Implementation of AI in incoming processing

Appendix A4 (with request to participate; by self-declaration):

Appendix A5 (with request to participate; by self-declaration):

Appendix A6 (with request to participate; by self-declaration):

Appendix A6 - Annex (With request to participate; by self-declaration):

Appendix A7 (with request to participate; by self-declaration):

Appendix A8 (with request to participate; by self-declaration):

Appendix A9 (with request to participate; by self-declaration):

Annex A6 - General Self-Declarations (Sections 123, 124 GWB) - To prove eligibility to practice the profession, the candidate / consortium of candidates / subcontractor / entity relied upon for suitability declares:

1. that neither a person whose conduct is attributable to me/our company pursuant to Section 123 (3) GWB (Act against Restraints of Competition), nor I/we as a company, have been convicted by final judgment of any of the criminal offenses listed in Section 123 (1) GWB or equated with them pursuant to Section 123 (2) GWB, nor has a fine been legally imposed on me/us as a company pursuant to Section 30 of the Act on Regulatory Offences (OWiG);
2. that I/we as a company have regularly fulfilled our obligations to pay taxes, levies, or social security contributions properly and on time in accordance with the statutory provisions of the country in which we are established, and that no final court decision or non-appealable administrative decision exists in this regard, or that I/we have fulfilled my/our obligations by binding myself/ourselves to pay taxes, levies, and social security contributions including interest, late-payment penalties, and fines, and will properly comply with them in the future, and that no arrears due exist at the time of submitting this self-declaration;
3. that I/we as a company have not violated applicable environmental, social, or labor law obligations in the performance of public contracts;
4. that I/we as a company are not insolvent, that no insolvency proceedings or comparable proceedings have been applied for or opened with respect to the assets of the company, that the opening of such proceedings has not been rejected for lack of assets, and that the company is not in the process of liquidation and has not ceased its activities;(If insolvency proceedings or comparable statutory proceedings have been opened with respect to the assets of the company, or if the opening of such proceedings has been applied for, or if such application has been rejected for lack of assets, I/we declare that I/we have additionally attached current evidence demonstrating my/our economic and financial capacity.)
5. that neither I/we as a company nor any person whose conduct is attributable to me/the company have committed grave professional misconduct in the course of business activities that calls the integrity of the company into question;
6. that I/we as a company have not entered into agreements with other companies aimed at or resulting in the prevention, restriction, or distortion of competition;
7. that no circumstances exist that could give rise to a conflict of interest in the conduct of the procurement procedure capable of impairing the impartiality and independence of the contracting authority or of persons acting on behalf of the contracting authority;
8. that despite any prior involvement of our company in the preparation of the procurement procedure, no distortion of competition has occurred;
9. that I/we as a company have always properly and timely fulfilled the essential requirements of any previous public contract in the performance thereof;
10. that I/we have not made any inaccurate declarations in this procurement procedure, including with regard to grounds for exclusion and selection criteria, and am/are able to provide the required evidence, where necessary;
11. that I/we as a company - have not attempted to unduly influence the decision-making process of the contracting authority, - have not attempted to obtain confidential information that could confer undue advantages upon me/us in the procurement procedure, - have not negligently or intentionally provided misleading information that could significantly influence the award decision of the contracting authority, nor attempted to provide such information.
12. that I/we as a company in particular fulfill our obligations to pay the minimum wage under the Minimum Wage Act (MiLoG) and to grant working conditions under the Posted Workers Act (AEntG…

Annex A7 - Self-declaration (§ 45 VgV) - For proof of financial and economic performance, the applicant or the applicants -/tendering association / suitability lender (Appendix A7) declares: I / We hereby declare(s) - that the average annual turnover of the company in the last three completed financial years is at least 3 million. EUR and - that the annual turnover of comparable IT/AI services was at least 1 million. EUR.

At the request of the issuing body, proof of this shall be provided. - that I/we or my/our company have a professional or company liability insurance or, in the event of the award of the contract, will conclude it immediately. The insurance must have at least the following coverage sums per damage event: - from EUR 2.000.000.00 lump sum for personal and property damage, - from EUR 3.000.000.00 for property damage. The coverage amounts are available twice maximized per insurance year.

I/We guarantee(s) in the case of a bidding association or in the case of the qualifying loan that the existing or to be concluded professional/company liability insurance also includes the specific contractual relationship in the case of a surcharge. I/We undertake, at the separate request of the awarding authority, to provide proof of this by submitting a copy of the insurance document.

Appendix A8 - Special qualification requirements (§ 46 VgV) - To prove his/her technical and professional ability, the applicant or the applicant/tender group/subcontractor as a suitability provider (Appendix A8),

1. that in the event of the award of the contract, we will comply with the applicable statutory data protection regulations (in particular for contract data processing according to the EU General Data Protection Regulation) during the entire contract period;
2. that I/we as a company in the case of award of the contract for the provision of services all relevant safety requirements are based on ISO 27001f. or a comparable national standard (e.g. IT-Grundschutz of the Federal Office for Information Security) of the member state in which the contractor is based will be adhered to during the entire term of the contract;

Annex A9 - Reference Lists - Furthermore, to demonstrate their technical and professional ability, the candidate / consortium / entity providing capacity must additionally submit a reference list (Annex A9) with their request to participate: The reference list must be submitted using Annex A9 "Reference List", which also sets out the substantive requirements for the references.

1. Reference list "Development of an Input Management Solution" Firstly, the candidate must submit a reference list "Development of an Input Management Solution" with at least 3 references, which must in particular meet the following minimum requirements:
   • Scope of tasks: "Conception and development of AI-supported inbound/document processing (classification, extraction, processing of unstructured correspondence)"
   • Period: within the last three years (i.e. ongoing contractual relationships that have already existed for at least 12 months, or completed contractual relationships),
   • at least one of the submitted references must demonstrate a processing volume of at least 1 million items/transactions per year. Furthermore, the following information must be provided for each reference:
   • Details of the reference client (name and registered office of the reference company),
   • Field of activity of the reference client,
   • Contact person at the reference company (incl. contact details: email address and/or telephone number),
   • Indication of whether the candidate / member of the consortium / entity providing capacity is a direct contractual partner of the specified reference client,
   • Contract term (DD.MM.YYYY
   • DD.MM.YYYY),
   • Explanation of the comparability of the specified reference with the services tendered,
   • Specification of the core technologies/modules used (in particular AI/ML components),
   • Specification of the operating model (e.g. on-premises, managed SaaS, hosting location),
   • Specification of the project status (completed/ongoing).
2. Reference list "Operation of a sovereign cloud environment within the EEA with the provision of platform services (PaaS and IaaS)" Secondly, the candidate must submit a reference list "Operation of a sovereign cloud environment within the EEA with the provision of platform services" with at least 2 references, which must in particular meet the following minimum requirements:
   • Scope of tasks: "Operation of a sovereign cloud environment within the EEA with the provision of platform services" (compute, storage, network, backup, disaster recovery + databases, container/Kubernetes, middleware, messaging, identity, if applicable AI services)
   • Period: within the last three years (i.e. ongoing contractual relationships that have already existed for at least 12 months, or completed contractual relationships). Furthermore, the following information must be provided for each reference:
   • Details of the reference client (name and registered office of the reference company),
   • Field of activity of the reference client,
   • Contact person at the reference company (incl. contact details: email address and/or telephone number),
   • Indication of whether the candidate / member of the consortium / entity providing capacity is a direct contractual partner of the specified reference client,
   • Contract term (DD.MM.YYYY
   • DD.MM.YYYY),
   • Explanation of the comparability of the specified reference with the services tendered,
   • Specification of the core technologies/modules used (in particular AI/ML components),
   • Specification of the operating model (e.g. on-premises, managed SaaS, hosting location),
   • Specification of the project status (completed/ongoing). Notes:
   • New contractual relationships whose term has not yet commenced are not permitted as proof of reference.
   • Requests to participate that do not meet the minimum requirements will be excluded from the further procedure.
   • Requests to participate with an incomplete reference list (in particular missing details regarding the contact person at the reference company) may be excluded …

Appendix A9 - Assessment Reference Lists - Objective non-discriminatory criteria for selecting the limited number of applicants: The Entry Service reserves the right to restrict the number of applicants already in the context of the participation competition in the case of a large number of applications received. The Contribution Service will carry out the selection of candidates for the subsequent negotiated procedure in such a way that a maximum of four candidates will be invited to submit a tender.

The selection of candidates invited to submit a tender is based on the reference list "Development of an Input Management Solution" submitted by the applicant. If the applicant's reference list "Development of an Input Management Solution" fully meets the minimum requirements and he has also demonstrated his suitability, the references submitted by him will be evaluated in the reference list "Development of an Input Management Solution".

If and to the extent that the applicant has submitted more than 3 references, only the 3 best rated references of the reference list "Development of an Input Management Solution" will be considered. The applicant can receive a maximum of 90 points per reference, thus a maximum of 270 points per applicant will be awarded. The available max. 90 points per reference order are divided as follows:

1. Content-based document classification (AI-/NLP-based) Points assignment: 0 = not proven 5 = partially proven 10 = productively proven
2. Processing informal post points assignment: 0 = not proven 5 = partially proven 10 = productively proven
3. Handwriting recognition in document processing Point assignment: 0 = not proven 5 = partially proven 10 = productively proven
5. Development of "difficult" documents / special formats Point assignment: 0 = not proven 5 = partially proven 10 = productively proven
6. API integration / connection to master data / technical procedure Point assignment: 0 = not proven 5 = partially proven 10 = productively proven
7. Confidence scoring / AI-assisted pre-assessment points assignment: 0 = not proven 5 = partially proven 10 = productively proven 9th processing volume in shipments / operations per year points assignment: 0 = up to 1,000,000 5 = between 1,000,001 and 3,000,000 10 = more than 3,000,000 It is in the interest of candidates to provide the contracting authority/entity with all the information necessary to enable the criteria indicated to be assessed as fully as possible. Further details can be found in the Participation Brochure (in particular Part A. Conditions of Participation and Appendix A9 "Reference Lists").