2-E-Permitting Project RFI Questions.docx
DOCX document 3 MB Posted
- Attached to
- BD26-85 RFI for E-Permitting Software Solution
- Solicitation number
- BD26-85
- Issued by
- Utah
About this file
This is a Request for Information (RFI) document issued by the Utah Department of Environmental Quality (DEQ) for an e-permitting software solution modernization project. The DEQ seeks to consolidate fragmented technological systems across its five divisions (DAQ, DDW, DERR, DWMRC, and DWQ) into a unified electronic platform that streamlines the entire environmental permitting lifecycle. The project is a high-priority, long-term strategic initiative with an expected three-to-five-year implementation timeline and a 10+ year lifecycle. Key deliverables include a single sign-on portal, unified application interface, real-time status tracking dashboards for both applicants and administrators, integrated communication systems, standardized review workflows, scalable architecture to handle varying permit types, automated notifications, artificial intelligence integration, e-signature capability, and legacy system migration capabilities. The RFI document explicitly states that vendors should respond during the question and answer period and should not contact the State directly, and that responses to this RFI are not binding offers and will not form contracts.
The RFI does not include specific response dates, due dates, bidder's meetings, or award dates, as this is an information-gathering phase prior to formal procurement. Vendors are instructed not to provide costs, pricing, or estimates in their RFI responses. The document outlines comprehensive technical and strategic requirements including cloud-based hosting, role-based access control, integration with state purchasing and finance systems (including Chase Bank or Utah GovPay for fee collection), patch management, version control, and comprehensive reporting and analytics tools. The solution must demonstrate long-term sustainability through a vendor capable of supporting the extended implementation and lifecycle, maintain SDLC best practices, and be flexible enough to accommodate findings from initial blueprinting work that will map commonalities across existing systems including Tempo, Laserfiche, and Salesforce.
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E-Permitting Project Goal Establish a clear, coordinated approach to improving e-permitting across the agency and create a foundation for future modernization efforts.
Purpose The DEQ E-Permitting Project is intended to modernize and streamline the agency’s permitting processes to improve efficiency, transparency, and service delivery.
Key objectives include:
· Reduce the number of new and existing databases, portals, and other permitting processing and data collection products the department has or procures
· Improve the applicant experience through more consistent digital permitting processes
· Reduce administrative burden and processing delays on both employees and the applicant
· Increase transparency and tracking of permit status
· Improve internal coordination, data collection, and data visibility across programs
· Identify opportunities to standardize workflows where possible Project Dream List Unified User Experience
1. Single Sign-On (SSO) Portal
a. A single point of entry for all DEQ divisions (DAQ, DDW, DERR, DWMRC, DWQ) so applicants don't have to manage multiple accounts.
2. Universal Application Interface
a. A standardized look and feel for all permit applications, regardless of the permit type.
3. Real-Time Status Tracking
a. An applicant dashboard where industry and individual applicants can see exactly where their permit is in the review process (increasing transparency).
b. An administrative dashboard where program staff and managers can review operational metrics.
4. Integrated Communication
a. A built-in messaging system to allow direct communication between the applicant and the permit reviewer within the platform.
Process & Workflow
1. Unified Review Workflow
a. A standardized "back-end" process for staff to review, comment on, and approve permits across all divisions. (Intake, Administrative Review, Public Notice, Issuance).
2. Scalability
a. The system must be able to handle a high volume of data and the complex, varying needs of different permit types (merging all Department requirements).
b. Permit types should be able to be added or modified quickly and efficiently as regulatory requirements change.
3. Standardized Naming Conventions
a. Automated system logic that enforces consistent naming across the agency to eliminate confusion and improve data integrity.
4. Automated Notifications
a. System-generated alerts for staff and applicants regarding deadlines, missing information, or public comment periods.
5. Artificial Intelligence Integration
a. Use for multiple applications and processes.
6. E-Signature Capability Integration & Data Management
1. Legacy System Migration
a. The ability to phase out or seamlessly integrate with current systems including Tempo, Laserfiche, and Salesforce without data loss.
2. Reporting & Analytics
a. Comprehensive tools for leadership to track agency-wide performance metrics, permit turnaround times, and staff workloads.
3. Centralized Repository
a. A single source of truth for all permit-related documents and historical data.
Technical & Strategic Requirements
1. Long-Term Sustainability
a. A platform supported by a vendor capable of a 3-to-5-year implementation and a 10+ year lifecycle.
2. Inter-Agency Connectivity
a. Integration with state purchasing and finance systems to handle permit fees and financial tracking.
3. Blueprinting Capability
a. The vendor/system must be flexible enough to accommodate the findings of the initial blueprinting work (mapping commonalities across systems).
4. Cloud-Based Hosting
5. Quick Turnaround for System Changes and Enhancements
6. Patch Management
7. Maintenance & Support
a. Define the roles and responsibilities required to effectively manage the solution.
8. Version Control & System Governance
a. The system should adhere to SDLC best practices and utilize architecture standards to keep different environments in sync.
9. Role-Based Access Control
a. Highly configurable permissions to ensure staff see only what is relevant to their division while allowing Leadership and designated individuals to see the big picture.
10. Fee Collection Capability
a. Through Chase Bank or Utah GovPay Success Metrics
1. High Transparency
a. A system that does it all and leaves no black hole in the permitting timeline.
E-Permitting Project • Utah Department of Environmental Quality 1 of 3 E-Permitting Project RFI Questions Project Overview The Utah Department of Environmental Quality (DEQ) E-Permitting Project is a high-priority, long-term strategic modernization initiative designed to transform the agency's operational infrastructure. Expected to span a three-to-five-year timeline, the project aims to replace a fragmented portfolio of technological systems across multiple divisions and departments with a highly unified, cohesive electronic platform that handles the entire environmental permitting lifecycle.
Strategic milestones and objectives for the project include: database and portal consolidation, a unified user experience through a single sign-on portal, real-time transparency through applicant and administrative dashboards and standardized workflows to identify further streamlining opportunities.
Project Questions Unified User Experience
5. Will the solution provide a Single Sign-On (SSO) Portal?
a. Can the system offer a single point of entry for DEQ’s five divisions so applicants do not have to manage multiple accounts?
6. Does the platform feature a Universal Application Interface?
a. Is there a standardized look and feel for all permit applications, regardless of the permit type?
7. Does the system support Real-Time Status Tracking?
a. Is there an applicant dashboard where industry and individual applicants can see exactly where their permit is in the review process?
b. Does the platform include an administrative dashboard where program staff and managers can review operational metrics?
8. Is there an Integrated Communication module?
a. Does the platform include a built-in messaging system to allow direct communication between the applicant and the permit reviewer?
Process & Workflow
7. How will the solution facilitate a Unified Review Workflow?
a. Can the system provide a standardized "back-end" process for staff to review, comment on, and approve permits across all divisions, including Intake, Administrative Review, Public Notice, and Issuance?
8. How does the system address Scalability?
a. Can the system handle a high volume of data and the complex, varying needs of different permit types while merging all Department requirements?
b. Are permit types able to be added or modified quickly and efficiently as regulatory requirements change?
9. Does the system employ Standardized Naming Conventions?
a. Does the system include logic that enforces consistent naming across the agency to eliminate confusion and improve data integrity?
10. Will the solution provide Automated Notifications?
a. Can the system generate alerts for staff and applicants regarding deadlines, missing information, or public comment periods?
11. What are the capabilities for Artificial Intelligence Integration?
a. How can AI be used for multiple applications and processes within the platform?
12. Does the system include E-Signature Capability?
Integration & Data Management
4. How will the vendor manage Legacy System Migration?
a. Is there the ability to phase out or seamlessly integrate with current systems including Tempo, Laserfiche, and Salesforce without data loss?
5. What are the Reporting & Analytics features?
a. Are there comprehensive tools for leadership to track agency-wide performance metrics, permit turnaround times, and staff workloads?
6. Does the solution provide a Centralized Repository?
a. Can the system act as a single source of truth for all permit-related documents and historical data?
Technical & Strategic Requirements
11. How is Long-Term Sustainability ensured?
a. Is the vendor capable of a 3-to-5-year implementation and a 10+ year lifecycle?
12. Does the system support Inter-Agency Connectivity?
a. Can the platform integrate with state purchasing and finance systems to handle permit fees and financial tracking?
13. Is there a Blueprinting Capability within the system?
a. Is the system flexible enough to accommodate the findings of initial blueprinting work, such as mapping commonalities across systems?
14. Does the solution offer Cloud-Based Hosting?
15. Is there a Quick Turnaround for System Changes and Enhancements?
16. What is the process for Patch Management?
17. What are the plans for Maintenance & Support?
a. Can you define the roles and responsibilities required to effectively manage the solution?
18. How are Version Control & System Governance handled?
a. Does the system adhere to SDLC best practices and utilize architecture standards to keep different environments in sync?
19. Does the system provide Role-Based Access Control?
a. Are there highly configurable permissions to ensure staff see only what is relevant to their division while allowing leadership to see the big picture?
20. Does the system have Fee Collection Capability?
a. Can the system collect fees through Chase Bank or Utah GovPay?
Success Metrics
2. How will the system provide High Transparency?
a. Will the system ensure there are no "black holes" in the permitting timeline?
E-Permitting Project • Utah Department of Environmental Quality 1 of 7 image1.png
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