From RFP to Rollout: A Better Way to Buy AI

When government teams shop for AI tools, we're not just buying software. We're shaping how residents experience services. That means the way we procure AI needs to reflect the same care, transparency, and public trust we bring to service delivery.

Georgia's new AI procurement guidelines are here to help. They outline clear expectations for agencies and vendors alike, so we can make responsible choices from the start.

Start with the Problem, Not the Product

Good AI procurement doesn't chase shiny tools. It starts by naming the challenge: What problem are we trying to solve? Who does it affect? What outcome matters most?

The guidelines encourage agencies to define the desired result and stay open to different approaches. That leaves room for vendors to innovate and helps us focus on impact, not just features.

Build in Accountability and Transparency

AI systems often operate behind the scenes. But their decisions can have real consequences. The guidelines emphasize:

• Clear documentation of how the AI works
• Requirements for explainability and user understanding
• Access to decision logs and audit trails

This level of transparency helps ensure that systems are fair, auditable, and responsive to user concerns.

Center Ethics and Equity

Any technology that affects people’s access to services must be fair and inclusive. The guidelines require vendors to show how they detect and reduce bias, follow ethical standards, and demonstrate real-world fairness across diverse groups.

They also recommend an Algorithmic Impact Assessment, a structured way to weigh risks and identify potential harms before launch.

Plan for the Full Lifecycle

AI isn’t a one-and-done tool. It evolves with data, policies, and user needs. The guidelines push for:

• Continuous monitoring and improvement
• Regular training for staff
• Feedback loops so users can report issues
• Change management support during implementation

By planning for long-term maintenance and adaptability, we keep systems useful and trustworthy.

Government in the Driver's Seat

The guidelines highlight open standards, data ownership, and interoperability to avoid vendor lock-in. That means we can integrate new tools into our existing tech landscape while keeping our options open in the future.

They also promote collaboration across agencies. Sharing lessons learned helps everyone make better decisions.

Next Steps for Your Team

If your agency is considering an AI tool, these guidelines offer a roadmap. They help you ask the right questions, draft stronger RFPs, and evaluate responses through the lens of public impact.

Explore the full guidelines to get started. And remember: thoughtful procurement is a powerful tool for equity, trust, and good government.

This post was created with a little help from AI for brainstorming and drafting, but every word was reviewed and refined by the author.

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• Thought Leadership