IFB --- AI Powered Government Research Assistant

1
Invitation for Bids
Town of Coventry, Rhode Island
Department: IT
Description: AI Powered Government Research Assistant
Bid Closure & Bid Opening
Sealed Bid Responses2 to this IFB shall be received until noon on August 7, 2026 by the Town
Clerk's Office located within the Coventry Town Hall at 1670 Flat River Road, Coventry, RI
02816. The forgoing date and time shall mean and is the "Bid Closure", which sets the hard
deadline for the submission of all Bid Response documents.
Generally, the normal business hours for the Town of Coventry (hereinafter "Town") are
Monday through Friday between the hours of 8:30 a.m. and 4:30 p.m. and Town offices are
closed on legal holidays recognized by the Town. Please consult the Town's calendar on its
website (www.coventryri.gov) for current information.
Bids shall be opened publicly and read out loud in the Town Council Chambers located at the
aforementioned address on 11 A.M. on August 7, 2026. Each bid, together with the name of the
bidder, shall be recorded and an abstract of each bid made available for public inspection.
Subsequent to the awarding of the bid, all documents will be retained in accord with state law
concerning public record retention (R.I. Gen. Laws 38-1-1 et seq. and 42-8.1-1 et seq.) as well
as all regulations promulgated by the Rhode Island Department of State (www.ri.sos.gov).
Any bid received after the Bid Closure will not be accepted and will be returned to the bidder
unopened. It is the bidder's responsibility to ensure that its Bid Response is received in a timely
manner in the Town Clerk's prior to Bid Closure.
1 Invitation for Bid may be hereinafter referred to as "IFB."
2 "Bid Response" documents or "Bid Responses" shall mean and include the "Bid Response Package",
which is published by the Town of Coventry as part of this IFB, and shall include any supporting
documentation prescribed herein or by law, and which may be necessary, ancillary and/or corollary to the
bidder's response being complete and responsive to this IFB.

INSTRUCTIONS TO BIDDERS3
This IFB and Bid Response form may be obtained in person at the Town Clerk's during normal
business hours or online at https://coventryri.gov.
1. Bid Responses
1. A bidder's Bid Response to this IFB must include: (1) IFB Response - Bid Form; (2) Vendor
Responsibility Form with attachments provided by the vendor; (3) Equal Opportunity
Employer Statement and Certification; (4) Non-Collusion Statement; (5) any and all
supporting documents, as may be specified or required herein, submitted by the bidder to
supplement the Bid Response; and (6) any and all documentation required by Coventry Code
of Ordinances Chapter 56 11. The foregoing documentation shall constitute the bidder's
entire, sealed, competitive bid proposal to the Town to provide the service(s) and/or good(s)
requested by the Town in this IFB.
2. All Bid Responses must be provided in person, in hard copy, and in the Office of the Town
Clerk. All Bid Responses must be in ink and have the original "wet" signature of the bidder
or its duly authorized agent on all documents and forms requiring a signature. Under no
circumstance will Bid Responses be accepted by any digital or electronic means, including
but not limited to telephone, fax, or email.
3. Bid Responses shall be submitted in a sealed envelope large enough to accommodate all Bid
Response documents and it shall be clearly marked "AI Powered Government Research
Assistant" on the exterior of the envelope.
4. Bid Response documents shall include an original Bid Response, plus three (3) copies.
5. All Bid Responses will be accepted by the Town and reviewed by the Town in accord with
all IFB Instructions, General Conditions, and any other specifications stated herein or
attached hereto by the Town. Any departure from, exceptions to, or modifications of this IFB
by a bidder must be noted by the bidder and fully explained, in its bid response.
6. Any communication of any kind and in any manner or medium with the Town that is not a
Bid Response to this IFB should be marked, labeled, designated or entitled - "NOT a Bid
3 The terms "Bidder" and "Vendor" as may be used in this IFB and the Response Package are
used interchangeably. The use of the term "Vendor" does not imply and is not intended to mean
that a contractual or quasi-contractual vendor relationship exists between any Bidder and the
Town.

Response" or "NOT a Bid" written on the envelope.
7. Bid Responses shall contain all necessary mathematical computations and figures. In
addition, any prices and/or pricing set forth in the Bid Response should be stated in words
and in numbers. The Town reserves its right to reject any Response to this IFB on the basis
that pricing is not so stated or any Response in which there is a lack of agreement or
congruity between the pricing as stated in words and the pricing set forth in numbers.
8. A bidder must itemize the pricing of each aspect of in the Bid Response, where applicable
and whenever possible. In addition, the pricing and financial aspects of a Bid Response
MUST be totaled when and where applicable by sub-total and by overall total amount. The
Town reserves its right to make an award the basis of total proposed amount of an IFB
Response or by individually priced items in an IFB Response.
9. Each bidder's IBF Response shall, for individuals, state the full name and place of residence;
and the names of persons or firms with whom the bidder is submitting a joint proposal. All
bids made by a legally cognizable entity (i.e., LLCs, corporations, partnerships etc...) shall
disclose the names and addresses of senior managers, shareholders, principals and anyone
else holding an ownership interest in the entity.
2. Bidder and Bid Qualifications; Bid Evaluation
Bidders and bid qualifications are evaluated by the Town in accord with R.I. Gen. Laws 45-55-
5(b), Coventry Home Rule Charter Art. X 10.23, and the Coventry Code of Ordinances
Chapter 56 11. The bid award will be based on the lowest qualified evaluated bid.
The Town reserves its right to conduct due diligence as it deems necessary to assess the bidder's
performance capability, capacity, qualifications and any other criteria required by the IFB to
provide the service(s) and/or good(s) requested in the IFB. At the Town's request, bidders shall
furnish and any and all additional information and data as may be requested by the Town for its
due diligence.
3. Required Attachments to the Bid Response
Each Bid Response shall include the following:
a. IFB Bid Response - Bid Form;
b. Vendor Responsibility form;
c. Equal Opportunity Employer form;
d. Non-Collusion Statement;
e. Vendor's proposed form of contract;
f. Any other information that may be required due to the nature of the good(s) and/or
service(s) to be provided; and
g. Any and all information required by the Coventry Code of Ordinances Chapter 56 11.
4. Acceptance or Rejection of Bids; Town's Reservation of Rights

The Town will accept or reject bids no later than ninety (90) days following the date on which
bids are opened. The Town reserves the right to reject or accept any or all bids or portion thereof
where such acceptance or rejection would, in the Town's sole discretion, be in the best interest of
the Town, and further reserves the right to reduce or modify the scope of the
procurement/purchase of goods and/or services in order to meet funding limits, budget and
scheduling constraints.
6. IFB Terms, Specifications and Questions
Bidders must examine the IFB carefully as to the specification of service(s) and/or good(s) the
Town is requesting. In case doubt shall arise as to the meaning or intent of anything shown in the
specifications, an inquiry shall be made in writing to the Town before the bid is submitted. The
submission of a Bid Response shall indicate that the bidder thoroughly understands the terms of
the IFB and specifications.
If a bidder has questions, requires additional information, or requires some clarification
regarding the IFB, please contact (in writing ONLY via email) the following contact at the Town
no later than noon on August 3, 2026:
Director of IT Department, at IT@coventryri.gov
5. Addenda - Individual and other Bidders
Any bidder specific due diligence is addenda that the bidder shall include as a necessary part of
the bidder's Bid Response. Any addenda, including response(s) to bidders' questions, issued
after the request for bids are distributed shall be covered in the Bid Response.
GENERAL CONDITIONS
1. Reservations
a. The Town may waive minor differences in specifications provided these differences do not
violate the intent of the specification or materially affect the operation for which the item is
being acquired.
b. Bids which show omission, irregularity, alteration of forms, or additions not called for, and
conditional or unconditional, unresponsive bids or bids obviously unbalanced may be
rejected.
c. The Town reserves the right to award contracts on a lump sum or an individual item basis or
such combination thereof as the interests of the Town may require.
d. If in the Town's judgment, the Town's best interest will be served by doing so, the Town

reserves the right to reject any and/or all bids; to accept a portion of a bid or bids only; to
advertise for new bids; to proceed to do the work otherwise; or to abandon the work.
e. If a Bid Response is made in collusion with any other bidder, then both bids will be rejected.
f. A responder who is an out-of-state corporation shall qualify or register to transact business in
this State, in accordance with General Laws of the State of Rhode Island.
g. In determining the lowest qualified evaluated bid, cash discounts for payments less than
thirty (30) days will not be considered.
h. The Town reserves the right to award to one bidder, or to split the award among bidders.
i. All bids will be disclosed at the formal proposal opening. After a reasonable lapse of time,
tabulation of proposals may be seen on the Town's website (www.coventryri.gov)
j. As the Town is exempt from the payment of Federal Excise Taxes and Rhode Island Sales
Tax, prices quoted are not to include these taxes.
k. In case of error in the extension of prices quoted, the unit price will be considered.
l. A vendor will not be permitted to either assign or underlet the contract, nor assign legally or
equitably any money hereunder, or its claim thereto without the previous written consent of
the Town Manager.
m. Delivery dates must be shown on the bid proposal. If no delivery date is specified, it will be
assumed that an immediate delivery from stock will be made.
n. A certificate of insurance (hereinafter "COI") shall be required of a successful bidder within
ten (10) calendar days of the contract award and shall be provided to the Town. The "Town
of Coventry" shall be an additionally named insured in the title holder box of the COI.
o. Bid proposals may be submitted on an "equal" in quality basis. The Town reserves the right
to decide equality. Responders must indicate brand or make offered and submit detailed
specifications if other than the brand requested.
p. For contracts involving construction, alteration and/or repair work, the provisions of R.I.
General Law 37-13-1 et seq., concerning payment of prevailing wage rates apply.
q. No goods should be delivered, services provided or work commenced without Notice from
the Town.
2. Disputes
In cases of disputes as to whether a good, service or work quoted or delivered meets the IFB
specifications, the decision of the Town shall be final and binding on both parties.

3. Failure to Deliver
In the event the vendor fails to deliver, provide and/or perform the goods, services or work
pursuant to the terms of the contract, the Town shall have the right to purchase and procure on
the open market such goods, services or work specified in IFB and the Town shall be entitled to
damages as a result of such failure.
4. Insurance
The vendor shall maintain such commercial general liability and broad form property damage
insurance and Workers' Compensation Insurance as will protect the Town from any and all
claims under Workers' Compensation Act, and from any other claims for loss or damages or for
general injury or damage to property which may arise from vendor's operations under the
contract; whether such operations be by themselves or by any subcontractor or anyone directly or
indirectly employed by either of them. The COI shall be on an occurrences basis.
The vendor shall name the Town of Coventry, 1670 Flat River Road, Coventry, RI 02816, as a
certificate holder and additional insured to the required insurance policy and will furnish a COI
to the Town within ten (10) calendar days from the date of award, but in no event later than the
date of execution of the contract.
Specific minimum coverage limits are as follows:
1. Comprehensive Liability Insurance: Limits of Coverage (Applies ONLY to Contractors
performing services in and/or for the Town; NOT for supply only Contracts) for commercial
general liability and broad form property damage coverage are to be no less than Five
Million Dollars ($5,000,000.00) occurrence/Five Million Dollars ($5,000,000.00) aggregate
personal injury and death and Five Million Dollars ($5,000,000.00) property damage. Five
Million Dollars ($5,000,000.00) aggregate, where insurance aggregates apply.
2. Automobile Liability Insurance: Motor vehicle insurance meeting the requirements of Rhode
Island law and covering every vehicle and driver involved in providing the services, in the
following amounts:
a. Bodily injury liability with limits of $500,000.00 each person and $5,000,000.00 each
accident.
b. Property damage liability with a limit of $100,000 for each accident.
3. Workers' Compensation: Contractor shall maintain Worker's Compensation coverage for
the duration of the contract. Evidence of coverage must be presented before the final contract
is signed by the Town.
Failure to provide current insurance shall result in termination of the contract.

5. Indemnification
The successful bidder/vendor will be required to indemnify, defend and hold the Town harmless
against any and all liability to any person or persons or damage to any property for or by any
reason of any condition or malfunction of the materials used, and against any and all claims
made or liability to any person or persons by reason of any act or omission or negligence of the
bidder or any of its agents, servants, or employees. This indemnification shall include
reasonable attorney's fees incurred by the Town in connection with such claim or liability.
Vendor further agrees to indemnify and hold harmless the Town from and against any and all
liability in any way arising out of or related to vendor's operation and/or performance of its
obligations hereunder. The indemnity shall be the broadest form available and shall include
indemnity against any liability arising out of or caused by the negligence of the vendor, its
agents, subcontractors, and employees.
6. Inspections
The Town has the right to inspect and test all goods, services, materials, equipment and machines
called for by the contract, to the extent practicable at all times and places during the term of the
contract. The Town shall perform inspections and tests in a manner that will not unduly delay the
provision of goods, services or work under the contract. If any of the goods, services, materials,
equipment and machines or work do not conform to contract specifications, the Town may
require the contractor to perform its contractual obligation again or provide replacement
performance of the vendor's contractual obligations in conformity with contract specifications, at
no increase in contract amount.
CONSTRUCTION AND SERVICE IFB TERMS
1. It is hereby mutually understood and agreed that no payment for extra work shall or will be
claimed or made unless ordered in writing by the Town Manager or his designee.
2. Awards will be made within ninety (90) days of the IFB Response or bid opening. All
proposal prices will be considered firm, unless qualified otherwise. Requests for price
increases will not be honored.
3. Failure to deliver within the time quoted or failure to meet specifications may result in
default action in accordance with the general specifications. It is agreed that deliveries and/or
completion are subject to strikes, lockouts, accidents and Acts of God.
4. Only one shipping charge will be applied in the event of partial deliveries for blanket
purchases or term contracts.

5. The successful bidder shall, prior to commencing performance under the contract, attach and
submit evidence that they have complied with the provisions of the Rhode Island Worker's
Compensation Act. If the successful bidder is exempt from compliance under the Worker's
Compensation Act, an officer of the successful responder shall so state by way of sworn
Affidavit which shall accompany the signed contract.
6. Minority Business Enterprise (MBE) - Contractors must supply an MBE Action Plan which
demonstrates that 10% of the dollar value of the work performed shall be performed by
MBE, WBE, or DBE where it has been determined that subcontract opportunities exist, and
where certified Minority Business Enterprises are available.
Respondents should be aware of all applicable MBE requirements, as set forth in R. I. Gen.
Laws 37- 14.1-1, et seq. The mandate is for a minimum ten percent (10%) participation by
MBE's in all school procurements. For further information, contact the State MBE
Administrator at (401) 574-8253 or Dorinda.Keene@doa.ri.gov, or visit the website
http://www.mbe.ri.gov/.
IFB SPECIFICATIONS
1. Introduction
The Town of Coventry, RI is seeking sealed bids from qualified vendors to provide an
AI-powered research assistant software solution. The goal is to enhance internal
efficiency, improve response times to public inquiries, and streamline access to
government documentation and information.
2. Background
Mid-sized municipalities like ours are experiencing rapid growth and increasing demands
on staff. Government employees currently spend a significant portion of their time
retrieving information and responding to inquiries, leading to delays, inefficiencies, and
increased costs. We aim to implement a solution that reduces these bottlenecks and
supports both internal operations and public-facing communication.
3. Scope of Work
The selected vendor will provide a SaaS solution that includes, but is not limited to:
- AI-powered chatbot capable of responding to employee inquiries in seconds
- Integration with existing documentation and systems
- Support for multiple languages
- 24/7 accessibility
- Secure ingestion of various document types including:
Ordinances, resolutions, SOPs and policies
o
Planning documents, emergency plans, building code
o

Meeting minutes, meeting agendas, contracts, grants, and more
o
4. Key Requirements
- Custom-trained AI on our unique documentation
- Separate public and private facing AI-powered chatbots
- Consistent and reference-backed responses
- API integration with existing Town systems
- Ongoing support and training
- Compliance with data privacy and security standards
- Annual cost not to exceed $20,000
- Ability to read and understand Planning site-plans
5. Proposal Submission Instructions
Interested vendors must submit the following:
- Company profile and relevant experience
- Detailed technical proposal
- Implementation timeline
- Cost proposal (including licensing, onboarding, and support)
- References from similar government implementations