Make every dollar and hour count for your community
ManagedTEK AI Services helps mid-sized cities and counties deliver better services to residents without adding headcount or budget.
Does this sound like your city or department?
For city leadership and department heads
- Residents expect faster response times and better service, but your budget and headcount are flat or shrinking.
- Call and email volumes keep rising, and your staff is overwhelmed trying to keep up with 311, permits, and routine inquiries.
- You know AI could help, but you're worried about transparency, equity, public trust, and the political risk of getting it wrong.
- Every vendor is pitching "smart city" solutions, but you don't have the capacity to evaluate tools or manage pilots yourself.
For frontline staff and service teams
- You're drowning in repetitive requests: "What day is trash pickup?" "How do I get a permit?" "What's the status of my service request?"
- Important information is buried in email, SharePoint, old memos, and people's heads—and residents are waiting.
- You spend hours drafting routine communications, reports, and council memos instead of working on higher-priority issues.
- You're using AI tools quietly on your own, but you're not sure what's allowed or safe with public records and resident data.
For IT, legal, and operations
- Staff are using unsanctioned AI tools, and you're worried about public records, PII exposure, and open-records compliance.
- You need clear policies and guardrails, but no one has time to write or enforce them.
- Vendors keep adding "AI features" to your 311 system, permitting software, and work order platforms—but there's no strategy.
- You don't have the bandwidth to become the city's "AI team" on top of everything else you manage.
If this feels familiar, you're in the right place. See how we help →
Our products for municipal governments
We offer four productized services designed for mid-sized cities, counties, and public works departments. Start with one and expand as you see results.
1
AI Readiness & Responsible Use Assessment for Cities
Find the 2–3 services where AI will improve resident experience and free up staff capacity.
What's included
- Map core workflows: 311/citizen contact, permitting, public works requests, internal communications, grants, reporting.
- Identify time sinks, service bottlenecks, and opportunities for resident self-service.
- Interview key stakeholders: department heads, frontline staff, IT, legal, council liaisons, and community representatives.
- Assess current AI usage (official and shadow IT) and identify transparency, equity, and public records risks.
- Deliver a 6–12 month AI roadmap with estimated capacity gains, resident satisfaction improvements, and prioritized use cases.
- Include responsible AI framework: equity impact, transparency, accountability, and community engagement plan.
Timeline
6–8 weeks from kickoff to final presentation.
Pricing
Flat base fee for departments up to 20 people: $25,000
Per-person add-on above 20: +$500/person
Example: 100-person department = $25,000 + (80 × $500) = $65,000
What you walk away with
- Clear understanding of where AI creates value without creating public trust or equity issues.
- Time savings and resident satisfaction projections for each use case.
- A roadmap you can execute on or hand to your IT/innovation team.
- Responsible AI framework ready to present to council, unions, and community groups.
2
Citizen Services AI Pilot
Turn one high-volume service into an AI-assisted workflow in 6–10 weeks.
What's included
- Choose 1–2 high-impact services (e.g., 311 virtual assistant, permitting FAQ bot, work order triage, benefits application guide).
- Design and build an AI assistant that integrates with your existing tools (311 system, CRM, permit software, work order platform, website).
- Test with a pilot group (one department or service area) and real residents.
- Refine based on feedback, edge cases, multilingual needs, and accessibility requirements.
- Launch with tracking: measure response times, resolution rates, staff time saved, and resident satisfaction.
- Handoff documentation, training, and usage guidelines.
Timeline
6–10 weeks depending on complexity and integrations.
Pricing
Flat base fee for up to 20 users: $40,000
Per-person add-on above 20: +$800/person
Example: 100-person department = $40,000 + (80 × $800) = $104,000
Why the higher per-person cost?
Public services touch diverse populations with varying needs, languages, and accessibility requirements. Each extra staff member means more service types, more edge cases, more testing, and more refinement to ensure equity and accessibility.
What you walk away with
- A working AI assistant integrated into citizen-facing or internal workflows.
- Measurable improvements: faster response times, higher resolution rates, less staff time on routine requests.
- Trained staff who can support and expand the tool.
- Clear ROI data to justify expanding to more services or departments.
3
AI Training & Responsible Use Guidelines for City Staff
Equip your teams with safe, effective AI skills and clear policies.
What's included
- Role-based training: department heads, frontline staff, communications, legal, IT.
- Hands-on workshops with real city examples (drafting memos, responding to residents, summarizing documents).
- Prompt libraries and templates tailored to common city tasks and communication standards.
- Clear usage policies: what's allowed, what's not, how to protect PII and meet public records requirements.
- Office hours and Q&A so staff can get help applying AI to real work.
- Internal resource hub with guidelines, FAQs, and responsible AI principles.
Timeline
3–5 weeks for initial rollout; ongoing office hours available.
Pricing
Program fee covering up to 20 people: $15,000
Per-person add-on above 20: +$300/person
Example: 100-person department = $15,000 + (80 × $300) = $39,000
What you walk away with
- A city where everyone knows how to use AI safely, responsibly, and effectively.
- Higher adoption and actual usage (not just "we bought a tool").
- Clear guardrails so you're not worried about PII exposure, bias, or transparency issues.
- Reduction in ad hoc questions and shadow IT usage.
4
Managed AI Operations & Governance for Cities
Keep your AI services accurate, equitable, and improving over time.
What's included
- Monitor usage, quality, accuracy, equity, and cost of your AI services.
- Update workflows and guardrails as regulations, community needs, and technology change.
- Quarterly reviews with stakeholders: what's working, what's not, what's next.
- Roll out 1–2 new use cases per quarter (new service, new department, new channel).
- Dedicated support: clear point of contact for issues, improvements, and questions.
- Policy and governance updates to keep pace with public records laws, equity standards, and technology changes.
Timeline
Ongoing monthly subscription.
Pricing
Monthly base for up to 20 users: $6,000/month
Per-person add-on above 20: +$75/person/month
Example: 100-person department = $6,000 + (80 × $75) = $12,000/month
Why the lower per-person cost?
Once services are built and people are trained, ongoing work is lighter: monitoring logs, updating prompts, rolling out improvements, and fielding support questions. It's care and feeding, not heavy build work.
What you walk away with
- AI that keeps working and improving instead of becoming shelfware.
- Continuous improvement: new services and capabilities every quarter.
- Peace of mind that someone is watching quality, equity, transparency, and compliance.
- Your internal team can focus on serving residents, not managing AI experiments.
Most cities start with the AI Readiness Assessment, then run a focused pilot with one high-volume service (like 311 or permitting), and expand from there. Let's talk about your city →
What this looks like in your city
Here are three concrete examples of AI workflows we've designed for municipal governments.
Use case: 311 and citizen inquiry virtual assistant
The problem
Your 311 center is overwhelmed with routine questions: trash schedules, permit info, park hours, payment options. Staff spend hours answering the same questions, and residents wait on hold or days for email responses.
How AI helps
- Resident asks question via web, mobile app, SMS, or voice: "When is my trash pickup?" "How do I apply for a fence permit?"
- AI virtual assistant answers instantly using city data (schedules, permit requirements, FAQs, ordinances).
- For complex requests, AI collects information and routes to the right department with full context.
- Staff handle only cases that need human judgment or hands-on help.
Impact
- 30–50% of routine inquiries handled automatically without staff intervention.
- Faster response times (seconds instead of hours or days).
- 24/7 availability for residents, including after-hours and weekends.
- Staff can focus on complex cases, proactive outreach, and service improvements.
- Higher resident satisfaction and lower call/email volume.
Use case: Permitting and licensing FAQ and application guide
The problem
Residents struggle to navigate permitting: "Do I need a permit?" "What documents do I need?" "How long will it take?" Staff spend significant time answering these questions and fixing incomplete applications.
How AI helps
- Resident describes their project: "I want to build a deck" or "I'm opening a food truck."
- AI guides them through requirements, documents needed, fees, and estimated timelines.
- For simple cases, AI pre-fills application forms and checks for completeness before submission.
- Staff review complete, accurate applications instead of chasing missing information.
Impact
- 40–60% reduction in staff time answering basic permit questions.
- Fewer incomplete applications and faster review cycles.
- Residents get clear guidance upfront and fewer surprises.
- Better compliance because residents understand requirements from the start.
Use case: Internal knowledge assistant for city staff
The problem
Critical information is scattered: policies in SharePoint, procedures in email, ordinances on the website, historical context in people's heads. New staff take months to ramp, and even experienced staff waste time hunting for answers.
How AI helps
- Indexes all city documents: policies, SOPs, ordinances, council minutes, memos, and manuals.
- Staff ask natural-language questions: "What's our policy on X?" "Has council addressed Y before?"
- AI returns answers with citations back to source documents.
- Reduces shoulder-taps and "where do I find...?" interruptions.
Impact
- Faster onboarding for new staff (weeks instead of months).
- More consistent service and decision-making across departments.
- Less time wasted searching for information.
- Better institutional knowledge retention even as staff turn over.
Success Stories
Here are real examples of work we've done with organizations similar to yours.
Building a decision-intelligence platform
Investment organization, ~30 people
The challenge
A capital-allocation team was tracking decisions across CRM, spreadsheets, slides, and email. Every evaluation was inconsistent, and it was hard to compare opportunities or explain decisions to the board.
What we did
- Built a decision platform that scored opportunities against their strategic framework.
- Encoded evaluation criteria into a repeatable scoring engine with AI gap-filling.
- Added scenario planning and one-click board-ready exports.
Outcome
They cut evaluation time from weeks to days and gained a defensible, repeatable process. Every decision is now transparently comparable.
This same pattern applies to cities making decisions on capital projects, vendor selection, grant applications, and resource allocation.
Data literacy workshop for decision-makers
Team of ~20 people
The challenge
A team was making decisions based on data but struggled to build good hypotheses, interpret correlations, and avoid overfitting narratives to small datasets.
What we did
- Ran a hands-on workshop on hypothesis formation, data interpretation, and using AI as a thinking partner.
- Tied examples to their live projects and decisions.
Outcome
They left with practical skills to read data correctly and make smarter decisions faster, with more confidence and less analysis paralysis.
We run similar workshops for city leadership and department heads who want to be more data-driven in budgeting, performance management, and strategic planning.
How we integrate with your tools
We work with the civic tech and enterprise tools cities already use. No rip-and-replace required.
Typical municipal tech stacks include:
311 & Citizen Service
Salesforce (Service Cloud for Government)
ServiceNow
Granicus
SeeClickFix
CivicPlus
Permitting & Land Use
Accela
Tyler Technologies (EnerGov, Munis)
CityGrows
OpenGov
ERP & Finance
Oracle (JD Edwards, PeopleSoft)
SAP
Tyler Munis
Microsoft Dynamics
Work Orders & Asset Mgmt
Cartegraph
Cityworks
Lucity
Maximo
Records & Document Mgmt
Laserfiche
SharePoint
OpenText
Granicus GovDelivery
GIS & Mapping
Esri ArcGIS
Google Maps Platform
Productivity & Collaboration
Microsoft 365
Google Workspace
Microsoft Teams
Zoom
Example integration flows:
311 workflow
Resident question via phone/web/app → AI assistant searches knowledge base and city data → answers instantly or routes to department with context → staff handle only complex cases.
Permitting workflow
Resident describes project → AI guides through requirements and pre-fills application → staff review complete, accurate applications → faster approvals and happier residents.
Internal knowledge search
Staff member asks policy or procedural question → AI searches documents and returns answer with citations → staff get context in seconds instead of hours of searching.
Important: We are tool-agnostic. We don't resell software or lock you into specific vendors. We make your existing stack work smarter and more accessible.
Frequently asked questions
How long does a typical engagement take?
The AI Readiness Assessment runs 6–8 weeks. A Citizen Services AI Pilot is 6–10 weeks. Training rollouts take 3–5 weeks. Managed Operations is ongoing month to month. Most cities see useful results inside the first 8–12 weeks of any single product.
How do you handle resident data privacy and public records?
We work inside your environment wherever possible, use reputable AI providers with appropriate data agreements, and follow your security and privacy policies. Every workflow we build is designed with PII protection and public records obligations in mind from the start. We also help you write or refine your city's AI usage policy so staff know exactly what's safe.
What about transparency and explainability for residents?
Every AI service we build includes clear disclosure when residents are interacting with an AI assistant, easy escalation to a human, and documentation of how decisions are made. We build transparency into the design—not as an afterthought—so you can explain the system to residents, council, and the press if needed.
What about equity and bias?
Equity is a core part of our responsible AI framework, not an add-on. We assess each use case for potential disparate impact, design for multilingual and accessibility needs, and build monitoring to detect quality gaps across resident populations. Our readiness assessments include an equity impact review as a standard deliverable.
Do you replace our staff?
No. AI handles repetitive, high-volume work so your staff can focus on complex cases, community relationships, and higher-value service improvements. The goal is to make your existing team more effective—not to reduce headcount.
What if we've already bought AI tools from our vendors?
That's common. We don't try to replace tools you've already invested in. We help you standardize how they're used, integrate them into real service workflows, train your team to use them effectively, and measure actual impact—instead of leaving them as scattered features with uneven adoption.
How do you charge, and why the per-person model?
Each of our four products has a flat base fee covering up to 20 people, plus a per-person add-on above that. The add-on rate reflects the actual work each extra person creates: more departments to design for, more service types, more edge cases, and more training. Build-heavy work (like pilots) has a higher add-on than ongoing support.
What about union and labor considerations?
We understand that municipal AI projects often require union consultation and labor agreement review. We design our engagements to support—not bypass—those processes. Our responsible AI framework includes a stakeholder engagement plan that can include union representatives, and we're happy to participate in briefings or Q&A sessions with labor groups.
How do you handle political and public scrutiny?
We build for defensibility from day one: clear documentation, transparent decision trails, equity assessments, and governance frameworks you can present to council or the public. We've seen how quickly AI projects become political issues when they're not well-designed, and we build in the safeguards that help you get ahead of those concerns.
Can we start small and expand later?
Yes, and that's how most cities work with us. A typical path is: AI Readiness Assessment first, then one focused pilot with a high-volume service like 311 or permitting, then expand to other departments and add Managed Operations once the results are proven.
Get started with ManagedTEK AI Services
If you're a mid-sized city, county, or public works department and want AI that improves service without eroding public trust, we'd love to talk.
Step 1: Share a few details about your city or department
Or reach out directly
Email: info@managedtek.com
Phone: 707-205-3727
What happens next?
- We'll review your info and reach out within 1 business day.
- We'll schedule a 30-minute call to understand your city, services, and challenges.
- If there's a fit, we'll propose a starting point (usually the AI Readiness Assessment or a focused pilot with one service).
- You decide if and when you want to move forward—no pressure, no long contracts required upfront.
