To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Execute a Contract with M3 Planning dba Madison AI
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Chief Information Officer, or designee to execute a contract with M3 Planning, dba Madison AI Inc., in an amount not to exceed $95,000 for business automation solutions for the period of December 9, 2025, through December 8, 2028.
FISCAL IMPACT:
The cost of this product is included in the Department’s FY 25-26 budget allocation for the IT Project “Artificial Intelligence Professional Services.”100% General Fund.
BACKGROUND:
For FY25-26, the Board approved $500,000 in General Fund allocation for the IT Project “Artificial Intelligence Professional Services” to be administered by the Department of Information Technology (DoIT) and the County Administrator’s Office. In May 2025, the County established the internal Artificial Intelligence Policy and invited department heads to propose forward-thinking AI pilot projects for implementation. Together, CAO, DoIT, the Clerk of the Board, Health Services, and Conservation and Development leaders explored opportunities for AI solutions to benefit their respective staff and the residents they serve. The group considered four (4) AI vendors for various capacities and recommended an initial engagement with Madison AI, Inc.
Madison AI, Inc. will partner with County Departments to develop three (3) proof-of-concept artificial intelligence (AI) capabilities that enhance staff efficiency and service delivery. Rather than creating a single enterprise-wide solution, these proofs of concept will focus on supporting specific departmental needs.
1) For the Clerk of the Board, AI tools will assist in drafting and summarizing staff reports and conducting research using historical templates and existing data.
2) For Health Services, the AI will support procurement and contracting functions by searching historical contracts, locating vetted language, identifying sample clauses, and accessing approved templates.
3) For Conservation and Development, the AI will aid in researching property history and allowable uses, as well as drafting related documents.
Overall, the solutions aim to streamline operations and elevate the quality of services provided for County staff and the community.
Madison AI is a public-private partnership, co-founded with Washa County, NV, and is uniquely situated to partner with local governments to provide AI solutions based on the County’s established and institutional data sources. The contract’s data-related and security provisions have been reviewed by County Counsel and the Department of Information Technology and are consistent with the County’s formal IT Security Standards.
The contract’s Special Conditions contains a limitation of liability provision, which caps Madison AI’s liability at the amount paid by the County during the twelve (12) months preceding the event that gave rise to the claim.
CONSEQUENCE OF NEGATIVE ACTION:
If the AI solutions are not purchased, the County will continue to face inefficiencies from manual processes, reduced staff productivity, and missed opportunities to improve service quality and consistency.