1-RFP- AI Consulting Services.pdf

REFERENCE # 2026-RFP-DP-003

REQUEST FOR PROPOSALS (“RFP”) FOR CONSULTING TO ADVISE THE

HOUSING AUTHORITY ON ARTIFICIAL INTELLIGENCE (AI) USE

July 22, 2026

Overview and Qualifications

The Housing Authority of the City of Alameda (AHA) is a small government agency based in California with about 50 employees that manages the Housing Choice Voucher (HCV) Program (formerly Section 8), builds and manages affordable housing and a range of social services as well as financial, administration, and HR operations. AHA holds and manages substantial amounts of client Personally Identifiable Information (PII) and confidential information. For information regarding AHA and its work, please review www.alamedahsg.org.

AHA currently has a very restrictive AI use policy and almost no AI use is permitted in the workplace. AHA is looking for one or more consultants to advise senior management on the potential use of AI in all areas of the agency’s operations while maintaining information security.

The scope of work includes but is not limited to:

• AI best practice and policy: Assist senior management in understanding current trends, benefits, risks, and best practices for AI usage in a government context, especially where large amounts of client PII is held and managed. Provide a risk management framework for assessing AI. Develop a suitable AI policy that protects PII and confidential data in accordance with HUD regulations and State and Federal laws, while also optimizing responsible use of available AI systems of operational efficiencies.

• Assessment of current systems: Conduct an assessment of current enterprise systems (such as Yardi, Microsoft, and Laserfiche), including the extent to which these systems have AI built into current platforms and what they offer as expansion options for AI. See here for Catalog of Enterprise Systems used by AHA: Agency Documents - Housing Authority of the City of Alameda http://www.alamedahsg.org/ https://www.alamedahsg.org/resource-library/agency-documents/ https://www.alamedahsg.org/resource-library/agency-documents/

• Responsible, expanded of use of AI: Guide senior management in identifying areas where AI could be implemented safely within current enterprise systems, including but not limited to workflow management, outcome and performance measurement, communication with residents and vendors, and management of email and phone calls. Provide a tool for assessing the AI risk and benefits for expanded use of current platforms and for potential new software systems: for example, Smartsheets, Human Resources Information system (HRIS), procurement software, etc..

• Implementation: Assist in the implementation of the policy. Assist in the purchasing of new software or AI modules in existing systems in conjunction with AHA’s outsourced technology consultant. Advise on expected budget and costs.

Assist in the implementation of approved AI uses in specific software systems.

Create Standard Operating Procedures. Create and deliver training programs for staff. Provide tools for monitoring AI use and effectiveness.

• Managing risk: Provide guidance on assessing AI risk with third party vendors, such as property management providers, housing and social services consultants etc.

Assist with drafting and assessing appropriate risk transfer provisions in contracts related to third party use of AI, and provide ongoing advice as needed.

The proposer/s must have experience with similar projects in the government agency space, ideally in California. Experience with housing is not required but experience with Yardi would be strongly preferred. Strong understanding of the privacy requirements for government agencies is also important.

Schedule

• July 22, 2026: Publication of RFP

• August 3, 2026: Optional Bidder’s Conference 3:00 PST – see log in details below.

• August 5, 2026: Deadline for submission of questions by 3:00 PM PST

• August 10, 2026: AHA Response to questions through Euna (Bonfire)

• August 17, 2026: Proposal closing date and time of 3:00 PM PST

• September 16, 2026 (tentative): Anticipated date for selection of a Consultant(s)

Optional Bidders Conference – August 3 at 3pm Please join using this link:

https://v.ringcentral.com/join/263496744?pw=fda375769b9ff27081243933aeb0055d Meeting ID: 263496744 Password: PBHJ59DjKV One tap to join audio only from a smartphone:

https://v.ringcentral.com/join/263496744?pw=fda375769b9ff27081243933aeb0055d

+12679304000,,263496744#,,7245593558# United States (Philadelphia, PA) +15107474330,,263496744#,,7245593558# United States (Alameda, CA) Or dial:

+12679304000 United States (Philadelphia, PA) +15107474330 United States (Alameda, CA) Access Code / Meeting ID: 263496744 Dial-in password: 7245593558

Instructions And Procedures For Submittal

Questions and responses are to be uploaded to Bonfire, registration required. The site and information can be found here: https://www.alamedahsg.org/contracting-with-aha. Only responses made on Bonfire will be considered.

Other required documents

1. Cover letter with name of authorized signatory and a statement that:

The standard AHA consultant contract and insurance requirements have been reviewed, and any changes are requested as part of the proposal.

No changes in this contract or insurance requirements after bids have closed will be accepted. The sample contract and insurance requirement can also be found under Bonfire Files. Cyber liability insurance will be required.

2. A brochure or similar describing your firm's services and experience.

3. A proposal (max. 3 pages). This must include experience with similar government AI projects (cite specific examples); your proposed approach, approximate timeline, and approximate hours; and the name and qualifications of the person who would lead the project. Describe any experience you have with our specific enterprise systems.

4. Cost Proposal - Complete the Cost Proposal spreadsheet including whether you are offering a flat project fee or by the hour costs. Please include any additional costs (e.g., travel, printing, etc.) and ensure this is signed by the proposer.

5. AHA Form: Conflict of Interest: https://form.alamedahsg.org/Forms/A4Gpo

6. AHA Form: Profile of Proposer

7. Three government references, preferably in California, or organizations using Yardi.

8. Optional: Collateral such as Company overview and resumes.

Attachments:

• AHA form: Profile of Proposer https://www.alamedahsg.org/contracting-with-aha https://form.alamedahsg.org/Forms/A4Gpo

• Sample consultant Agreement

• Required Insurance

• Cost Proposal