Project Information

Bid Title

AI Pilot Project RFQ

Issuing Agency

Grand County

Location

Colorado

Published Date

Mar 2, 2026

Closing Date

Apr 2, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	AI Pilot Project RFQ
Category:	Technology
Status:	Open

Description: Grand County is soliciting statements of qualifications from experienced and qualified solution providers for a 12-month pilot project implementing an AI solution. Statements of qualifications must be received no later than 12:00 p.m. on April 2, 2026.  Please call (970) 725-3042 with any questions. Publication Date/Time: 3/2/2026 12:00 AM Closing Date/Time: 4/2/2026 11:59 PM Contact Person: Thomas Johnson tjohnson@co.grand.co.us (970) 725-3042 Related Documents: RFQ-2026-AI Pilot Project

Attachment Preview

REQUEST FOR QUALIFICATIONS

2026 AI PILOT PROJECT

Feb 26, 2026

Grand County Colorado - 308 Byers Ave, Hot Sulphur Springs, CO 80451

Grand County Colorado: 2026 AI PILOT PROJECT

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS (RFQ)............................................. 3

Project Overview and Introduction................................................... 4

Project Scope and Description...........................................................4

Implementation Plan........................................................................ 5

Target Population............................................................................. 5

Tracking Pilot Project Success...........................................................5

Intended Outcomes and Impact........................................................ 6

Short-Term Outcomes.......................................................................6

Long-Term Impact............................................................................7

Terms and Conditions........................................................................7

Invoicing and Payment Requirements................................................. 7

Training Requirements...................................................................... 8

Technical Requirements.................................................................... 8

Cybersecurity Requirements.............................................................. 8

Accessibility Requirements................................................................ 8

Contract Requirements..................................................................... 8

Submission Instructions....................................................................8

Submission Requirements................................................................. 9

Evaluation Criteria........................................................................... 9

Submission Point of Contact.............................................................. 9

Grand County Colorado - 308 Byers Ave, Hot Sulphur Springs, CO 80451

Page 2 of 9

Grand County Colorado: 2026 AI PILOT PROJECT

REQUEST FOR QUALIFICATIONS (RFQ)

2026 AI PILOT PROJECT

Grand County Government of Grand County, Colorado (“Grand County”) is

requesting qualifications from Solution Providers (“Vendor”) for a new

12-month pilot project implementing an AI solution designed to facilitate

public meeting research and enhance information accessibility for selected

Grand County meetings.

The Scope of Work section of this Request for Qualifications (“RFQ”)

describes the products and services required for this project. Qualifications

shall be submitted as instructed in the Submission Instructions section of

this RFQ, and will be accepted by Grand County until April 2, 2026 12:00

PM.

Grand County Government reserves the right to reject any or all

qualifications, waive non-conformance, and accept the vendor most

advantageous to the County.

Requests for clarification concerning the RFQ shall be submitted to the Grand

County Information Systems Department.

Submittals received after April 2, 2026 12:00 PM may not be accepted.

Grand County Colorado - 308 Byers Ave, Hot Sulphur Springs, CO 80451

Page 3 of 9

Grand County Colorado: 2026 AI PILOT PROJECT

Project Overview and Introduction

The Colorado Department of Local Affairs has awarded Grand County

Colorado a Civic Solutions Hub grant award in the amount of $47,400 to

fund the Grand County “Accelerating Staff Efficiency with Conversational AI”

pilot project. Grand County will be providing an additional $15,800 (local

match) for a total project budget of $63,200. This pilot project is intended to

identify best practices, concepts and ideas that support local governments in

developing, testing, and scaling innovative workforce strategies.

This project proposes the establishment of a conversational Artificial

Intelligence (AI) system framework for Grand County. Leveraging existing

Google Workspace technology, the system is designed to expedite

information retrieval across diverse data formats for Grand County

personnel. Current research and investigative processes are time-intensive;

consequently, instituting a framework for a conversational, AI-powered

interface will substantially reduce research and service delivery durations as

supplementary information stores are integrated. This project will institute

the foundational framework for conversational AI within Grand County and

will incorporate content from Board of County Commissioners meetings,

including transcripts and presented documents, to demonstrate the utility of

a conversational AI interface capable of addressing queries and generating

content based on the source data. Should this initiative prove successful, the

integration of additional data sources will be pursued at a later date.

Project Scope and Description

The objectives of this project are to:

1.​ Prove out a conversational AI framework within the pre-existing

Google Workspace environment to determine viability without

additional technology expenditures.

2.​ Validate that a conversational AI system can be trained to provide

accurate research results and increase efficiency of research activities.

3.​ Validate that the correct base framework implementation has the

ability to incorporate additional data sources and workflows with

exponentially decreasing implementation costs.

Grand County Colorado - 308 Byers Ave, Hot Sulphur Springs, CO 80451

Page 4 of 9

Grand County Colorado: 2026 AI PILOT PROJECT

Implementation Plan

The following constitutes the high-level implementation plan, detailing key

milestones and associated timelines:

1.​ Vendor Solicitation and Selection (2 weeks from RFQ deadline)

2.​ Contract Finalization (1 week subsequent to vendor selection)

3.​ Project Commencement (within 1 week of contract execution)

4.​ Requirements Analysis (within 1 week of project commencement)

5.​ Development & Design (within 2 weeks of requirements analysis)

6.​ Solution Deployment (within 8 weeks from design approval)

7.​ Solution Utilization and Validation (8 weeks)

8.​ Solution Assessment Report (4 weeks after validation completion)

We estimate the total project duration to be approximately 27 weeks from

the date the grant award is received.

Target Population

The target population for this project will be the Grand County Board of

County Commissioners, Manager’s Office, Clerk & Recorder, and Information

Systems. This target population comprises approximately 11 personnel.

Tracking Pilot Project Success

The success of this project will be tracked using the following metric areas,

in addition to adherence to the established timeline.

1. Information Reliability

●​ Answer Accuracy Rate: Percentage of AI-generated responses that

are validated as correct and relevant by the user/subject matter

expert.

●​ Source Citation Rate: Percentage of AI-generated answers that

correctly cite and link back to the specific source document (e.g.,

Board of County Commissioners meeting transcripts).

2. Workflow Efficiency (Time Savings)

●​ Average Research Time Reduction: Decrease in the average time

staff spends retrieving a piece of information compared to the previous

manual process.

Grand County Colorado - 308 Byers Ave, Hot Sulphur Springs, CO 80451

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