SLED Opportunity · PENNSYLVANIA · PENNSYLVANIA
AI Summary
The Pennsylvania Municipal Authorities Association seeks qualified consultants to develop and implement an internal AI Strategy and Knowledge Modernization Program focused on improving internal systems, preserving institutional knowledge, and enhancing staff efficiency using Microsoft 365 tools. Submissions due by January 31, 2026.
Request for Qualifications (RFQ): AI Strategy and Knowledge Modernization Consultant Pennsylvania Municipal Authorities Association (PMAA) Issue Date: 12/22/2025 Submission Deadline: 1/31/2026 Purpose of the RFQ The Pennsylvania Municipal Authorities Association (PMAA) is seeking statements of qualifications from experienced consultants or firms to help develop and begin implementing an internal, organization-wide AI Strategy and Knowledge Modernization Program. The primary goal of this initiative is to modernize PMAA’s internal systems, preserve institutional knowledge, strengthen staff efficiency, and build practical digital workflows that help staff perform their work more effectively. Member-facing applications of AI may be considered in the future, but they are not the focus of this project and should not drive the consultant’s approach. This RFQ is the first step in selecting a consultant. Finalists will be invited to submit a detailed proposal after review of qualifications. Background: About PMAA and Our AI Initiative PMAA represents Pennsylvania’s municipal authorities, supporting hundreds of water, wastewater, stormwater, 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. As our organization evolves, we see a clear need to modernize how information is managed and how staff find, use, and share the knowledge PMAA has built over many decades. 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, PMAA 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 PMAA for practical integration of AI within Microsoft 365 and similar tools. • Ensuring all staff can access the information they need to serve members effectively. While PMAA may explore member-facing AI features within AuthoritiesConnect (PMAA’s online member-only community) in the future, such ideas will remain conceptual and secondary. The priority of this initiative is internal. Project Overview PMAA is seeking a consultant who can help plan and begin implementing a practical, internal AI and knowledge modernization program. The selected consultant will work closely with PMAA staff to: • Assess our current information systems, workflows, archives, and staff needs. • Develop a realistic, internal-focused AI strategy and roadmap tailored to a small association environment. • Recommend simple, scalable, affordable architecture aligned with Microsoft 365. • Help PMAA organize existing materials into clear, digital, searchable collections. • Provide guidance on how AI tools can help staff work more efficiently on writing, research, communication, and daily tasks. • Offer recommendations for staff training, governance, responsible use, and AI policy development. • Any discussion of member-facing ideas should be limited to high-level, long-term possibilities, not part of active planning or implementation. Desired Consultant Qualifications The ideal consultant or firm will demonstrate the following: a. Technical Expertise • Understanding of practical, affordable AI tools (e.g., Microsoft 365 Copilot, ChatGPT). • Experience with Microsoft 365, SharePoint, and workflow automation. • Knowledge of digital organization, content structure, and search. b. Strategic Ability • Ability to translate complex AI concepts into clear, actionable steps. • Experience developing phased roadmaps and guiding small teams through change. • Understanding of the resource constraints of small-staff associations. c. Knowledge Management Experience • Experience organizing documents, archives, or institutional information. • Familiarity with digital cataloging and search-friendly structures. d. Sector Understanding The ideal consultant should demonstrate familiarity with the following: • Knowledge of local government in Pennsylvania and the unique landscape in which municipal authorities function. • Familiarity with Pennsylvania municipal authorities, the services they provide, and the types of information and issues that matter to them. • Experience working with small-staffed membership organizations where resources are limited and practical, scalable solutions are essential. 5. Scope of Services The consultant will support PMAA in the following high-level areas: • Discovery & Assessment o Review existing internal documents, archives, platforms, and workflows. o Meet with staff to understand operational needs and knowledge gaps. • Knowledge Capture & Organization o Identify institutional knowledge requiring documentation. o Recommend structures for digital cataloging, search, and long-term access. • AI Strategy & Roadmap Development o Develop a practical, phased roadmap for internal AI use. o Focus on realistic priorities, timelines, and resource needs. • Technology & Architecture Recommendations o Recommend Microsoft 365-aligned solutions for internal knowledge organization. o Suggest hardware/software solutions if applicable. • Workflow & Staff Efficiency Support o Identify ways AI can help staff create documents, search and gather information, and draft communications. o Recommend processes and tools that improve internal workflow consistency. • Future Member-Facing Exploration (Conceptual Only) o Identify potential long-term use cases for AI within AuthoritiesConnect. o Limit this to conceptual options; no development, design, or implementation. • Responsible Use & Policy Guidance o Provide suggestions for governance, ethics, data security, and staff training. • Early Implementation Support o Guide staff through initial adoption steps. o Ensure PMAA is positioned to move forward successfully after the project closes. Submission Requirements Interested respondents should provide: • Letter of interest • Firm or individual qualifications • Relevant experience (especially with associations or public-sector organizations) • Examples of similar projects • Team bios and roles • Proposed approach and methodology • Preliminary timeline expectations • General fee structure or range (not a detailed budget) • Three professional references • Detailed proposals, budgets, and work plans are not requested at this stage 7. Evaluation Criteria Submissions will be evaluated based on: • Understanding of PMAA’s mission and internal priorities • Relevant experience with knowledge organization and AI strategy • Practicality and scalability of the consultant’s approach • Ability to communicate clearly and work collaboratively • Strength of references • Completion of submission requirements Selection Process and Next Steps • PMAA will review all qualifications submitted by the deadline. • Select finalists for further discussion. • Invite finalists to participate in interviews and submit a detailed proposal with proposed fees. • PMAA reserves the right to reject any or all submissions. Deadline: 1/31/2026 Important Events: Search Status Event Name Location Description Dates Mandatory ONGOING Open Date Online Portal Posting date for the Opportunity Dec 22nd 2025, 12:00 AM EST N/A UPCOMING Questions Due Date Online Portal Deadline to submit Questions Jan 23rd 2026, 12:00 AM EST N/A UPCOMING Close Date Online Portal Deadline for Submissions Jan 31st 2026, 12:00 AM EST N/A Commodity Codes: UNSPSC 8010 Management advisory services UNSPSC 8111 Computer services UNSPSC 8116 Information Technology Service Delivery Supporting Documentation: Download All Files Search File Type Description Date Created Actions PMAA AI Request for Qualifications - PennBid.pdf Documentation Dec 18th 2025, 11:27 AM EST Download Requested Information: Listed below are the documents and information needed to complete your submission: Individual Submitting Name Type # Files Requirement Enter Company Name Data Type: Text N/A REQUIRED Enter Contact First and Last Name Data Type: Text N/A REQUIRED Enter Contact Title Data Type: Text N/A REQUIRED Enter Contact Email Address Data Type: Text N/A REQUIRED Enter Contact Phone Number Data Type: Text N/A REQUIRED Enter Company Website Data Type: Text N/A REQUIRED Experience working with PA local government organizations Data Type: Yes/No N/A REQUIRED Experience working with small-staffed associations Data Type: Yes/No N/A REQUIRED Experience with Microsoft 365 environment Data Type: Yes/No N/A REQUIRED Experience with implementing and supporting Microsoft 365 Copilot strategies Data Type: Yes/No N/A REQUIRED Supporting Documents Name Type # Files Requirement Upload Your Letter of Interest (include qualifications relative to this project) File Type: PDF (.pdf) Multiple REQUIRED Upload any examples of similar projects File Type: Any (.*) Multiple OPTIONAL Upload any additional documents that address the needs of this project File Type: Any (.*) Multiple OPTIONAL Document Takers Search Vendors # Files Actions 22nd Century Technologies, Inc. 1 View Ardent Technologies, Inc. 1 View ATC - American Technology Consulting Inc 1 View AUMX LLC 1 View Barrow Wise Consulting, LLC 1 View Bent Ear Solutions, LLC 1 View BuildCentral Inc 1 View Cadmus 1 View CCS Global Tech 1 View Chaucer America Inc dba BIP US 1 View CJIS GROUP LLC 1 View CM3 Building Solutions, Inc. 1 View Collective Intelligence Inc. 1 View Com-Strat LLC 1 View Computer Aid, Inc. 1 View Data Intuitions 1 View Deltek 1 View East West Systems Inc. 1 View Elegant Enterprise-Wide Solutions, Inc. 3 View eRepublic, Inc. 1 View EverStrive Solutions 1 View FedTec, LLC 1 View FSH Technologies 2 View GovBright 1 View GovGuide 1 View Info-Tech Research Group 2 View Intellectyx Inc 2 View K.L. Scott & Associates LLC 1 View K.L. Scott & Associates, LLC. 1 View Lakeshore Learning Materials, LLC 2 View merp 1 View MFR Consultants, Inc. 1 View Practical Solutions Inc. 1 View Public Consulting Group LLC 1 View Public Works LLC 1 View PWXPress 1 View RICEFW Technologies Inc 1 View S S Branch Consulting 1 View SA Technologies 1 View Sage 497 Consulting 1 View SARATHI TECHNOLOGIES INC 1 View SevenOutsource 1 View Sparrow PMP LLC 2 View Strategic Consulting Partners 1 View Technology Digest, Inc. 1 View VISUAL 1 View vTech Solution Inc. 1 View website design 1 View Interested Contractors Prime/General Contractors Subcontractors Search Vendors Contact Email Phone Subcontract Services Data Intuitions Muhammad Naveed Naveed info@dataintuitions.com 12484036881 AI Strategy and Consultation Messages Public Notices (0) Public Notices are visible to anyone who can view the opportunity Public Q&A (0) There is currently nothing to display here. 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SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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