AI Procurement Assistant Chatbot Development

PLEASE SEE ATTACHED 3 PAGE SOW (CONTENT SIMILAR) AI Procurement Chatbot – Statement of Work (SoW) 1. Project Objective Develop an interactive AI chatbot for the Procurement Department that answers user questions strictly based on two internal reference documents: 1) Procurement Manual (PDF), and 2) Procurement FAQs (PDF). The chatbot must deliver secure, accurate, document-grounded responses and operate within the company’s SharePoint environment. 2. Scope of Work 2.1 Core Functionalities • AI chatbot responds exclusively using the two provided documents. • Rejects questions not supported by these documents. • Correctly interprets numerical thresholds and policies (e.g., purchase limits). • May request follow-up information such as purchase value. 2.2 Data Source Integration • The chatbot uses two PDF documents stored securely (Azure preferred). • The solution must allow document updates simply by replacing PDFs with identical filenames. • No upload UI required; access for document replacement will be provided to the requester. 2.3 LLM Selection • Implementation may use OpenAI GPT models, Anthropic Claude, or Grok. • Developer should propose the best model based on accuracy, latency, and cost. 2.4 Authentication Dedicated Login: • Users access via a custom login (email-based username + password). • (Only the login structure and the documented process for adding/removing users are required; initial user creation will be performed by the requester and is not part of the scope.) • Approx. 150 users. Single Sign-On (SSO): • Integration with the company’s Active Directory / Azure AD. • Quotation required for both authentication options. 2.5 Hosting & Environment • Chatbot embedded in SharePoint. • Backend hosted on Azure or another company-approved cloud environment. • All data must remain within secure corporate infrastructure. 2.6 Document & Link Handling • Chatbot must provide links to internal SharePoint templates/documents. • Links only—no duplication of content unless necessary for instruction. 2.7 User Experience • Simple UI aligned with company branding (logo, colors provided). • Chatbot greets users by first name upon login. • Clean interface using HTML, TypeScript, and CSS. 2.8 Deliverables • Fully deployed chatbot accessible via SharePoint. • Backend code in Python or JavaScript. • Front-end code (HTML, TypeScript, CSS). • Full technical documentation covering: – Code architecture – Deployment steps – Document update procedure – Authentication administration • Optional admin guide for user access management (for Dedicated Login option). 2.9 Timeline • Target deployment: End of December 2025. 2.10 Maximum Budget • Maximum budget of 500 Euros (excluding Post Deployment support. See Page 3) 3. Non-Functional Requirements • Security: All processing and storage within company-controlled cloud. No external data retention. • Accuracy: Strict retrieval-augmented responses from provided documents only. • Scalability: Support for up to 150 concurrent users. • Maintainability: Clear and modular code with updatable document workflow. 5. Additional Requirements Please provide Cost Estimation Quotes also separately for Support & Maintenance: Warranty period and optional ongoing support (may 2 weeks after go Live) Testing recommendations: User acceptance testing, performance benchmarks, and security testing. Logging & Monitoring suggestions: Error logs, system health monitoring, and audit logs. Compliance suggestions: GDPR considerations, log retention rules.

Proje No: 40058884