Partnership Overview
Fort Wayne Community Schools manages procurement across 50+ schools, governed by a complex intersection of Indiana Code 5-22, USDA Child Nutrition regulations (2 CFR Part 200), IDOE requirements, and local Board policy. Manual compliance navigation creates risk, delays, and administrative burden.
The Fort AI Agency proposes to build a Procurement Compliance AI — an intelligent system that takes a purchase request as input and instantly generates the correct compliance pathway, required documentation, approval workflow, and risk flags.
Phase 1 — Compliance Intelligence Engine
Compliance Rules Engine
Every procurement rule codified and instantly accessible
Regulations Covered
- ✓ Indiana Code 5-22 (all thresholds + exceptions)
- ✓ USDA 2 CFR Part 200 (Uniform Guidance)
- ✓ 7 CFR 210.21 (Buy American preference)
- ✓ IDOE procurement guidelines
- ✓ IC 5-16 (public construction, prevailing wage)
- ✓ FCC E-Rate Form 470 rules
FWCS Board Policy
- ✓ Director approval thresholds
- ✓ Superintendent approval levels
- ✓ Board approval requirements
- ✓ Emergency purchase procedures
- ✓ Sole source justification rules
AI Analysis & Guidance Layer
Plain-English compliance guidance for any purchase
Capabilities
- ✓ Natural language compliance explanations
- ✓ Risk flags with severity levels
- ✓ Actionable next steps for each purchase
- ✓ Documentation checklist generation
Workflow Automation
- ✓ Auto-route by amount + category + funding
- ✓ Approval chain identification
- ✓ Required quotes / bid thresholds
- ✓ Federal fund category detection
Procurement Dashboard
Web-based interface for purchasing staff and department administrators
Interface Features
- ✓ Simple purchase request form
- ✓ Instant compliance pathway display
- ✓ Visual decision tree / funnel
- ✓ Printable documentation checklists
Administration
- ✓ Role-based access (Staff, Director, Superintendent)
- ✓ Full audit log of compliance decisions
- ✓ In-app bug report / feature request button
- ✓ No installation required (web-based)
Phase 2 — Full Integration (Optional)
ERP Integration & Workflow Automation
Quoted separately after Phase 1 proves value
Integrations
- → PowerSchool ERP or equivalent
- → Automated PO draft generation
- → Quote request / bid document templates
Automation
- → Email routing for approvals
- → CFO / compliance officer reporting
- → Staff training documentation
Project Timeline
Kickoff & Requirements
Confirm FWCS Board thresholds, custom rules, existing workflows
Rules Engine Build
Core compliance matrix — all IC 5-22 / USDA / IDOE rules codified
AI Layer & Dashboard
Working web interface with AI-powered compliance explanations
FWCS Review & Testing
Live testing with purchasing staff on real procurement scenarios
Refinements & Launch
Adjustments based on staff feedback, production deployment, training
Investment
| Phase 1 — Compliance Intelligence Engine | Cost |
|---|---|
| Discovery & Requirements | Included |
| Rules Engine Development | Included |
| AI Analysis Layer | Included |
| UI / Dashboard | Included |
| Testing & Refinement | Included |
| Phase 1 Total | $10,000 |
Payment: 50% ($5,000) at project kickoff • 50% ($5,000) upon Phase 1 acceptance
Monthly Platform Subscription
Additional feature requests or custom integrations: $150/hour
Success Metrics
By the end of Phase 1, FWCS purchasing staff will be able to:
What FWCS Provides
- 1 Assign a primary point of contact (Felipe recommended)
- 2 Provide current FWCS Board Policy thresholds in writing
- 3 Provide 5–10 sample real purchase scenarios for testing
- 4 Schedule a 2-hour requirements session with Purchasing Director and IT
- 5 Review and approve Phase 1 deliverable within 5 business days
Technology & Compliance
Technology Stack
- ✓ Next.js / React (web-based, no installation)
- ✓ AWS Bedrock (FERPA-compliant, serverless)
- ✓ PostgreSQL (Supabase) for audit trail
- ✓ Claude AI (document analysis)
Data & Security
- ✓ All data within US AWS regions
- ✓ No student data — purchasing data only
- ✓ Role-based access controls
- ✓ Full audit log of all decisions