The subject of the contract is the procurement of a new system including the corresponding licenses and including adaptations to the requirements specified in the tender documents for optimal IT support of the activities of the support center of the City of Munich, taking into account the necessary interfaces. This also includes other services such as maintenance, installation support and migration of legacy data.

The subject matter of the contract therefore includes:

1) Provision of standard software with the following main components:

• Management of care cases

• Handling of supervised cases

• Management of the registration of professional and association supervisors

• Support in the tasks of a parent authority

• Appointment management

• Create, manage, and edit document templates

• Support in correspondence by filling prepared templates with

Case data, e.g. social report

• Serienbrieferstellung

• Compilation of statistics

• Preparation of individual evaluations

• User rights control and proxy control

• Creation of a supervisor directory

• Creation of a directory "Other help"

• Collection of statistical data on certifications

• Mobile working via Citrix

2) Permanent provision of licenses for a one-time fee for 90 users, 90 of whom must be able to work in the system at the same time. These licenses apply to the production environment. Access to other environments (development, test and training environment) is part of the subject matter of the order and is not remunerated separately. Optional licenses can also be purchased during the contract period. The client estimates that 20 additional licenses will be required for this purpose.

3) Interfaces:

Provision and/or adaptation by the contractor within the framework of the standard software of the interfaces:

(a) Interfaces that must be included in the overall system:

• Directory service for authentication

• Interface connection street directory

• MS Office 365

•Email

• Fax

b) Interfaces that are to be implemented and are assigned to a separate price item.

• e-File (Fabasoft DMS)

If the connection of the interface takes more time than the

Implementation of the standard software itself, the e-file connection should be the

Do not delay the go-live of the standard software. Therefore, this

Interface also in a second step (max 6 months after

Going live of the system).

c) optional interfaces that are assigned to a separate price item

• "Special Mailbox for Public Authorities (BeBPo)"

• Online web form supervisor registration

These interfaces are delivered and accepted with optional commissioning. In the case of an order together with the standard software itself, these should not delay the go-live of the standard software.

4) Bringing about operational readiness:

• Remote support for the installation and configuration of the specialist process (productive, test and training environment) up to the establishment of operational readiness at the customer's site. Support does not mean personal presence with the client. This also includes, in particular, the briefing of the project team of a total of 12 people. The project team consists of people from administration (installation and operation of the software), technical process support (configuration of the system) and processing. The project team must be able to administer, configure, test and assess the system both technically and professionally.

• Commissioning of the interfaces (except for the e-file interface and the optional interfaces, which can also be put into operation at a later date)

• Import of the Munich street and district directory

5) Datenmigration:

Delivery of scripts and support for importing the data from the legacy KOI framework application and Excel lists.

6) Training:

The colleagues from the clerical department are trained in on-site training courses in training rooms of the LHM by a trainer of the contractor. It is assumed that there will be 2 days of training. The training is accompanied by a key user (= technical procedure support) for topics and questions about the processes in the department. A training concept including training documents must be prepared by the contractor.

It is assumed that 75 colleagues will be trained. Therefore, 7 training units are assumed.

Expenses (travel and accommodation costs) are not reimbursed separately.

All other persons will be instructed in the software in accordance with Section 4) as part of the project.

7) Care and Support:

• Maintenance of the system for a maximum of 240 months. Further details are regulated in the contract.

• Downstream ongoing support throughout the contract period.

• The support activity to be provided by the contractor only includes the activity within the scope of third-level support in accordance with ITIL. This is preceded by the client's activities in the line organization of first-level support (ServiceDesk) and second-level support (specialist process support or it@M). The latter two stages are expressly not to be performed by the contractor. Support is required in German.

8) Further support services over the term of the contract:

• Optimizations and extensions to better support and digitize business processes. Support services in this sense can be, for example, individual adaptations to statistical evaluations or new interfaces, e.g. to the special authority mailbox or a web service to a web form.

9) Documentation:

The following documentation must be provided by the contractor at least in digital form (PDF format):

• User manual, also in editable form (docx format), in order to be able to make any necessary adjustments with regard to the processes and LHM-specific conditions. These documents are the basis of the clerks and thus contain the handling of the system from a technical point of view as well as the procedural sequence of the activities.

• Training materials, also in editable form (docx format) analogous to the user manual; the training documents serve as orientation in the training. They should be based on the course of the training according to the training concept. They can be a subset of the user manual.

• Administration manual, also in editable form (docx format) analogous to the user manual; Included here are the possibilities of adaptations by means of configuration on the system.

• Systemspezifikation

• Betriebshandbuch