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TO: Mayor Richard C. Irvin
FROM: Micheal Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
Andrew Feuerborn, Director, Data & Analytics
DATE: October 10, 2024
SUBJECT:
A resolution authorizing Consulting Statement of Work: Generative Artificial Intelligence (GenAI) Policy, Strategy, and Roadmap from International Data Corporation (IDC) Research, Inc., Needham, MA, for a one-year term not to exceed $136,570.00.
PURPOSE:
The purpose of this project is to deliver a three-phase approach aimed at empowering the City of Aurora in its GenAI journey. The first phase (1) will establish a GenAI policy that aligns with the city's existing technology and responsibility frameworks, while addressing the unique challenges posed by GenAI. The second phase (2) will develop a GenAI strategy that is harmonized with the city's overarching goals and technical strategies, providing clear direction for GenAI initiatives. Finally, the third (3) phase will outline a short-term roadmap, identifying key initiatives essential to the successful implementation of the GenAI strategy.
BACKGROUND:
The City of Aurora (City) is seeking to advance its efforts to improve constituent services through the leverage of artificial intelligence. Recognizing the transformative potential of GenAI, the City aims to develop a GenAI policy, strategy, and roadmap. These initiatives will serve as a framework to ensure the responsible, ethical, and effective integration of GenAI technologies into municipal operations, ultimately enhancing service delivery, community engagement, and operational efficiency. Striving to be the smartest city in America and recognized worldwide as a leader in innovation and technology, Aurora is committed to embracing cutting-edge solutions..
DISCUSSION:
The City of Aurora IT Department and IDC invited participants to join our engaging AI Workshop held on 6/20/2024 at the Aurora Police Department, Community Room. The event began with opening remarks from Alex Alexandrou, Chief Management Officer, who welcomed everyone and highlighted the importance of the workshop for policy development and Aurora's future.
The session included representatives from all city departments, including the Mayor's and Aldermen's office. Additionally, representatives from Aurora University, the Indiana state government, the DuPage County government, and strategic partners Marketplace.city and IDC were present.
We delved into the essentials and applications of Artificial Intelligence, especially Generative AI (GenAI). The session began with introductions and a brief overview of our goals, followed by a comprehensive presentation to level set our understanding of AI and GenAI. We explored what GenAI is, how it differs from traditional AI, and familiarized ourselves with key terms and vocabulary used in this field. High-level examples illustrated the potential of GenAI, and we examined various GenAI tools and their distinct capabilities.
We then transitioned to a Q&A session to address any immediate queries. Next, we engaged in small group breakouts where participants used GenAI tools to complete assigned tasks, experimenting with different prompts and sharing their findings with the larger group. This exercise aimed to showcase the power of GenAI, emphasize the importance of prompts, and highlight its current limitations.
The workshop continued with a group discussion on the implications of GenAI on job roles, departmental culture, and workflows, culminating in an exploration of concerns and potential impacts. After a short break, we reconvened to address challenges and considerations for using GenAI safely and ethically. Participants then brainstormed in small groups on how GenAI could be integrated into their job functions and departments, followed by a large group discussion on the impact on work processes and necessary safeguards.
Finally, we wrapped up with recommendations and next steps to leverage GenAI effectively in our operations. Active participation helped us harness the full potential of GenAI for the betterment of our community.
The purchase is being made under Contract #: GS-35F-218CA, a Multiple Award Schedule (MAS) contract with the General Services Administration (GSA) awarded to IDC Research, Inc. This contract includes Information Technology Professional Services and Electronic Commerce and Subscription Services. The contract period runs from March 6, 2020, to March 5, 2025, with an option to extend until March 5, 2035.
A budget amendment will be submitted to ensure funds are available in 101-1280-419.32-80 for this purchase.
IMPACT STATEMENT:
Not engaging in an AI Policy, Strategy, and Roadmap Development could severely impact the City of Aurora. Without a clear plan, we risk falling behind in technological advancements, leading to inefficiencies and missed opportunities for AI-driven innovations.
This could increase our vulnerability to cyber threats, reduce public trust, and leave us unprepared for future challenges. We might struggle to keep pace with private sector advancements, resulting in higher costs and an inability to meet the evolving needs of our community.
RECOMMENDATIONS:
That the resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing Consulting Statement of Work: Generative Artificial Intelligence (GenAI) Policy, Strategy, and Roadmap from International Data Corporation (IDC) Research, Inc., Needham, MA, for a one-year term not to exceed $136,570.00.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora (City) is seeking to advance its efforts to improve constituent services through the leverage of artificial intelligence; and
WHEREAS, recognizing the transformative potential of GenAI, the City aims to develop a GenAI policy, strategy, and roadmap; and
WHEREAS, the purchase in being made off of Contract #: GS-35F-218CA Multiple Award Schedule (MAS) contract with the General Services Administration (GSA) awarded to IDC Research, Inc. This contract covers Information Technology Professional Services and Electronic Commerce and Subscription Services. The contract period runs from March 6, 2020, to March 5, 2025, with an option to extend until March 5, 2035; and
WHEREAS, a budget amendment will be submitted to ensure funds are available in 101-1280-419.32-80 for this purchase.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue purchase orders for services described in this resolution and as more fully set forth in the contract attached hereto.