2026 AI PILOT PROJECT

2026-11-03

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 . 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 .

Rocky Mountain E-Purchasing System

2026-05-06