The contracting authority Free State of Saxony, represented by the state enterprise Saxon Informatics Services, intends to conclude a framework contract according to § 21 para. 4 VgV for consulting and development services, project management, operational support, and training on AI-supported systems in the Saxon state administration with up to three companies per lot as a result of the present procurement procedure. The invitation to tender aims to bind up to three service providers per lot who provide the following services for the entitled parties:

a) Consulting services / Consulting on AI solutions and AI requirements (Lot 1)
b) Project management and project support for the introduction and development projects for AI systems (Lot 2)
c) Implementation of software developments and system implementation as well as subsequent operational support and training measures (Lot 3)

LOT-0001
Consulting services / Consulting on AI solutions and AI requirements.
The scope of services includes consulting services as well as related concepts for AI solutions and innovative technologies in public administration, including areas such as process automation, data analysis, data preparation, decision-making, and virtual assistants. Market and potential analyses - both general and specific to the respective task and application portfolio of the claiming authority - are to be conducted by the contractor. Results are to be conceptually developed while also contrasting possible alternatives. If necessary, proposals for the implementation of AI solutions are to be submitted.
The specific administrative framework conditions for the use and operation of AI systems must be thoroughly examined by the bidder, and based on this, proposals for solutions must be submitted to the contracting authority. The respective system and software architecture of the contracting authority must be observed. General information events/seminars on the topic of AI and AI in administration may also be part of the service, for example, as a basis for corresponding project groups in the claiming institutions.

LOT-0002
Project management and project support for the introduction and development projects for AI systems.
The following services are described that must be provided by a contractor in the context of project management for the implementation of AI solutions. Basically, the scope of services in Lot 2 includes the coordination of defined projects or the professional support of projects over the entire project lifecycle from project initiation. The complexity of the project content arises from different objectives as well as the maturity level of the present AI requirements of the claiming contracting authority. The span can thus range from general requirements for project support to specifically named tasks for the project. The project management is fundamentally exercised by an internally designated project manager of the claiming institution.
Various formats or methods of project management must be supported. Both traditional projects and projects based on agile methods are managed by the contracting authorities. Depending on the conception and design of an AI-supporting solution to be implemented, a comprehensive software development project will need to be designed and supported in close connection with the services from Lot 3.
The following services are expected from a contractor:
Project-related, needs-based consulting and professional support for the project manager and the project team of the respective contracting authority. Performing the tasks of a Project Management Office.
Development of KPIs for measuring the success of the AI implementation and the associated project execution. Identification and integration of relevant stakeholders and their requirements. Creation of a project plan with the definition of timelines and milestones. Conducting regular team and status meetings and providing status reports, feedback, and communication of progress and results to the relevant project participants. Regular reporting on the project progress to the contracting authority as well as possibly adjusting the project plan based on feedback and results.
Support in the identification and, if necessary, the adjustments and introduction of processes that arise due to the use of AI-supported systems. Identification and assessment of potential risks and challenges in the introduction of AI-supported systems as well as developing strategies for risk mitigation.
Support of stakeholder management, for example, through conducting workshop, participation, or advisory formats. Consulting and support in assembling the project team, identifying required skills, defining personnel resources needed, and assigning roles. Cost and budget planning for "specialists," tools, software, hardware, and potential training. Conducting or supporting project controlling. Conducting or supporting a final evaluation of the project. Support in documenting the results and insights gained, as well as handing over the project documentation to the contracting authority.

LOT-0003
Implementation of software developments and system implementation as well as subsequent operational support and training measures.
Lot 3 mainly includes services for the software development and implementation of own or newly developed AI solutions.
The following services are expected from a contractor: As a basis for the software solution to be developed, a needs- and project-oriented requirements management must be conducted and continuously updated according to the development process. The contractor develops new software based on contemporary, innovative programming languages and methods while observing architecture or system specifications of the respective contracting authority. The AI solutions developed from this framework contract should primarily be integrated as an on-premises solution within the IT infrastructure of the contracting authorities due to the sensitivity of the data. A data connection to a public cloud is dependent on the requirements or approvals from the respective contracting authority.
The contractor must adhere to the specifications from the already existing (technical) operational concepts of the contracting authority. In creating the AI solutions, the contractor should collaborate with the contracting authority to develop the (technical) operational concepts.
The development of new systems should take into account the existing technical infrastructure (e.g., computer and GPU resources as well as storage and data retention technologies) and basic services. Nevertheless, recommendations and support in optimizing or expanding the technological platform for a newly developed and to-be-operated software solution will be requested.
Test management in the field of AI solutions must be an integral part of the software development process, ensuring that the AI solutions to be developed undergo extensive testing before their deployment within the IT environments of the contractors. Furthermore, the contractor must observe a multi-level software introduction model (e.g., test, quality assurance, and productive environments) of the contracting authorities.
If necessary for the contracting authority, support in the technical implementation and later regular operation of the newly developed software solution must be provided by the contractor.
During the software introduction and operation, the contractor should support fine-tuning of the underlying platform/infrastructure (e.g., databases, GPU systems).
Finally, the developed AI solution should be clearly explained to the end-users through appropriate training (users and admins). The necessary training materials will be created by the contractor. The training is fundamentally carried out at the contracting authority.