11_26-004C_ATT_F_SOW.pdf

RFQQ DOH26-004C Sentry to SDWIS

DOH26-004C RFQQ Page 1 of 2 Attachment F: Statement of Work (SOW). 06/04/2026.

Attachment F: Statement of Work

Competitive Solicitation RFQQ number: DOH26-004C Sentry to SDWIS

This Statement of Work is a draft and will be finalized and incorporated into the resultant contract.

For DOH Use only:

Document Owner(s) Project Role Brian Sylvester OIT Project Managers

Document Version Control

Version Number Date Description V 0.1 1/31/26 Initial draft V 0.2 4/8/26 CPAR Feedback driven changes V 0.25 04/23/2026 Revision v2 for RFQQ – Laurelle Lee V 0.3 4/28/26 Added answers to Laurelle’s questions V 0.4 5/8/26 Addressed all known comments and issues in draft version V 1.0 5/11/26 Final Review and Approval by Kay v6 05/26/2026 LL revising for posting.

v8 06/03/2026 LL finalize for posting.

This table includes time for several iterative reviews by ASB and connecting with subject matter experts. Contractor pricing and final Agreement will be based on the sponsor approval of the Statement of Work (SOW) document. This Statement of Work (SOW) sets forth the services and deliverables, and manner in which they are to be provided by Contractor.

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Table of Contents

1. INTRODUCTION

2. PROJECT DESCRIPTION

3. PROJECT OBJECTIVES

4. PROJECT SCOPE

Support Timeframes

5. MILESTONE SCHEDULE

6. PROJECT APPROACH

7. PROJECT GOVERNANCE STRUCTURE

8. CHANGE MANAGEMENT PROCESS SCOPE

Description Change Request Procedure Change Control Timeframes Change Request Acceptance / Non-Acceptance Authorization

9. APPLICABLE WA POLICIES

10. CORE SYSTEM INTEGRATION SERVICES SCOPE

Description Key Contractor Tasks Key DOH Tasks Key Contractor Deliverables

11. CONTRACTOR PROVIDED PROJECT MANAGEMENT SCOPE

Description Key Contractor Tasks Key DOH Tasks Key Contractor Deliverables

12. PERSONAL IDENTIFYING INFORMATION (PII)

13. TRAINING & KNOWLEDGE TRANSFER SCOPE

Description DOH Training Scope SDWIS State Suite Internal User Training SDWIS State Suite External Customer Training Key Contractor Tasks Key DOH Tasks Key Contractor Deliverables

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14. DATA MIGRATION SCOPE

Description Key Contractor Tasks Key DOH Tasks Key Contractor Deliverables

15. TESTING SCOPE

Description Key Contractor Tasks Key DOH Tasks Key Contractor Deliverables

16. ISSUE AND DEFECT MANAGEMENT

Description Issue/Defect Severity Levels

DRAFT LIST OF CONTRACT EXHIBITS /ATTACHMENTS (to be finalized and included in contract):

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This Statement of Work (SOW) is made by Washington State Department of Health (“DOH”).

All defined terms and conditions provided in the Request for Qualifications and Quotation (RFQQ) DOH26-004C RFQQ shall apply to this Statement of Work (SOW).

This SOW describes the Services and Deliverables necessary, to be performed by a Contractor, to complete Washington State Department of Health (DOH) – Office of Drinking Water (ODW) transition from the DOH non-SDWIS data platform (Sentry) to EPA’s Safe Drinking Water Information System (SDWIS) State application suite, herein referred to as “The Project” or “Project.”

The existing ODW Sentry application will be replaced with the US Environmental Protection Agency’s (EPA) SDWIS application suite. We are looking to have an EPA SDWIS-knowledgeable and -experienced Contractor prepare and implement this solution. Also, we have unmet federal report requirements which this project will fulfill.

In accordance with state regulations, we are conducting this competitive bid process to contract with a Contractor to replace the existing ODW (in house built) Sentry application with the Environmental Protection Agency’s (EPA) SDWIS application suite. This proposal supports Governor and agency priorities of accountable and efficient government, innovation, and engagement.

This project will result in ODW acquiring access to and using the SDWIS State Suite. This project will create an RFQQ and conduct a competitive bid process resulting in contracting with a Contractor to perform the scoped work detailed in this document. This project will follow current DOH project management standards and maintain regularly scheduled communication as well as ad-hoc communications between DOH project team members and the selected Contractor. This project will maintain and follow a jointly agreed to, by DOH and the Contractor, project schedule. This project will review and analyze the SDWIS Suite of applications, discussing how the applications work and which applications will best suit ODW’s business practices. This project will evaluate unmet business needs and summarize the findings. This project will result in a SDWIS State Suite cloud-based solution. The SDWIS State Suite applications will include SDWIS State, SDWIS Bridge, SDWIS FedRep, SDWIS XMLSampling, SDWIS Migrate to State, SDWIS DataBridge, and SDWIS Lab to State. In this project, ODW will purchase a license for an External User Viewer Platform (such as GEC Drinking Water Viewer platform, or equivalent or better viewer), for one year with an option

1. INTRODUCTION

2. PROJECT DESCRIPTION

3. PROJECT OBJECTIVES

DOH26-004C RFQQ Page 5 of 6 to renew for the life of the contract. This project will integrate cloud hosted environments with Microsoft Entra ID for Single Sign On (SSO) functionality. This solution will successfully pass DOH and WaTech security reviews. This project will finish data mapping from Sentry to SDWIS (previously started but not completed). This project will result in a successful data migration of ODW legacy data (where applicable) to SDWIS State. This project will develop testing documentation for end-users to ensure the system provides the functionality requested. This project will prepare and provide training for staff on using SDWIS products.

This project will have a Deployment/Go-Live Plan that includes dates for switch over, decommissioning of ODW applications, and procedures for rolling back to minimize down time should that be necessary. This project will provide DOH with up-to-date versions of SDWIS State Suite of Application documentation provided by EPA (and or the Contractor) along with any documentation for other supporting applications maintained by the Contractor that have been agreed upon for purchase by DOH. This project will result in ODW meeting federal report requirements. This project will integrate several DOH applications currently integrated with Sentry with SDWIS. This project will continue to provide currently needed reports. This project will decommission the Sentry application and other ODW applications superseded by functionality provided by this project. This project will provide an outline of Special Terms and Conditions for uptime/downtime/availability and user support as outlined. The Contractor shall provide 720 hours of support for the initial first year of SDWIS State implementation and provide 360 hours of support for subsequent years.

Additional support hours may be provided at a mutually agreed upon set price per hour.

While collaborating with the Department, the Contractor will transition ODW’s Sentry to EPA’s SDWIS State Suite. The scope of work is included in this section.

Detailed list of items within scope and associated expectations:

Within Scope Detailed Description

1. Project Management and Team Meetings

Transition/Adoption Period

• The transition/adoption period is defined as the first four (4) weeks following contract execution. During this time, the Contractor will:

o Become familiar with DOH systems and tools.

o Finalize the Project Management Plan (PMP).

o Collaborate with the ODW project team to confirm scope, schedule, and deliverables.

o Establish communication and reporting protocols.

4. PROJECT SCOPE

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Within Scope Detailed Description

Routine Weekly Meetings

• The Contractor will facilitate:

o Weekly Stand-Up Meetings (30–60 minutes): Focus on progress updates, tasks, risks, and blockers.

o Bi-weekly Backlog Grooming Sessions (as needed): For task refinement and prioritization.

o Monthly Planning Meetings (as needed): To review objectives and align the next phase of work.

ODW Project Team and Cadence

• The ODW project team includes:

o DOH project sponsors o Subject matter experts (SMEs) o Designated DOH project managers o OIT Business Analysts o OIT Quality Assurance o OIT Development leads/supervisors

• Cadence: At minimum, the Contractor will meet weekly with the ODW team. Additional meetings will occur as needed for decision-making or issue resolution.

Schedule Management and Reporting

• The Contractor will manage the project schedule in Microsoft Project. OIT will maintain the “truth” project schedule document simultaneously.

• The schedule will be updated weekly by the project managers (Contractor and OIT).

• The current version will be stored and shared via DOH SharePoint.

• Schedule updates will include milestones, percent complete, dependencies, and slippage alerts.

Communication and Document Storage

• Primary communication tools: Microsoft Teams and Outlook.

• Documentation (meeting notes, agendas, deliverables, etc.) will be stored in a dedicated DOH SharePoint site connected to the Microsoft Teams.

• All team members will have appropriate access.

Weekly and Monthly Reports

• The Contractor will provide:

o Weekly Status Reports including:

Tasks completed

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Within Scope Detailed Description

Upcoming tasks Identified risks or issues Action items o Monthly Reports (Contractor and OIT) including:

Scope: Work completed vs. planned.

Schedule: Status against milestones, timeline changes.

Budget: Planned vs. actual expenditures and forecasts.

Quality: Testing results, QA activities, and findings.

• Sample Monthly Report Contents (Contractor and OIT):

o Executive Summary o RAG Status Dashboard (Red/Amber/Green) o Milestone Progress and Achievements o Risks and Issues Log o Budget Summary o Updated Gantt Chart

Deliverables and Acceptance Criteria

• Deliverables must:

o Be in a Microsoft 365-compatible format.

o Align with scope and quality expectations defined in the PMP.

o Be reviewed and accepted by the DOH project manager.

o Include supporting documentation, where applicable.

Project Governance

• Project governance will include:

o Weekly team meetings for status review.

o Monthly steering committee meetings for escalations and decisions.

o A formal change control process.

o Escalation protocols outlined in the PMP.

Project Planning and Scope Management

• The DOH Project Manager will create a Project Management Plan (PMP) that defines:

o In-scope vs. out-of-scope items.

o Deliverables and timelines.

o Quality assurance measures.

o Risk and issue management process.

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Within Scope Detailed Description o Communication protocols.

o Team roles and responsibilities.

2. Project Schedule

A project kick-off meeting between the Contractor and the DOH/ODW Project Team will be held to discuss the project’s scope, objectives, requirements, Contractor tasks, and associated risks. While this meeting will provide initial alignment, detailed planning of tasks and subtasks will require additional time and collaboration beyond this session.

Project Schedule

• The results of the kick-off meeting and subsequent planning will be captured in the project schedule, which must meet the following criteria:

o Be a detailed, evolving document rather than a one-time deliverable.

o Include adequate time investment.

o Be regularly reviewed and updated in coordination with the

Contractor and DOH.

o Be used to track progress, manage scope, and incorporate key insights that may emerge.

• The Contractor will meet regularly with the assigned Project Manager to ensure alignment with the schedule and project plan.

Governance and Change Control

• The Statement of Work must clearly identify:

o Project decision-makers, including names or roles.

o The process for approving or denying changes to scope, schedule, or deliverables.

Deliverables

• All deliverables must be clearly defined in the SOW and include:

o Specific acceptance criteria for quality and completeness.

o Flexibility to incorporate additional deliverables or scope changes that may result from analyses.

3. Analysis of Systems at DOH

– ODW

• The Contractor will meet with ODW staff to review and analyze the SDWIS Suite of applications, discussing how the applications work and which applications will best suit ODW’s business practices. These meetings will be scheduled with ODW staff to fully review the applications being utilized, with the expected results to fully identify which of these applications might be replaced with other commercial tools. The meetings will be carried out via an interview style process interacting with

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Within Scope Detailed Description users of the tools. This effort is an overview that will help the Contractor get oriented to the ODW preferences, provide a quick explanation of SDWIS capabilities to ODW, and discuss a crosswalk from SDWIS to WA applications at the highest level.

• The Contractor will initially meet with the Department of Health (DOH) to receive an introduction and to discuss Washington (WA) systems integrated with the primary data system; Sentry, aiming to establish a clear project timeline within the first three weeks. Following this, the Contractor will coordinate with the Office of Drinking Water (ODW) and DOH’s Office of Innovation & Technology (OIT) to obtain documentation and specifications of the applications. A detailed review of these systems will be conducted, with an estimated target completion date set for six weeks from the project's initiation with the understanding that this will be dependent on staff availability and number of applications.

• During this review, the Contractor will assess and document whether these applications will continue to be used or if an alternative solution must be identified to meet the specified requirements. The primary objective is to determine "how best to meet ODW’s business needs," with the understanding that ODW will transition to using the Safe Drinking Water Information System (SDWIS) moving forward. The Contractor will provide a comprehensive spreadsheet report within ten weeks, flagging the capabilities and limitations of SDWIS, and outlining potential solutions with an estimated implementation timeline and resource allocation. An initial listing of ODW applications to be reviewed is listed in Statement of Work (SOW).

4. Evaluation of Unmet Business Needs and Summarize Findings

• The Contractor will perform an analysis and produce a report. The Contractor will review findings of the work completed, to this point and carefully map what can be managed in SDWIS. The report will provide a list of potential changes needed and recommendations for moving forward to meet the ODW business needs. This review will be summarized in a report that documents:

o Assessment of changes required for non-Sentry internal systems and processes.

o Recommendations for other SDWIS State “add-ons” developed by other states that might meet business objectives not found in the SDWIS Suite core application offering.

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Within Scope Detailed Description

In Program areas where the Contractor knows of other applications that may be useful, the application will be suggested and a paragraph on its potential usefulness for ODW will be included in the report. The Contractor will also review the list of interfacing applications that states provided to EPA as part of the EPA’s SDWIS modernization project. The Contractor will list any potential applications for WA to consider in a table, noting how they may meet ODW’s needs (if a description was included on the EPA list).

o Assessment of historical data to migrate to SDWIS.

o The Contractor will discuss with ODW what data needs to be migrated.

o Mapping of data from legacy systems to SDWIS, based on data identified in the previous bullet.

o Evaluation of any unmet business needs with recommendations for how to meet them.

Washington State’s unique requirements will be explicitly discussed as there are known implementation items unique to WA. This analysis and discussion will also be done, but the results of the review will be included as part of this report.

• The Contractor will meet with ODW to review the report and address their concerns and comments during a meeting. The outcome of these comments and/or meetings will be documented in meeting notes and may need to be included in an updated project plan to install SDWIS applications, transform and migrate data from legacy systems to SDWIS, and document other applications (not SDWIS) that can meet needs unmet by SDWIS. This targeted due date for this report is four weeks after Analysis of Systems at DOH – ODW has been completed.

5. SDWIS State Suite Deployment in Cloud Environment

Procurement of cloud resources necessary to facilitate the successful implementation of the SDWIS State Suite of Applications in Cloud Environment.

The Contractor will support a cloud-based implementation. The Contractor will support access to two user environments, including Production and Testing in the Contractor hosted Microsoft Azure Government Cloud. As

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Within Scope Detailed Description part of Cloud hosting, the Contractor will support Microsoft Azure and WA when necessary (scheduling patches, down time, etc.); Ongoing testing;

and periodic SDWIS updates.

6. Implementation of SDWIS State in Cloud Environment

• The Contractor will work with ODW and OIT staff to install/configure the SDWIS Suite of core applications (note: the effort for periodic updates and maintenance for SDWIS are included as part of hosting). The applications will be tested and documentation, where needed, provided (particularly if relevant to the security considerations). The applications include:

o SDWIS State o SDWIS Bridge o SDWIS FedRep o SDWIS XMLSampling o SDWIS Migrate to State o SDWIS DataBridge o SDWIS Lab to State

7. Implementation of External User Viewer Platform (GEC Drinking Water Viewer (DWV), or equivalent or better)

The External User Viewer Platform implementation or equivalent (at a minimum must meet Sentry Internet requirements) must be a centralized web-based platform for accessing, visualizing, and reporting drinking water system information available for the public.

8. Integration of DOH Single Sign On

• Integrate Cloud Hosted environments with Microsoft Entra ID for Single Sign On (SSO) functionality.

9. Complete DOH and WaTech Security Reviews

• As required by WaTech and DOH’s Center for Information Security, participate in a Security Review and mitigate any high-risk vulnerability found during the Security Review assessment.

10. Data Migration • The Contractor will conduct the steps necessary to transform and migrate the data to the SDWIS State Schema. Steps include:

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Within Scope Detailed Description o Guide ODW through any necessary data cleaning that is determined to be needed from the assessment and mapping work o Migrate ODW legacy data (where applicable) to SDWIS State o Test migrations of transformed data in SDWIS State o Perform final data migration

11. User Acceptance

• The Contractor shall develop testing documentation for end-users to ensure the system is providing the functionality requested.

12. Training • The Contractor will prepare and provide training for staff on using SDWIS products. The training will be conducted via webinars and will include live demos of SDWIS State and applicable modules. The Contractor will use Microsoft Teams or GoTo Webinar as the preferred training platform(s).

The Contractor will record the trainings and will provide a link to the recording of any webinar conducted under this project. (The link will be provided to all webinar registrants.) All training related materials will be the property of DOH (to include recordings and documentation) so they can be used for future staff training. The Contractor team will provide training to the following users:

o SDWIS State Administrator o SDWIS Suite Users o Database Administrator (DBA)

• The Contractor will have an initial meeting with ODW to determine training needs and logistics. The Contractor will develop and provide training agendas once the topics for the trainings are determined.

Webinars shall be scheduled for 1-hour sessions, depending on the topic or as agreed upon in the training plan.

13. Deployment/Go Live

• The Contractor must provide DOH with final versions of the following project documents:

o Successful execution and completion of Deployment/Go-Live Plan

• The Contractor shall work closely with DOH staff to properly coordinate communications and timing to supply end-user staff with sufficient information regarding deployment of SDWIS State. Deployment/Go-Live

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Within Scope Detailed Description

Plan should include dates for switch over, decommissioning of ODW applications, and procedures for rolling back to minimize down time should that be necessary.

14. System Documentation

• The Contractor must provide DOH with up-to-date versions of SDWIS State Suite of Application documentation provided by EPA (and or Contractor) along with any documentation for other supporting applications maintained by the Contractor that have been agreed upon for purchase by DOH.

o Staff can access a Knowledge Center in Contractor’s support system

15. Operations and Maintenance Support

• Provide Support as outlined in Special Terms and Conditions for uptime/downtime/availability and user support as outlined. The Contractor shall provide 720 hours of support for the initial first year of SDWIS State implementation and provide 360 hours of support for subsequent years. Additional support hours may be provided at a mutually agreed upon set price per hour.

Support Timeframes

SDWIS State Suite of Applications is maintained by EPA through EPA support contractors and depending on the nature of the issue, may or may not be able to be resolved by the Contractor in the times specified in the table below.

1. Service Level Response Times and Resolution Times

Priority Definition Service Level Response Time

Target Resolution

Percentage Met

Escalation

Critical A problem or outage affecting a large group of Internal Users > 5, External Users > 50, business critical functions, essential services, and or security issues.

4 hours 24 Hours 95% Less than 1 hours

Urgent User cannot perform a normal business function due to the reported problem.

1 business day

7 business days

95% Within 4 hours

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Priority Definition Service Level Response Time

Target Resolution

Percentage Met

Escalation

High User is significantly inconvenienced by an issue but can work around it until the issue is resolved

5 business days

21 business days

95% Within 1 business day

Service Request

User requests a service. Based on resource availability

Next Software Update

95% Within 5 business days

The Contractor must deliver a fully configured/tested, secure, and high-performance SDWIS State Suite solution to DOH.

• The following SDWIS Suite applications are included in the SDWIS product deliverable:

• SDWIS State

• SDWIS Bridge

• SDWIS FedRep

• SDWIS XMLSampling

• SDWIS Lab to State

• SDWIS Migrate to State

• SDWIS DataBridge

Integration of the listed DOH applications is included in SDWIS solution deliverable:

Most of the following applications are in .NET Framework except Research Ad Hoc Reporting, which is in MS Access and also accessible in MS Power BI. Water Submittal Tracker is a MS Power App. Most of the following applications perform a lookup query to access basic water system data (or individuals) from Sentry and store additional data in the application itself. For example: Consumer Confidence Report (CCR) looks up Water System Name, ID number, in order to also track the CCR compliance objectives for the given reporting year per community water system.

SWAP queries water system and source locational data and then overlays additional stored data from SWAP itself, like water time of travel and buffer zones to know contamination areas or other hazards of interest (High Level example – SWAP has a lot of data layers).

• Sentry Sample Entry Currently in SDWIS State but doesn’t our needs- Rapid data entry of water samples that monitor the presence of chemical analytes and coliform bacteria

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• Sublog (Project and Plan submittal tracking) Solution needed outside of SDWIS State

- Stores project plan submissions from water systems that tracks time of review by the Office of Drinking Water; stand alone, minimal interface to core system to access water system details Water Submittal Tracker (WST) needs to be replaced]

• Operating Permit Generation/Invoicing needed outside of SDWIS State - Generates color-coded (compliance status) operating permits and invoices

• Research Ad Hoc Reporting outside SDWIS State- Accesses data from core system and presents predefined views used by ODW for research purposes (internal data access and raw data exports) connector to PowerBI

• SWTR (Surface Water Treatment) SDWIS State Core or alternative solution provided

- Stores data from core system for surface water treatment systems to monitor compliance (SWTR, LT1, LT2 functionality)

• DTR (Disinfection Treatment Rule) SDWIS State Core or alternative solution provided - Stores data of violations related to disinfection to monitor compliance

• CCR (Consumer Confidence Report) SDWIS State Core or alternative solution provided - Stores water systems notifications to users

• CCC-ASR (Cross Connection Control Annual Summary Report) DOH - Manual data entry and storage for specified water system that monitors distribution connections and backflow events to public water supplies

• Fluoride - Manual data entry and storage of fluoride sample data

• WUE (Water Use Efficiency) DOH- Manual data entry and storage of water user efficiency (water loss) data

• SWAP (source water protection) - Displays water system and potential contaminants on map using ARCgis/GeoHUB technology

• Complaints - Stores complaints against water system and operators

• Sentry Internet - Public facing water system data portal that displays water system data

• OpenText Enterprise Content Management System DOH - Creates and stores digitized files of paper documents

• EH Invoicing & Online Payments DOH- Invoice and Payment system for various drinking water services, including but not limited to, operating permits, sanitary survey & plan submissions

Creation of EPH reports needed for business (a list and description will be provided for the

RFQQ)

Title of Report or Use Case 1 DTR for Excel 2 DTR Required Chlorinators 3 Review Fluoride Result By Date Range 4 Project and Plan Review Invoice

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Title of Report or Use Case 5 Chemical Trend Analysis Report 6 Incomplete Samples Report 7 Nitrate Exceedances 8 Coliform A/P Samples with Presence 9 Coliform AP Assessment Tracking Report 10 Coliform AP Incident and Violation Report 11 Coliform Monitoring Schedule 12 E. coli MCL Violation Letter 13 List Coliform A/P Samples 14 List Coliform Num Samples 15 List Coliform Numeric Samples - Filtered Sources 16 List Coliform Numeric Samples - Unfiltered Sources 17 Monitoring Violation Letter 18 RTCR Coliform Violation Letters and Forms 19 Treatment Technique Trigger Letters 20 Treatment Technique Violation Letter - Corrective Action 21 Treatment Technique Violation Letter - No Assessment 22 Treatment Technique Violation PN - Start-Up Procedures

Treatment Technique Violation PN Certification After E. coli

MCL

24 Coliform A/P Sample Validation Report 25 Compliance Report 26 Compliance Report Excel 27 PWS Violation Incident Report 28 Compare Calc and User Group Type 29 Interties Report 30 List PreActive Sources 31 New Water Systems and Sources 32 Water Facilities Inventory (WFI) Report 33 Water System Contact List Report 34 Water System Contacts (Extended) 35 Water System Owner List Report 36 Water System Statistics 37 Financial Activity Operating Permits 38 Financial Activity System Certificates 39 Invoice Diskette 40 ODW Tracking Invoice Quarterly Report 41 Qtr Annual Fee Statement Report Excel 42 Waiver Invoice Status 43 Laboratories with Expiring Certifications 44 List Laboratory Certifications 45 Oper Permits Not Issued

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Title of Report or Use Case 46 Oper Permits Status 47 Operating Permit Quarterly Review 48 Operating Permits 49 Operating Permits - Color Summary 50 Operating Permits - Last Issued with Current Color 51 Red Operating Permits Issued 52 Certified Operator WS Mandatory Status 53 Contract Operators Report 54 Operator Cert Status 55 Operator Certification - Water System Positions 56 Operator Certification Changes 57 Operator Data Extract 58 Operator EPA Report 59 Operator Information 60 Performance Measure 61 Print Validation Cards 62 Planning Compliance - Plans Due 63 Planning Monthly 64 Data Entry - WQ Yearly Totals 65 Data Entry WQ Daily / Weekly / Monthly Totals 66 Electronic Data Upload 67 Assigned Sanitary Surveys - Long / Short Versions 68 Completed Sanitary Surveys 69 Sanitary Survey Compliance Report 70 Sanitary Survey Detailed 71 Sanitary Survey Invoice Quarterly Report 72 Sanitary Survey Invoices 73 Sanitary Survey Pre Survey Data Packet 74 Sanitary Survey Priority 75 Oper Permit SMA Annual Fee Statement 76 WS Annual Fee Statement 77 Monitoring Requirements - Spreadsheet Format 78 Monitoring Requirements Changes 79 Susceptibility Assessment Survey 80 SV Ratings 81 LCR Exceedence Tracking Summary 82 Water Treat Plant Invent 83 Water Treat Plant Query 84 Water Quality Monitoring Schedule 85 Coli A/P Samples With Presence 86 Group B Coliform/Nitrate Without Current Sample 87 List Chemical Samples Report

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Title of Report or Use Case 88 List Laboratory Report 89 List Sources For Water System 90 Pre-Adequacy Data Summary 91 Public Water System General Information 92 Public Water System Source Information 93 Sample Exceedence Long Version Report 94 Sample Exceedence Short Version Report 95 Water Quality Data By County, Year, and Analyte Group 96 Water Systems by Owner 97 Water Systems by Satellite Management Agency (SMA) 98 Filtration Technology 99 Missing SWTR Report 100 Plant Information 101 Rapid Rate Optimization 102 Received SWTR Reports 103 SWTR Violation Follow Up Items 104 Violation History of Plant

This schedule represents milestones' estimated start and completion dates and is subject to change. Multiple releases may occur, leading to a final system Go-Live. The Contractor will use this baseline to prepare for detailed planning activities with DOH.

Milestone Targets (estimates based on assumption: contract signed 10/1/26)

Start End

Initiate Phase (Sign offs) RESTRUCTURING OF THE SCHEDULE WILL

CHANGE THIS TABLE

10/1/26 2/28/26

Prepare Phase (Sign offs) 3/1/26 6/30/26

Execute Phase (Sign offs) 7/1/26 3/1/27

Deploy Phase (Sign offs) 3/2/27 3/31/27

System Stabilization & Optimization Period (30 days) 4/1/27 4/30/27

Contractor Warranty Period (60 days) (does not overlap with the Stabilization Period)

5/1/27 6/30/27

Project Closure 6/30/27 6/30/27

5. MILESTONE SCHEDULE

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This project will use an agile-hybrid approach. This will be an incremental and iterative approach to software design/development where code and system configuration is delivered in multiple sprints, allowing more opportunities for DOH involvement, input, and improvement with each sprint. The project will begin with discovery and planning activities.

Partnership - Both DOH and the Contractor recognize that the success of the Sentry to SDWIS project, including the ability to meet the target go-live date, is a collaborative effort and the collective responsibility of all parties to deliver on their responsibilities as defined in this SOW and the Contract. DOH expects the Contractor to be flexible and responsive.

DOH will also be flexible and adapt as necessary to maximize flow of work.

DOH Office of Drinking Water’s (ODW) change management consultant will conduct a review of this project to determine if there is a need for an additional, external Change Management consultant. Currently, the results of the DOH Office of Drinking Water’s (ODW) change management consultant determined there is no immediate need for additional change management consultation, however this result may change after the DOH ODW’s consultant conducts their follow up review.

Prior to the last day of each relevant renewal period, termination or breach of the contract, the contractor shall use commercially reasonable efforts to support any transfer of DOH Data to any applicable party, including another software vendor, DOH, or other governmental entity.

6. PROJECT APPROACH

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As with all projects, there is a need for a Governance framework, functions, and processes to guide activities.

The diagram illustrates the key teams and responsibilities involved in the execution of the Sentry to SDWIS project governance model.

DOH Project Management Team provides day to day leadership and management of project activities.

Contractor shall meet the project governance expectations outlined herein and in the approved project plans maintained by the DOH Project Manager.

The Contractor shall assist the Project Manager in the maintenance of the Project’s task level, effort-based, dependency-driven, fully resourced Project Schedule. This includes the Contractor providing, at a minimum of a weekly basis, all information necessary to identify and track project tasks against the project’s schedule.

The Sentry to SDWIS project Issue Management Plan v1.0 describes how issue escalation is managed.

PURPOSE: Projects require informed, proactive management of issues to remove obstacles to project success. This Issue Management Plan provides a high-level view of the steps used to identify and manage issues as they occur throughout the project.

ISSUE MANAGEMENT ROLES & RESPONSIBILITIES

This section describes the high-level roles and responsibilities for issue management.

Role Responsibilities Issue Owner • Logs issue in SharePoint.

• Gathers and prepares issue information for Project Team review.

• Track issue to closure.

Project Managers

• Communicates potential issues to the project team and project sponsors.

• Reviews all open issues and status; facilitates the approval process.

Project Team • Review the issue proposal and make decisions as appropriate.

• Communicates issues with other stakeholders as necessary.

7. PROJECT GOVERNANCE STRUCTURE

Project Team Submits request, requirements, recommendations, feedback and other input;

Performs project work and provides status reports to the Steering Committee

Steering Committee Decision making body for all changes to scope, schedule, and budget

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• Supports resolution of the issue.

Project Sponsors

• Reviews issues and make decisions or escalates to Steering Committee.

Steering Committee

• Reviews critical issues and make decisions when needed.

ISSUE MANAGEMENT PROCESS

The following process will be used to manage issues on the project.

Description

The Contractor and DOH will utilize an integrated change control process to manage changes during the life of the project.

Change Request Procedure

The Contractor and DOH will use the following process to manage changes during the Agreement term.

• A change request may be submitted by either DOH or the Contractor.

• A written description of the proposed change must be submitted to the Contractor and the

DOH Project Manager who will screen them, perform additional discovery and provide it to

8. CHANGE MANAGEMENT PROCESS SCOPE

DOH26-004C RFQQ Page 22 of 23 relevant parties for further analysis.

• The DOH Project Manager will record the request in the SharePoint Change Request log and will update the log throughout the process.

• The Contractor will submit to DOH an estimate of the impact to cost, schedule, scope, risk factors, resourcing, and quality assurance plan. The document must provide deliverables and estimated hours by resource type.

• If the change is not accepted by DOH or Contractor, written feedback will be provided as to the reason or reasons for non-acceptance. Acceptance will not be withheld without a reason.

• The Contractor will continue performing the services in accordance with the Agreement unless otherwise agreed upon by the DOH Project Manager.

• Work cannot commence on any new activities related to the change request until all parties agree in writing.

• The Contractor‘s project manager and DOH Project Manager will adapt project plans to incorporate approved changes.

• Based on the impact of the change, the Contractor and DOH will determine if a contract amendment is warranted. Any change in period of performance, scope, cost, or Agreement revisions requires an amendment.

Change Control Timeframes

The DOH and Contractor shall adhere to the following timeframes in responding to change requests:

Review and Acceptance or Non-Acceptance of a change request:

• If the change request represents a Minor change (a change with no impact to scope, deliverable due dates, invoice schedule or payment milestone, resources – including travel costs, or the Contract), DOH and Contractor will accept or not accept the change request within 5 business days of the request submittal.

• If the change request represents a Medium change (a change with some small impact to one of the following: scope, deliverable due date, dependencies, or resources), DOH and Contractor will accept or not accept the change request within 10 Business Days of the request submittal.

• If the change request represents a Major change (a change with high impact to the scope, resources or payment milestones or invoice schedule), the project sponsor and the Contractor will review within 10 days. If it is accepted by both the Contractor and DOH, it is then promoted to the DOH Project Manager who will accept or not accept the change request within 15 Business Days of the request submittal.

DOH26-004C RFQQ Page 23 of 24

If a change request is not accepted by either DOH or Contractor, the parties will discuss the reason or reasons for non-acceptance within 5 Business Days of the notice of non-acceptance.

If DOH and Contractor are unable to mutually agree to accept or withdraw a change request after a second submittal and within the timeframes listed above, either party may invoke the “disputes” provision of the contract.

If the parties cannot reach agreement on a proposed change order the parties shall use their best, good faith efforts to cooperatively resolve disputes and problems that arise in connection with this Contract. Both parties will continue without delay to carry out their respective responsibilities under this contract while attempting to resolve the dispute under this section.

Change Request Acceptance / Non-Acceptance Authorization

The following individuals are authorized to accept or not accept change requests:

DOH

Minor Changes DOH Business Project Manager(approval), IT Project Manager (consult)

• Impact to schedule is 0 to 2 days

• Negligible impact to the project budget

Medium Changes DOH IT and Business Project Manager (approval), Project Sponsor (consult).

• Impact to schedule is 1 to 3 weeks.

• Impact to budget is $10,000 to $20,000.

Major Changes

• DOH IT and Business Project Manager (consult), Executive Steering Committee (approval).

• Impact to schedule is greater than 3 weeks. Impact to budget is greater than $20,000.

Contractor (System Integrator) Medium Changes:

• Project Manager

• Project Director

• Corporate President

Major Changes:

• Project Manager

• Project Director

• Corporate President

Minor Changes will not require a formal change request and may be approved by DOH IT and Business Project Manager.

During the course of the Agreement, if Contractor determines or could reasonably determine

DOH26-004C RFQQ Page 24 of 25 any DOH actions or directions constitute a requirement to perform additional work, the Contractor shall notify DOH within 5 business days that DOH has requested Contractor to perform additional work in the form of a documented change request utilizing the procedures above. Contractor understands that it waives the right to request additional time and reimbursable costs if Contractor fails to notify DOH within 5 business of determining or reasonably being able to determine that any DOH actions or directions constitute a requirement to perform additional work under the Contract.

Final Acceptance means:

• The successful completion of all deliverables as defined in the Statement of Work and following the Review, Approval, and Acceptance processes described above, AND

• The delivered product is fully implemented in DOH’s live production environment and used by staff as the system of record according to the schedule, mutually agreed by the Contractor and DOH.

DOH will have sixty calendar days thereafter in which to accept or reject it in writing. If DOH rejects it, DOH will specify in writing its grounds for rejection and Contractor will use its best efforts to make the product conform to the requirements of the Contract as soon as possible and at no additional cost to DOH. The Contractor shall continue to use its best efforts to make the product conform to the requirements of this Contract until DOH accepts the product or terminates this Contract upon written notice to the Contractor.

The Contractor will provide services in accordance with the following WaTech / Washington State Office of the Chief Information Officer (OCIO) standards and policies:

• PM-01-01-S Project Go-Live Readiness Decision Governance | WaTech

• PM-03-01-S Minimum Qualifications for Quality Assurance Providers | WaTech

• PM-01-01-G Managing Information Technology Projects - Critical Indicators of Project

Performance | WaTech

• PM-03-01-G Providing Quality Assurance for Information Technology Projects -

Principles of Quality Assurance Guideline | WaTech

• 141.10 State Office of Cybersecurity

• SEC-04-08-S Unsupported Technology Retirement | WaTech

• DATA-01 Open Data Planning | WaTech

• USER-01 Digital Accessibility Policy | WaTech

The Contractor must test and confirm that any 3rd party components included in the SDWIS State

9. APPLICABLE WA POLICIES

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DOH26-004C RFQQ Page 25 of 26

Suite comply with all above policies and DOH and WaTech Office of Cyber Security (OCS) requirements.

WA OCIO Policy 141.10 requires a security design review be completed on systems and projects which require OCIO oversight and/or meets the criteria as defined and documented within DOH Information Security Program.

At no charge to DOH, Contractor will actively participate in all DOH Security Risk Assessment and WaTech/OCS Security Design reviews of the provided solution as required by applicable policy.

Contractor will reasonably mitigate all vulnerabilities identified at no cost to DOH unless changes require significant customization in which case a change order process will be initiated. This initial security design review will occur in alignment with established DOH timeline and will also occur at least once every three (3) years during the lifecycle of this solution.

DOH26-004C RFQQ Page 26 of 27

Integration Services is defined to be: The Contractor will configure the SDWIS State Suite and build interfaces to meet the objectives of the Sentry to SDWIS project. This includes setup and configuration to implement a fully operational solution for DOH. In addition, the Contractor shall provide the following Services throughout the life of the Project:

• Project Management Support

• Requirements Elicitation, Analysis, Validation.

• System Design.

• Software Builds.

• Software Configuration.

• Testing.

• Data Conversion.

• Data Interfaces and Exchanges.

• Software Change Management.

• Training (To include a user guide or manual).

• Knowledge Transfer to DOH staff.

• System Implementation.

• Technical and project management support during the Stabilization and Warranty periods.

Key Contractor Tasks

• Integrate all system functions and processes necessary for the SDWIS State Suite to meet all the Project Objectives.

• Analyze DOH requirements and use efficient, effective, and cost saving methods.

• Consultation and recommendations on methods and designs that save time and money.

• Design and configure the SDWIS State Suite system to satisfy all DOH functional requirements.

• Design and configure the SDWIS State Suite system to meet DOH technical requirements.

• Provide SOC2 Type2 Audit Report for the SDWIS State Suite infrastructure.

• Demonstrate system functional designs to stakeholders to elicit feedback.

• Collaborate with and incorporate DOH feedback (throughout the project).

• Refine/Customize SDWIS State Suite’s configuration based on user feedback.

• Develop custom code and system interfaces to satisfy DOH functional and technical requirements.

• Test the configured system.

• Conduct system, regression, performance, and stress tests prior to software release to production.

10. CORE SYSTEM INTEGRATION SERVICES SCOPE

DOH26-004C RFQQ Page 27 of 28

• Partner with DOH IT staff to ensure collaboration, training, and knowledge transfer (daily task).

• Lead execution of system cutover activities.

• Compile documentation utilized to establish the SDWIS State Suite.

• Management oversight to ensure the approved quality standards are measured, reported, and correct any system and processes that do not meet minimum standards.

• Written and verbal reports, process diagrams, system configuration, and recommendations.

• Collaborate with existing/current system operator/maintainer while migrating data from the legacy system to the new solution

Key DOH Tasks

•…