Votes at a glance: IT board approves multiple vendor agreements, amends PeopleSoft authorization and adopts generative AI policy

The Indianapolis City Information Technology Board took action July 22 on a set of procurement and policy resolutions affecting enterprise systems, vendor maintenance and the city’s approach to generative AI.

Key board actions at the meeting included approval of a multi‑year agreement with UKG for workforce/timekeeping services, approval of a three‑year maintenance and licensing agreement with Bluecrest for vote‑by‑mail equipment and software, amendment and approval of an authorization for PeopleSoft cloud migration services, and formal adoption of an ISA generative AI policy. A separate request to amend a Marion County Sheriff’s Office security contract with Security Automation Systems was presented and a motion to approve was made, but no vote appears in the provided transcript.

Resolution highlights

- Resolution 25-22 (UKG): Approved. Kate Coaten, chief digital officer for ISA, presented a request to authorize up to $3,000,000 over four years to cover software licensing, project management, implementation support and equipment for a UKG agreement used across multiple agencies (Sheriff’s Office, IMPD, Business and Neighborhood Services, Animal Care and Control).

- Resolution 25-21 (Bluecrest): Approved. Patrick (presenter name in packet) described a new three‑year licensing, service and maintenance agreement with Bluecrest for vote‑by‑mail machines and software; the amount requested was not to exceed $140,000 and did not meet the $250,000 threshold for additional procurement review. A board member recused from the vote; the chair called the motion and the resolution was approved.

- Resolution 25-23 (PeopleSoft migration services): Approved as amended. ISA presented an authorization request to migrate PeopleSoft from on‑premises to a cloud environment to improve disaster recovery and business continuity. The packet listed $550,000 over two years for the work; board members identified a typographical error in the draft resolution, agreed an amendment to remove the incorrect language, and approved the resolution as amended.

- Resolution 25-24 (Generative AI policy): Approved. Kate Coaten presented ISA’s generative AI policy, which the packet describes as guidance for agency employees, contractors and others about acceptable, discouraged and prohibited uses of generative AI tools. The policy recommends Microsoft 365 Copilot as the enterprise‑issued generative AI tool and instructs legal review of embedded AI features in procured applications. The board voted to adopt the policy.

- Resolution 25-19 (Security Automation Systems — Marion County Sheriff’s Office): Moved. The Marion County Sheriff’s Office requested the board amend its agreement with Security Automation Systems to increase the not‑to‑exceed amount by $112,000 for a one‑year period; Security Automation Systems provides badging, door control and camera services. A motion to approve resolution 25-19 was made, but the transcript does not include a recorded second or final vote in the provided excerpt.

Other action items presented included a court administration presentation about extending PKT kiosks; the presenter said two additional years were requested but the transcript does not record a resolution number or a vote for that item in the provided excerpt.

The chair closed the meeting after announcing the next board meeting date.