HomeMy WebLinkAboutCONSENT CS Darwin software AI Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Josh Peters, County Administrator
FROM: Shawn Frederick, Central Services Director
DATE: December 22,2025
RE: Darwin Software Purchase—Delegation of Authority
STATEMENT OF ISSUE:
Commissioner Brotherton and Central Services Director Shawn Fredrick have identified and
evaluated AI Governance Software necessary to place necessary guardrails around the use of
AI software by county employees, including the Microsoft Co-Pilot AI software already
purchased by the county. The software is a product of Darwin AI Corporation and is sold
through a Washington Department of Enterprise Services Washington Master Contract No.
051116 with Carahsoft Technology Corporation(UBI Number 603 053 226). AI Governance
Software is necessary to roll out AI software to county employees in a way that ensures
responsible use. The total price for the annual license and launch of the Darwin AI
Governance Software from Darwin is$26,500. A copy of the proposal is attached. The 2025
Annual Budget has a line item in it for the purchase of Darwin AI Governance Software.
The Board of County Commissioners should authorize Central Services Director Shawn
Frederick to sign a piggy back contract with Carahsoft Technology Corporation to purchase
the Darwin AI Governance Software, on a form that is approved by the Prosecuting Attorney's
Office.
ANALYSIS:
AI Governance Software is a necessary requirement before the county launches AI for its
employees. The Darwin AI Governance Software will help to prevent misuse of AI
technology with county-owned AI software. This Darwin AI Governance Software should be
purchased before the year ends, using the 2025 budget allocation. The sooner the county can
safely use the AI tools it already has,the sooner the county can benefit from the potential and
efficiency of the tools.
1
Consent Agenda
FISCAL IMPACT:
$26,500 for this year's license and launch,plus the on-going cost of a license for the Darwin
AI Governance Software.
RECOMMENDATION:
By motion, authorize Central Services Director Shawn Frederick to sign a final contract with
Carahsoft Technology Corporation that is approved as to form by the Prosecuting Attorney's
Office to purchase the Darwin AI Governance Software.
DEPARTMENT CONTACT:
Shawn Frederick, Extension 231
REVIEWED BY:
,11 11° 12/tie/
J i Peters, County Administrator Date
2
PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD j SUITE 100 I RESTON, VIRGINIA 20190
PHONE (703)871-8500 I FAX(703)871-8505 I TOLL FREE(888)66CARAH carahsoft,
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
TO: Shawn Frederick FROM: Megan Anderson
Director of Central Services Carahsoft Technology Corp.
Jefferson County,WA 11493 Sunset Hills Road
PO Box 1220 Suite 100
Port Townsend,WA 98368 USA Reston,Virginia 20190
EMAIL: SFrederick@co.jefferson.wa.us EMAIL: Megan.Anderson@carahsoft.com
PHONE: (360)385-9362 PHONE: (571)662-3908 FAX: (703)871-8505
TERMS: Contract Number:05116 QUOTE NO: 61549892
NASPO Master Contract Number:AR2472
Contract Term:07/17/2017 to 09/15/2026 QUOTE DATE: 12/12/2025
Shipping Point: FOB Destination QUOTE EXPIRES: 12/31/2025
Credit Cards: VISA/MasterCard/AMEX RFQ NO:
Remit To: Same as Above SHIPPING: ESD
Payment Terms: Net 30(On Approved Credit)
Sales Tax May Apply TOTAL PRICE: $26,500.00_
TOTAL QUOTE: $26,500.00
LINE NO. PART NO. DESCRIPTION QUOTE PRICE OPT' EXTENDED PRICE
1 D-Govern-T1-250-491 Darwin Govern-Tier 1 (1-250 Endpoints)-annual license $25,000.00 COOP 1 $25,000.00
Darwin AI, Inc-D-Govern-T1-250
2 D-LaunchPad-3-S-491 Darwin LaunchPad-Bundle of 3 Custom Workflows- $1,500.00 COOP 1 $1,500.00
Small-annual license
Darwin AI, Inc-D-LaunchPad-3-S
SUBTOTAL $26,500.00
TOTAL PRICE: $26,500.00
TOTAL QUOTE: $26,500.00
On purchase order to Carahsoft please include the following:
•Bill to:Name(POC if there is one),email,phone and mailing address
•End user/Ship to:Name,email,phone and mailing address
•If purchasing on a contract vehicle,please include Carahsoft's contract number.
•Includes all years in multi-year contract
CONFIDENTIAL QUOTE DATE: 12/12/2025
- - lllif,rr Nlfl. clCArlon-
Darwin
September 2025
Darwin Al Proposal
for
Jefferson County
Darwin
Darwin
1. Executive Summary
Al is already reshaping how cities operate—from automating routine
processes to improving constituent engagement—but most governments
lack the infrastructure to manage this transformation securely and
strategically. Shadow Al, policy misalignment, and limited visibility into tool
usage create real risks as adoption accelerates.
Darwin proposes a phased partnership with Jefferson County to establish
the governance foundation and operational capabilities needed for
responsible, county wide Al integration. At the core of this partnership is the
Darwin GovernTM platform, which provides county leaders with full visibility
and control over how Al is used across departments. Govern establishes
centralized guardrails, identifies unmanaged Al activity, and codifies the
county's Al policies—ensuring alignment with emerging standards,
compliance requirements, and internal expectations.
In tandem with Govern, Darwin will activate the Al Launchpad—a
structured, hands-on process to co-develop real, department-specific Al
agents and workflows. Built directly on top of the Govern platform, every
solution deployed through the Launchpad comes secure, compliant, and
ready for scale from day one. These automated, "agentic" tools are
developed in partnership with staff, based on real operational needs, and
embedded into day-to-day work where they deliver measurable value.
This two-part approach—Govern first, then Launchpad—ensures Jefferson
County can move confidently into the next phase of Al adoption: delivering
trusted, Al-powered services while maintaining the oversight, security, and
transparency expected of public institutions.
2. Darwin GovernTM platform Overview:
The Darwin Govern"' platform supports state and local government
agencies in securely adopting Generative Al (GenAl) technologies by
providing comprehensive visibility and policy enforcement for Al usage
across organizations. GovernTM includes a suite of tools that ensure Al
applications align with agency standards, policies, and regulatory
frameworks. Key Components of the Darwin Govern"' Platform include:
2
Darwin
Darwin
2.1. Darwin Al Policy Engine
This engine helps agencies establish or refine their Al policies based
on specific needs, regulatory requirements, and industry standards:
2.1.1. Policy Creation: Generates an Al policy framework customized
for the agency's industry and regulatory environment.
2.1.2. Policy Enhancement: Enhances existing policies with a scoring
mechanism that aligns with industry benchmarks and the
agency's risk tolerance.
2.1.3. Policy Codification: Translates Al policy into a rule system that
is enforced across workstations.
2.2. Darwin Al Navigator
The Al Navigator provides deep visibility into Al activities across the
agency, using an embedded Al Patch tailored to the county's
established Al policies. This patch continuously monitors Al usage,
ensuring compliance across all users while identifying potential
Shadow Al applications. Key functionalities include:
2.2.1. Shadow Al Identification: The Navigator detects unauthorized
or unvetted Al applications, allowing IT and relevant county
personnel to assess these tools. Based on the findings,
applications can be approved, flagged for further exploration,
or restricted if deemed too risky.
2.3. Darwin Al Control Center
This engine monitors and analyzes Al usage across departments,
delivering actionable insights on usage patterns:
2.3.1. Cross-Departmental Insights: Tracks Al use cases and
provides insights into metrics such as the frequency of
sensitive data (like PII) being processed in Al applications.
2.3.2. Usage Analysis and Centralized Reporting: Empowers IT and
leadership with a comprehensive view of Al activities,
supporting informed decision-making and data-driven
governance with RIO analysis and license optimization.
3
Darwin
Darwin
2.3.3. Compliance Records Center: Ensures alignment with the
Freedom of Information Act (FOIA) by maintaining structured
records of Al usage across the organization. This feature
allows for efficient access to relevant information for FOIA
requests, supporting transparency and accountability.
2.4. Darwin Al Risk Center
Darwin's Al Risk Center detects unauthorized or unvetted Al
applications, providing visibility to relevant county personnel for tool
assessment.
2.4.1. Risk Score: Provides an overall agency Al risk score with
tailored suggestions for improvements.
2.4.2. Incident Reporting: Shows open incidents and incidents by
domain, with the ability to see them by tool or by department.
3. Darwin LaunchpadTM Program
The Darwin LaunchpadTM helps agencies move from Al exploration to real
operational value. It compresses the entire Al lifecycle—from idea to live
deployment—into a secure, collaborative, and measurable process. Every
workflow is built directly on the GovernTM infrastructure, ensuring that each
agentic workflow is compliant, auditable, and policy-aligned from day one.
3.1. Step 1: Discovery & Use Case Definition Darwin partners with
individual departments to define mission-aligned Al workflows rooted
in real operational needs.
3.1.1. Department-level discovery through structured interviews
3.1.2. Identification of high-impact use cases based on daily
workflows
3.1.3. Definition of key parameters including users, integrations,
process flow, and authorization needs
3.2. Step 2: Rapid Build & Workflow Testing: Darwin transforms each use
case into a working agentic workflow, rapidly deployed to a small
group of early users (workflow champions) for iterative refinement.
3.2.1. Initial workflow built and deployed within days
4
Darwin
Darwin
3.2.2. Tested in a secure environment with selected champions
3.2.3. Iterated based on direct feedback from pilot users
3.3. Step 3: Operationalization & Scaling: Validated workflows are
embedded into department operations and scaled to relevant users,
with full support and ongoing visibility.
3.3.1. Secure, policy-aligned rollout via the Govern'" platform
3.3.2. Department-wide access and integration into daily operations
3.3.3. Usage insights to guide adoption, support, and optimization
4. Timeline
4.1. Govern Deployment & Onboarding (1-2 months)
4.1.1. Deployment of Al security patch/agent
4.1.2. Al Navigator data collection
4.1.3. Develop, upload, and codify Al policies and guidelines
4.1.4. Onboard teams and stakeholders to the platform
4.1.5. Adjust policy codifications and address incidents through the
Risk Center
4.2. Launchpad Implementation (Ongoing after Govern Deployment)
4.2.1. Analyze data, identify use cases that would benefit from
agentic workflows
4.2.2. Darwin to build wireframe designs and validate with
stakeholders
4.2.3. Agentic workflow build, training, and testing in collaboration
with Jefferson County stakeholder
4.2.4. Deployment of use case to production
5. Proposal Costs:
Services Cost Notes
Implementation - Included
Darwin Govern" $25,000 Annual
Darwin Al Launchpad" $1,500 Optional
(bundle of 3 workflows)
Total One-Year Pilot $26,500
Costs:
5
Darwin
Darwin
6. Client Expectations:
6.1. Govern" (Al Governance)
6.1.1. Assign a Project Manager to act as the single point of contact
and coordinate with the Darwin team. Commitment to a
bi-weekly 30-minute during onboarding followed by one-hour
Quarterly Business Review.
6.1.2. Permit installation of the Darwin endpoint agent/patch on
county-issued laptops and workstations.
6.1.3. Systems Administrator to support the setup of API integrations
with identity platforms (e.g., Active Directory) and the Darwin
Platform.
6.1.4. Policy Implementor to configure the platform to ensure
alignment with county policies and guidelines.
6.1.5. During the onboarding period, the technical team (Systems
Administrator and/ or Policy Implementor) participates in a
weekly 30-minute sync to provide feedback, review
deployment progress, and troubleshoot bugs.
6.2. LaunchpadTM (Workflow Design and Al Enablement)
6.2.1. Identify a dedicated stakeholder for each Launchpad workflow.
6.2.2. Provide input and relevant documentation on the current
process
6.2.3. Participate in design and feedback sessions
6.2.4. Test the system against defined requirements
6.3. Estimated Total Client Effort for Deployment
6.3.1. Govern': -12 hours total during onboarding (spread across
integration partner, technical syncs, and program oversight).
6.3.2. LaunchpadTM: -8 hours per workflow stakeholder.
Note: these estimates do not include internal agency time that may be
spent preparing Al Policy and conducting training.
6
Darwin
Darwin
7. Statement of Work
Deliverable Description
1 Scope & Success
Metrics Define engagement boundaries including
deployment plan, timeline, and roles.
Establish agreed success criteria (e.g.,
detection accuracy, policy enforcement,
uptime, usability, feedback thresholds).
2 Al Survey Report
Baseline report capturing employee
awareness, adoption, and sentiment toward
Al tools at project start. Serves as a
benchmark for measuring change.
3 Al Landscape (Navigator
Insights) Detailed visibility into actual Al tool usage
across the organization, including
classification of tools, usage frequency, and
departmental trends.
4 Governance (Codified
Policy in the Policy Hub) Development and delivery of an Al
governance framework, codified into policy
language for consistent enforcement and
communication.
5 Incident Management &
Risk Assessment Ongoing measurement of risk, with trend
analysis over the pilot period. Summary of
incidents identified based on codified policy.
6 Record Retention Continuous log of Al activity and governance
actions, retained in searchable format to
support compliance, auditability, and timely
responses to public records requests.
7
Darwin
Darwin
7
Al Adoption with Agentic Deployment of departmental Al workflow
Workflow automations, demonstrating measurable
efficiency gains and secure adoption
practices.
8
Case Study Comprehensive documentation of outcomes,
lessons learned, success stories, and
recommendations for scaling Al governance
and adoption.
8. Summary:
This proposal outlines a strategic partnership between the Jefferson County
and Darwin Al to establish the foundational infrastructure and operational
capacity for secure, policy-aligned Al adoption. Through the Darwin
GovernTM platform, the county will gain centralized visibility into Al activity,
codify and manage Al policies, and ensure alignment with emerging
standards. Building on that foundation, the Darwin LaunchpadTM will enable
Jefferson County to co-develop and deploy agentic workflows in direct
partnership with department staff—delivering measurable value while
maintaining compliance from day one. This initiative positions Jefferson
County to lead with confidence, transparency, and efficiency as it embraces
the next generation of government innovation.
Sincerely,
Noam Maital
CEO, Darwin fi......4__
8
Darwin