Recent legislative and executive efforts have significantly shaped the landscape of Artificial Intelligence (AI) policy within the federal government. Notable among these are the National Artificial Intelligence Initiative Act of 2020 and Executive Order 14110, designed to foster investment and regulate the rapid expansion of AI technologies. Despite the proliferation of policy documents such as the National AI R&D Strategic Plan and the Office of Management and Budget’s guidelines on AI governance, these directives often need more practical details for agencies to implement AI effectively in their specific operational contexts. This gap presents a critical challenge for federal acquisition processes, which require more concrete guidance to leverage AI advancements efficiently.

TechSur Solutions introduces AcquireAI, powered by our advanced generative AI platform, OnyxAI. Designed to tackle the complexities of federal acquisition, AcquireAI leverages AI-driven insights to streamline procurement workflows. Built on our proprietary GenAI platform, it not only enhances compliance but also significantly reduces errors. By simplifying acquisition strategies, AcquireAI empowers federal agencies to achieve better outcomes across all stages of the procurement process.

The Gap in the Federal Acquisition Process

Federal acquisition processes are witnessing a pronounced increase in complexity and volume, posing substantial challenges for contracting officers. According to Deloitte, as government spending has risen by an average of 4.5% annually over the past decade, the number of contracting actions has escalated even more dramatically, increasing by over 22% each year. This surge has created a significant workload disparity. In fiscal year 2022, each federal contracting officer managed approximately 2,000 contracting actions, compared to just 300 in 2013. This stark imbalance highlights the urgent need for scalable and efficient AI solutions. These solutions can help streamline the rapidly increasing demands of contract management and compliance requirements, ensuring a more balanced workload.

Moreover, the unique language used in federal regulations—often characterized by ‘legalese’—presents distinct challenges that conventional AI models struggle to address. Federal contracts use a specialized vocabulary and syntax that differ significantly from natural language. As a result, tailored AI solutions are required, specifically trained to process and understand this intricate linguistic style. By deploying AI models capable of comprehending and generating government-specific contractual language, agencies can achieve significant improvements in workflow automation. These models must also be continuously updated to reflect the latest changes in laws and regulations. This ensures that the systems remain both effective and fully compliant.

How AcquireAI Streamlines Federal Acquisition Processes

AcquireAI uses artificial intelligence, machine learning, and robotic process automation (RPA) to streamline procurement processes, ensure compliance, and foster innovation. This platform equips acquisition professionals with the tools they need to effectively navigate the complexities of AI policy and capitalize on the technology’s capabilities to improve acquisition efficiency and outcomes.

Automation of Routine Tasks

In the federal acquisition sphere, the integration of AI, ML, and RPA allows federal agencies to shift from low-value, repetitive tasks to high-value, mission-critical activities. RPA, in particular, is instrumental in automating routine tasks such as procurement request management, contract drafting, and invoice processing. These tools are designed to interact seamlessly with existing systems, automating tasks by mimicking human interactions without the need for extensive system overhauls, thereby saving on both time and implementation costs. For example, NASA has leveraged a bot to automate the creation of procurement requests, eliminating the need for manual input and allowing their procurement professionals to focus on more strategic work. Similarly, the General Services Administration (GSA) utilizes the Truman bot to streamline acquisition processes.

Standardizing Document Preparation

AI can significantly enhance the standardization of document preparation within federal agencies, ensuring that all documentation adheres to stringent federal regulations and standards. The AcquireAI system aligns with the specific requirements of federal documentation, covering both the precise language and the format prescribed by federal guidelines. By automating the document preparation process, our AI system eliminates the variability that typically accompanies manual document creation. This automation guarantees a high level of consistency and compliance with federal regulations, thus minimizing the risk of non-compliance and the associated need for costly and time-consuming revisions.

The impact of AcquireAI on reducing manual effort in document preparation is substantial:

• Automated Checks and Corrections: AcquireAI eliminates the need for manual revisions by automating compliance checks and accuracy validations.
• Time Reduction: The utilization of AI can slash the time spent on document-related tasks.
• Focus on High-Value Tasks: It frees up staff to concentrate on more complex and value-added activities.

The consistency in document quality diminishes the need for extensive downstream efforts typically required in document review and approval processes, streamlining operations in federal document management.

Real-Time Compliance Monitoring

Federal agencies require an AI-driven platform designed to adapt to evolving acquisition regulations, automating the monitoring and enforcement of compliance across the acquisition lifecycle. By providing real-time analytics, AcquireAI helps agencies ensure adherence to new and changing rules without the need for extensive manual oversight. This reduces the administrative burden, allowing contract managers to concentrate on strategic decision-making rather than routine compliance checks. Such capabilities are critical as the Department of Justice (DOJ) emphasizes the importance of continuous access to operational data for assessing compliance programs, underscoring the need for robust, automated systems that can keep pace with regulatory demands.

The platform’s real-time analytics capabilities enable proactive management of compliance risks by detecting potential violations early. This is crucial in an environment where the DOJ is increasingly using data analytics to uncover misconduct. This anticipatory approach also allows for timely self-disclosure of issues, aligning with federal agencies’ expectations. As a result, it can potentially mitigate penalties during enforcement actions, offering agencies a more strategic way to manage compliance risks.

Conclusion

As federal agencies navigate the complexities of modernizing acquisition practices, it is essential to transform policy-level guidance into actionable solutions. The importance of this step must not be overlooked. Advanced technologies like AcquireAI, powered by OnyxAI, help automate routine tasks and ensure compliance through real-time analytics. This allows agencies to proactively meet regulatory demands while boosting operational efficiency. Furthermore, with the support of the White House’s comprehensive AI policy, such tools become vital for addressing the increasing challenges in procurement and compliance.

If you’re a federal agency looking to optimize your processes and foster innovation, consider leveraging AcquireAI. This platform is specifically designed to streamline acquisition and compliance workflows effectively. By utilizing AcquireAI, agencies can achieve greater efficiency and ensure smoother operations in handling complex procurement tasks.