AI Strategy and Knowledge Modernization Services

The Vendor is required to provide to help develop and begin implementing an internal, organization-wide AI strategy and knowledge modernization program.
- Municipal authorities, supporting hundreds of water, wastewater, storm water, solid waste, recycling, and other public service entities across the commonwealth.
- Our staff manages education programs, publications, government relations, events, and member services for authority professionals and partners across the state.
- This includes:
•    Printed and digital publications
•    PowerPoint presentations
•    Webinars and training materials
•    Board minutes and governance records
•    Archived files
•    Email-based knowledge and staff expertise
•    Photos, videos, flyers, and event documents
•    Institutional knowledge held by long-time staff
- To safeguard this history and improve staff efficiency, agency is launching an internal AI and Knowledge Modernization Initiative focused on:
•    Capturing and organizing institutional knowledge.
•    Creating internal, searchable systems for staff to find documents, data, and historical information quickly.
•    Using AI tools responsibly to improve writing, research, communication, and workflow efficiency.
•    Preparing agency for practical integration of AI within Microsoft 365 and similar tools.
•    Ensuring all staff can access the information they need to serve members effectively.
- Discovery and Assessment
•    Review existing internal documents, archives, platforms, and workflows.
•    Meet with staff to understand operational needs and knowledge gaps.
- Knowledge Capture and Organization
•    Identify institutional knowledge requiring documentation.
•    Recommend structures for digital cataloging, search, and long-term access.
- AI Strategy and Roadmap Development
•    Develop a practical, phased roadmap for internal AI use.
•    Focus on realistic priorities, timelines, and resource needs.
- Technology and Architecture Recommendations
•    Recommend Microsoft 365-aligned solutions for internal knowledge organization.
•    Suggest hardware/software solutions if applicable.
- Workflow and Staff Efficiency Support
•    Identify ways AI can help staff create documents, search and gather information, and draft communications.
•    Recommend processes and tools that improve internal workflow consistency.
- Future Member-Facing Exploration (Conceptual Only)
•    Identify potential long-term use cases for AI within AuthoritiesConnect.
•    Limit this to conceptual options; no development, design, or implementation.
- Responsible Use and Policy Guidance
•    Provide suggestions for governance, ethics, data security, and staff training.
- Early Implementation Support
•    Guide staff through initial adoption steps.
•    Ensure agency is positioned to move forward successfully after the project closes.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 23, 2026