What to Look Out for When Acquiring AI Systems
Summary
The IEEE Standards Association has been developing a standard, IEEE 3119-2025, aimed at guiding procurement teams through the acquisition of artificial intelligence and automated decision systems, particularly in high-risk domains such as government-related education, health, and employment sectors. This standard has been tried and tested with input from a European Union agency, which helped refine its components to better meet user needs. Originally, the standard comprised five processes: problem definition, vendor evaluation, solution evaluation, contract negotiation, and contract monitoring. Based on further feedback, an additional process, solicitation preparation, was added to aid in creating precise AI-specific solicitations, focusing on transparent and robust data requirements and ensuring responsible AI system choices. This newly added step helps procurement teams adapt to dynamic regulatory environments. The IEEE 3119-2025 complements existing international standards for AI management, ethics, and software acquisition.
Astraea’s Insight
Astraea notes the importance of a structured approach when procuring AI and automated decision systems, especially in high-risk and rapidly evolving regulatory environments. The inclusion of solicitation preparation as a distinct process highlights a proactive approach that enhances the transparency and accountability in AI procurement. This step ensures that procurement teams can adapt swiftly to technological and regulatory changes without compromising governance and ethical standards. Astraea emphasizes that integrating these processes not only mitigates potential risks but also promotes sustainable and responsible AI development across public sectors. By aligning with other international standards, IEEE 3119-2025 could be pivotal in setting a global benchmark for AI procurement practices.