Virtuelle Tourist-Information - KI-basierte Gästeberatung, Los 3 - Künstliche Intelligenz (KI) / KI-Chatbot / Gästeberatungssystem

The contract timeline includes a total duration spanning over 10 years, with the contract expected to run until December 31, 2038. The start date is determined by the contract conclusion if no specific beginning date is provided.

Key milestones and phases are as follows:

• Q4 2026: Commissioning, setup of the AI platform, and connection of data sources (Los 2 CMS, DataHub RLP).
• Q1 2027: AI training utilizing tourist data from five partner regions and configuration of the language model.
• Q2/Q3 2027: Integration of the AI chatbot into software (PWA/WEB) (Los 2) and hardware kiosks (Los 1), implementation of multilingualism, and a test phase.
• Q3/Q4 2027: Go-live of the AI system, training for the client on knowledge database maintenance and quality assurance, followed by acceptance.
• 2027-2028: Commencement of ongoing operation, including monthly quality reports and further development of AI functionalities such as visitor guidance and data analysis.
• September 2028: Project completion under EFRE, including submission of proof of use and documentation of the AI system's status.
• Until 2038: Continued operation, annual AI further development, and license management.

The core scope of work and statement of work summary for this tender (specifically Lot 3 - Artificial Intelligence) is to develop, implement, and maintain a "Virtual Tourist Information - AI-based Guest Advice" system.

Key deliverables and services include:

• Developing and providing an AI platform where core functionalities are under the bidder's technical and legal control, demonstrating model neutrality with a selection of at least three market-standard, EU-compliant language models from different providers.
• Technical description and implementation of a knowledge database management interface and its associated workflow, including an acceptance process.
• Initial knowledge building and configuration of a tourist knowledge database using data from five partner regions (covering points of interest, events, tours, accommodations, gastronomy, and packages), along with defining consultation rules and value creation logic.
• Configuration of a quality assurance and monitoring dashboard, which includes feedback loop setup, hallucination filters, monitoring reports, and error markers for editors.
• Providing training sessions for administrators (AI-platform onboarding) and editors (knowledge database maintenance).
• Project management and consulting for the AI rollout, encompassing coordination with Lot 1 (Hardware) and Lot 2 (Digital Service Platform), the acceptance process, test phase, and acceptance protocol.
• Granting an AI license for chatbot sessions and internal data processing, including platform access, model usage, and EU hosting, valid for 10 years until December 31, 2038.
• Managing an ongoing AI development budget for implementing planned expansion stages (e.g., visitor guidance, data analysis, personalization, new AI functions), system updates, bug fixes, minor updates, and monthly quality reports.
• Conducting regular review sessions and development planning meetings to evaluate quality, plan future expansion stages, and coordinate with the client.
• Providing ongoing support and system maintenance for the KI, with defined reaction times for critical (under 4 hours) and other malfunctions (under 3 working days).
• Fulfilling comprehensive documentation and publicity obligations, such as providing complete technical system documentation (architecture, interfaces, training concept in German), administrator and editor manuals for independent knowledge database maintenance, monthly quality reports (chatbot statistics, error rates, usage analysis), an annual development plan, and a final report on implemented developments, a DSGVO processing directory for the KI system, and displaying the EU emblem and ERDF funding notice in the chatbot.
• Ensuring sustainability and cross-cutting goals, including DNSH-conformity with EU-hosting based on renewable energies (proof required) and compliance with the EU AI Act regarding risk classification and transparency obligations.
• An optional deliverable is an AI extension for a day planner module, which optimizes the existing module from Lot 2 based on individual preferences, dynamic capacity data, and value creation logic, contingent on Lot 2 implementation.

The system requires critical interfaces and cooperation with Lot 1 (Hardware) for components like audio hardware (microphone/speakers) for voice control and kiosk display integration, and Lot 2 (Digital Service Platform) for providing a knowledge database API, integrating the chatbot as a web component in the Progressive Web App (PWA), and data consolidation.