not diminish the contracted service scope.
• Support must be available in German during agreed service hours and is covered by the ongoing remuneration.

Timeline & Duration:

• The introductory phase begins on January 1, 2027, with operational readiness required by February 1, 2027.
• The minimum contract duration for ongoing SaaS services is 12 months, commencing February 1, 2027, and concluding January 31, 2028. The client retains the option to extend the contract up to three times, each for an additional year.