Addendum_#1_vendor-ai-policy.pdf
PDF 127 KB Posted
- Attached to
- AI PLAN REVIEW SOFTWARE
- Solicitation number
- 25-P-00143
- Issued by
- Hillsborough County, Florida
About this file
This is an Addendum to a Request for Information document establishing the City of Tampa's Artificial Intelligence Usage and Vendor Responsibilities Policy (PL-5.1.2), effective July 1, 2024, applicable to the City of Tampa Development and Growth Management department and Technology & Innovation Department in their procurement of AI-Based Plan Review Software. The policy applies to all AI systems used by the City of Tampa and third-party vendors engaged for AI-related services. Vendors responding to the AI Plan Review Software RFI must demonstrate commitment to ethical AI principles and transparency while adhering to local, state, and federal regulations. The policy establishes a submission deadline of May 13, 2025, at 3:00 PM, with questions due by May 6, 2025, at 5:00 PM. The software will assist in-house plan reviewers and permit submitters in identifying and resolving basic code compliance issues related to Florida Building Codes prescriptive requirements, including building square footage, code references, addresses, elevations, product approvals, and construction types before formal application submission. Integration with the City's existing Accela permitting platform is preferred. The RFI represents an initial information-gathering phase, and the City reserves the right to request demonstrations and use collected information to develop a future formal Request for Proposal.
The policy mandates that vendors provide detailed algorithmic transparency, implement bias mitigation measures, establish robust security measures to protect AI systems from unauthorized access, use diverse and representative training datasets, and clearly define data ownership rights and retention periods. Vendors must comply with existing data protection laws and regulations and establish mechanisms for explaining AI decisions to the public. The City will monitor vendor compliance through regular audits and reviews, and vendors must promptly respond to requests for information regarding system performance, security, and adherence to ethical principles. No specific budget range is definitively stated in the RFI, with the solicitation review checklist indicating a minimal departmental budget of $1.00, confirming this is an information-gathering phase rather than a direct procurement. Vendors are expected to bear their own costs for preparing responses. The City is not obligated to purchase any solution and maintains flexibility in proceeding with potential implementation.
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Policy # PL-5.1.2 PUBLIC Page 1 of 3
Information Security Policies
Artificial Intelligence Usage and Vendor Responsibilities Policy # PL-5.1.2 Effective Date [07/01/2024] Email securityoffice@tampagov.net
Version 1.0 Contact Martin Zinaich, CISO
Phone 813.274.8547
OVERVIEW
As the City of Tampa embraces technological advancements, the use of artificial intelligence (AI) holds great potential for enhancing public services, efficiency, and innovation. This policy outlines the guidelines and responsibilities associated with the deployment of AI technologies by the City of Tampa and its vendors.
OBJECTIVE
The primary objective of this policy is to ensure the ethical, responsible, and transparent use of AI technologies to benefit the community while safeguarding privacy, equity, and accountability.
DEFINITION AND SCOPE
Artificial Intelligence (AI): For the purpose of this policy, AI refers to systems and technologies that can perform tasks that typically require human intelligence, such as learning, reasoning, problem-solving, perception, and language understanding.
Scope: This policy applies to all AI systems used by the City of Tampa and any third-party vendors engaged for or utilizing AI-related services.
ETHICAL CONSIDERATIONS
• All AI systems used by the City of Tampa must adhere to ethical principles, including fairness, transparency, accountability, and the protection of privacy and human rights.
• Bias mitigation measures should be implemented to prevent discriminatory outcomes, ensuring that AI systems treat all individuals and communities fairly.
PRIVACY AND SECURITY
• The City of Tampa and its vendors must comply with existing data protection laws and regulations, ensuring the privacy and security of citizens' information.
• Transparent data governance policies must be in place, clearly defining the collection, storage, and use of data in AI applications.
Policy # PL-5.1.2 PUBLIC Page 2 of 3
VENDOR RESPONSIBILITIES
Vendor Selection: The City of Tampa will require that vendors commit to ethical AI principles and transparency, in addition to adherence to any local, State and Federal regulations that govern the use of AI.
Algorithmic Transparency: Vendors must provide detailed information on the algorithms used in their AI systems, allowing for external audits and assessments.
Data Ownership and Retention: Vendors must clearly define data ownership rights and specify the duration for which data will be retained. Data collected for AI purposes will not be used for any other purposes without explicit consent.
Security Measures: Vendors are required to implement robust security measures to protect AI systems from unauthorized access, data breaches, and other security threats.
Training Data: Vendors must use diverse and representative datasets for training AI models to minimize biases and ensure the fairness of outcomes.
ACCOUNTABILITY AND TRANSPARENCY
• The City of Tampa and its vendors must establish mechanisms for explaining AI decisions and actions to the public, ensuring transparency in the use of AI technologies.
• In the event of AI system errors or unintended consequences, vendors and the City of Tampa must take immediate corrective actions and inform the affected parties.
COMPLIANCE AND MONITORING
• The City of Tampa will regularly monitor the implementation of this policy and assess vendors' compliance through audits and reviews.
• Vendors must promptly respond to any requests for information from the City of Tampa regarding AI system performance, security, and adherence to ethical principles.
REVIEW AND UPDATES
This policy will be subject to periodic review and updates to reflect evolving technologies, ethical considerations, and legal requirements.
CONCLUSION
By adhering to this policy, the City of Tampa aims to harness the benefits of AI while ensuring the responsible and ethical use of these technologies in the best interest of its citizens.
REFERENCES
None.
Policy # PL-5.1.2 PUBLIC Page 3 of 3
RELATED DOCUMENTS
None.
APPROVAL AND OWNERSHIP
Created By Title Date Signature
Martin Zinaich CISO 07/08/2024
Approved By Title Date Signature
Eric Hayden CTO/CIO [07/09/2024]
REVISION HISTORY
Version Revision Date Review Date Description
1.0 07/08/2024 [07/09/2024] Final Version 1.0
Note: A hard copy of this document is for reference only and the latest approved version is located on the City of Tampa Intranet – Information Security Office site (Permalink)
File details come from the government source that posted it. Updated .