L-Bank - Europaweite Vergabe einer KI-gestützten Lösung zur Verarbeitung von Elterngeldanträgen und Nachweisen im Verhandlungsverfahren mit Teilnahmewettbewerb nach VgV

The contract is planned to commence on April 1, 2027. It has an initial term of 24 months, with an option for annual extensions. This initial 24-month period covers the project implementation, including adaptation and introduction, as well as the subsequent operational phase. The contract signing is anticipated by the end of March 2027.

The following non-binding schedule outlines key milestones for the procurement process:

• End of participation deadline: November 16, 2026, at 12:00 PM.
• Request for binding offers: November 30, 2026 (with an offer period of 14 calendar days).
• Deadline for first indicative offer: December 14, 2026.
• Bidder presentations: Approximately January 13-15, 2027.
• Negotiation talks: Starting January 20, 2027.
• Procedure conclusion and contract award: Starting March 20, 2027.
• Start of service provision: Starting April 1, 2027.

It is noted that changes to these dates are reserved.

The core scope of work for this tender is the procurement of an AI-supported solution for processing parental allowance applications and their corresponding proofs, to be implemented and operated on a Europe-wide basis.

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

• Project Implementation and Operation: This involves the adaptation and introduction of the AI solution, followed by its productive operation. The initial contract term is 24 months, encompassing these phases.
• Solution Provision: The contractor must provide the solution as a scalable, multi-client capable cloud-based Software-as-a-Service (SaaS) and be responsible for its operation, maintenance, and support throughout the contract duration.
• System Integration: The solution must integrate into the L-Bank's existing system landscape via documented and versionable interfaces. These interfaces are crucial for transferring applications, proofs, emails, metadata, and context information to the solution. They must also facilitate the identification of processing orders, tracking of processing statuses, error tracing, and the structured return of document classifications, extracted data, findings, metadata, test results, and processing notes to L-Bank.
• Processing Capabilities: The solution's interfaces need to support asynchronous processing, controlled repetitions, corrections, and technical restarts, while ensuring that repeated processing orders do not lead to duplicate or multiple processing actions. Processing results must be clearly linked to a specific order, document, and technical process. The L-Bank's existing specialist system will remain the primary system for case management, process control, further technical processing, and legally binding results.
• AI Solution Functionalities: The AI solution is expected to perform:
• Rule-based completeness checks: Examining applications and associated proofs against configured rules for missing information or documents and providing structured results.
• Semantic merging: Consolidating information from at least two pages or documents based on technical assignment criteria into a unified technical result data set.
• Data extraction and document classification: Extracting relevant information and classifying documents.
• Traceability: All processing actions, including corrections, overwrites, and rejections, must be verifiably logged and attributed to the respective user. Original documents must remain unaltered, and L-Bank must be able to process them independently of the AI solution's results. The AI solution is intended solely as a support tool, with all technical and legal decisions resting with the L-Bank.
• Implementation, Introduction, and Development Services: The contractor's responsibilities include implementing the solution, along with all necessary project, integration, and support services required for operational readiness. This encompasses:
• Project management.
• Developing technical and functional concepts.
• Configuring and implementing the solution.
• Providing and supporting necessary interfaces.
• Integrating the solution into the L-Bank's system landscape.
• Supporting tests, piloting, acceptance, and go-live procedures.
• Training users and administrative personnel.
• Providing comprehensive technical and functional documentation.
• Ongoing maintenance, support, and troubleshooting.
• Continuous further development of the solution throughout the contract period.
• Compliance: The contractor must assist L-Bank in adhering to relevant requirements concerning data protection, social data protection, information security, DORA regulations, and the Artificial Intelligence Act, by providing necessary information and evidence. All processing of personal data, processing locations, and subcontractors must be within the European Union.
• Phased Introduction and Adaptability: The introduction of the solution will occur in stages, starting with selected functions, document types, and use cases, with further expansion dependent on project results and quality assurance. The contractor must also ensure the solution can be adapted to accommodate relevant legal, regulatory, and technical changes during the contract term.