Cloud Based Artificial Intelligence Platform

The Vendor is required to provide a secure, scalable, and user-friendly cloud based Artificial Intelligence (AI) platform to support a wide range of operational needs across City departments.
- The initial focus of this initiative is to implement a pilot program with a term of twelve months from the date of award centered on document and content generation, including drafting, summarization, and editing of internal documents such as reports, memos, policies, and communications. However, the selected platform must also demonstrate the ability to expand and support additional AI capabilities as identified through the City’s AI Use Case intake form process
- These capabilities include, but are not limited to:
• Research, analysis, and decision support
• Workflow automation and task assistance
• Conversational assistants for internal and external use
• Data extraction, organization, and reporting
• Public communication and engagement support
- Solution should provide a centralized, secure environment that enables staff to efficiently leverage AI tools while maintaining compliance with applicable data governance, privacy, and security requirements.
- The City has established an initial budget of approximately $60,000 for this pilot program. However, the City will evaluate proposals based on overall value, capabilities, and alignment with both immediate needs and long-term AI use.
- The City recognizes that available solutions may vary in functionality and range of capabilities and may consider solutions exceeding the initial budget if they demonstrate scalability, comprehensive functionality, and support for future growth with minimal customization.
- The solution protects internal organizational data when leveraging, integrating, or referencing external data sources, including controls for data security, privacy, segregation, governance, and protection from exposure in public-facing environments.
- Objectives:
• Reduce time spent on manual document creation and administrative tasks
• Improve quality, consistency, and clarity of written communications
• Document generation must be able to adhere to City-specific formatting standards
• Enable staff to access, quickly analyze, and summarize large volumes of information from various sources simultaneously
• Provide a scalable foundation for future AI use cases across the organization
• Ensure all AI capabilities are implemented in a secure, governed, and compliant manner, with appropriate human authorization and oversight in place
- Provide a designated project manager responsible for overseeing all implementation activities and serving as the primary point of contact for the City.
- Training Services
• End-user training for general staff (based on roles)
• Advanced training for administrators and IT personnel
• Training materials, documentation, and user guides
• Options for both in-person and virtual training
• Training shall be designed to support rapid adoption and ease of use across departments.
- Maintenance and Support
• Ongoing system maintenance and updates
• Support structure and availability (hours, response times, escalation procedures)
• Service Level Agreements (SLAs)
• Incident management and resolution processes
• Access to support resources such as knowledge bases and documentation
• Availability of a community forum.