RFQ for AI Strategy and Knowledge Modernization

Project Description: 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