2025-01-RFI-Cannabis Traceability.docx

Request for Information No. 2025-01 Cannabis Traceability

WASHINGTON STATE

LIQUOR AND CANNABIS BOARD

OLYMPIA, WASHINGTON

PROJECT TITLE: Cannabis Traceability

RESPONSE DUE DATE: 3:00 p.m., Pacific Time (PT) on March 31, 2025 (Time may be changed at the Procurement Coordinator’s discretion)

SUBMIT RESPONSE TO: lcbbids@lcb.wa.gov

All communications concerning this Request for Information (RFI) must be directed only to the RFI Coordinator via email. Bidders are to rely on written statements issued by the RFI Coordinator. Communication directed to parties other than the RFI Coordinator will be considered unofficial and non-binding on the Washington State Liquor and Cannabis Board (WSLCB).

Information for this RFI is available at the Washington State Liquor and Cannabis website and at the Department of Enterprise Services, Washington Electronic Business Solution (WEBS) Procurement website. All RFI amendments, addendums and/or Bidder questions and WSLCB answers will be posted to WEBS. All interested Bidders must be registered with WEBS under the following commodity codes in order to receive automatic notifications:

920-03, 920-04, 920-07, 920-14, 209-56, 209-59, 209-66, 209-72

WSLCB, and its contractors and subcontractors, must not discriminate in any programs or services based on sex, race, creed, religion, color, national origin, age, marital status, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal by a person with a disability, and must comply with state and federal nondiscrimination laws, including Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act, and Title VI of the Civil Rights Act of 1964. Questions and complaints of alleged discrimination should be directed to the Contracts, Procurement and Risk Manager at 360.664.1755 or PO Box 43088, Olympia, WA 98504; or kimberly.ames@lcb.wa.gov.

TABLE OF CONTENTS

Section A. INTRODUCTION

This section describes the purpose of the RFI and provides information about this procurement, including the potential scope of the opportunity and requirements.

A.1. DEFINITIONS

Definitions for the purposes of this RFI include:

Active Directory – A Microsoft service that organizes and manages network resources for Windows environments. It allows administrators to control access to resources, manage user accounts, and enforce security settings.

Ad Hoc Reports – A report that is created on demand, specifically to answer a particular question or address a specific need at a given time, rather than being part of a regularly scheduled reporting cycle.

Agency or WSLCB – The Washington State Liquor and Cannabis Board; the entity issuing this RFI.

Americans with Disabilities Act (ADA) – A federal civil rights law that protects people with disabilities from discrimination in Washington state. All Washington state agencies must be fully compliant with Title II Accessibility Requirements by April 2026.

Amendment/Addendum – A unilateral change to the Solicitation that is issued by WSCLB at its sole discretion and posted on WEBS and WSLCB’s website.

Application Programming Interface (API) – A set of rules that allows software programs to communicate and exchange data. APIs are a type of software interface that offers services to other software allowing for third party dashboards and reporting systems.

ArcGIS – A Geographic Information System (GIS) software that helps users create, manage, and analyze data in a geographic context. WSLCB uses ArcGIS to visualize interactive maps of licensed cannabis businesses.

Bidder – Individual organization, public or private agency submitting a response to this RFI.

Certificate of Analysis (COA) – The certified results of cannabis testing performed by an accredited testing lab. All cannabis products receive a battery of tests and medically compliant products are held to a higher standard. COAs must follow the product from testing batch to sale with results being public to the consumer.

Decision Package (DP) – in Washington State a DP is a proposal to change an agency's budget or the language of the Appropriation Act. Decision Packages are used to request funding, justify proposed changes, and support budget requests.

Feasibility Study – An analysis that determines if a proposed project is practical and can be successful. Topics evaluated in the study include Technical Feasibility, Economic Feasibility, Legal Feasibility, Operational Feasibility, and Scheduling Feasibility.

Knowledge-Based Articles (KBAs) –Written documents that help users find answers to common questions or solve problems. KBAs are often part of a Knowledge Base (KB), which is a collection of information that's available to customers and employees.

Licensing, Education, Enforcement, and Administrative Data Systems (LEEADS) – An ongoing Systems Modernization Project (SMP) to replace the 40-year-old licensing system at WSLCB.

Manifest/Transportation Manifest – A complete printed transport manifest on a form provided by the WSLCB containing all information required by the WSLCB must be kept with the product at all times. This is defined in WAC 314-55-085.

Multi-Factor Authentication (MFA) – A security method that requires more than one form of identification to log in to an account or application. MFA helps prevent unauthorized access and protects against identity theft and cyberattacks.

Office of the Chief Information Officer (OCIO) – Responsible for Information Technology (IT) leadership and oversight and works with state agencies to plan and implement IT investments.

Proprietary Information – Information such as patents, technological information, or other related information that the Bidder does not want released or shared with the public.

Revised Code of Washington (RCW) – A compilation of all permanent laws currently in effect within the State of Washington.

Request for Information (RFI) – A document issued when an agency is seeking additional information about services in the marketplace.

Radio-Frequency Identification (RFID) – A wireless technology that uses radio waves to identify objects, people, or plants. Cannabis RFID Tracking could be a system used in the industry to track inventory and sales of products.

Response – A formal reply submitted to WSLCB regarding this RFI.

RFI Coordinator – An individual or designee who is employed by WSLCB and who is responsible for conducting this Solicitation.

Salesforce – An American cloud-based software company which is being utilized to developed LEEADS.

Secure Access Washington (SAW) – A single sign-on portal that allows Washington state residents to access government services online, administered by Washington Technology Solutions.

Solicitation/Procurement – A formal process providing an equal and open opportunity for bidders culminating in a selection based upon predetermined criteria.

Service Oriented Architecture (SOA) – A software design method that uses reusable components to create applications. These components, called services, can communicate with each other across platforms and languages.

Standard Query Language (SQL) – A programming language used to store, manipulate, and retrieve data in relational databases. SQL is used by database administrators, developers, and data analysts.

Traceability – The ability to track and trace the journey of a cannabis product from cultivation to sale.

Washington Administrative Code (WAC) – A collection of all current rules for Washington State agencies or topics. WACs codifies the regulations and arranges them by subject or agency based on authority from state laws.

WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at Washington Electronic Business Solution (WEBS) Procurement website and maintained by the Washington State Department of Enterprise Services.

A.2. PURPOSE OF REQUEST FOR INFORMATION

The Washington State Liquor and Cannabis Board is initiating this Request for Information to solicit information regarding cost and capability of vendors that may provide a long-term cannabis reporting and traceability solution that will ultimately replace the current reporting system, CCRS (Cannabis Central Reporting System). We will be using this information to prepare a feasibility study and future decision package for funding requests.

A.3. BACKGROUND

In 1933, the Steele Act formed what is now the Washington State Liquor and Cannabis Board (WSLCB). The Mission of the WSLCB is to promote public safety and trust through fair administration, education, and enforcement of liquor, cannabis, tobacco, and vapor laws.

The WSLB has limited law enforcement authority. It’s Enforcement and Education Division provides public safety and strives for consistency in its approach to educating licensees and enforcing state law as it pertains to liquor, tobacco, vapor, and cannabis products. In 2011, the voters of Washington State enacted Initiative 1183 which privatized the sale and distribution of spirits. In 2012, voters enacted Initiative 502, which legalized recreational cannabis sales and mandated the WSLCB to oversee the adult-use market.

A.4. OBJECTIVE AND SCOPE OF WORK

A. Objective

To gather information that will assist WSLCB to prepare a comprehensive feasibility study to implement a new, long-term cannabis traceability and reporting system, as resources permit. This is for research purposes only at this time and will require approved funding in order to move forward with any additional decisions, including any potential Request for Proposal (RFP).

B. Scope of Work

The system must meet the evolving needs of the cannabis industry in Washington State, prioritizing public health and safety, reducing diversion, and supporting licensing, and tax and fee collection. The new system must be intuitive, reliable, secure, and capable of meeting current and future industry regulations.

A.5. BIDDER RESPONSE

All respondents must complete Column E of Attachment A - Requirements 2025 indicating whether their systems or services meet, can meet, or do not meet each individual requirement. Additional instructions are included on the first tab of Attachment A - Requirements 2025.

In addition to completing Attachment A - Requirements 2025, please respond to the following questions:

1. Name of Agency or Contractor who is responding to this RFI, including name, email, and phone number the most appropriate person to contact should WSLCB have any follow-up questions.

2. Does your product support both industry needs and regulatory/investigatory needs?

3. What is your history of working with other government entities on software solutions?

4. Which of the requirements referenced in Appendix A does your solution meet? These will be all requirements you listed as an “M” in column E. Please provide context and explanation regarding how your solution would meet these requirements.

5. Which of the requirements referenced in Appendix A and the scope of work above can your solution meet? These will be all requirements you listed as an “C” in column E. Please provide context and explanation regarding how your solution does not meet these requirements

6. Which of the requirements referenced in Appendix A and the scope of work above does your solution not meet? These will be all requirements you listed as an “N” in column E. Please provide context and explanation regarding how your solution does not meet these requirements.

7. What is your organization’s experience coordinating with other vendors (carriers, other solution vendors) to implement your product(s) and/or coordinate solutions?

8. What platform(s) do your product(s) operate on?

9. What device(s) are your product(s) compatible with?

10. Does your organization’s product have an app available along with the computer-based system?

11. Do you integrate with and/or are you built on Salesforce (the agency licensing platform)?

12. What modules or additional software does your solution require?

13. How has your product been integrated with other accounting systems and accounts receivable tracking processes in the past? If it has not, how might it be integrated with ours?

14. How is your product’s fee structure based (e.g., annual, monthly, per participant)?

15. Can you provide a high-level cost estimate for a product that would meet the objective and scope of work listed above?

16. What additional costs would exist for the state of Washington and/or our licensees with your product?

After reviewing the responses, WSLCB may contact some or all Bidders with follow up questions, or a request to make a presentation to WSLCB.

Section B. GENERAL INFORMATION FOR BIDDERS

This section describes the procurement timeline and includes useful information for Bidders such as procurement procedure and state requirements.

B.1. RFI COORDINATOR

The RFI Coordinator is the sole point of contact in WSLCB for this RFI. All communication between the Bidder and WSLCB upon receipt of this RFI shall be with the RFI Coordinator, as follows:

B.2. QUESTIONS & ANSWERS

Any questions or communications concerning this RFI must be directed only to the RFI Coordinator noted in Section B.1. Questions and/or inquiries must be sent via email and should include the RFI number. Bidders are to rely on written statements issued by the RFI Coordinator. Communication directed to parties other than the RFI Coordinator will be considered unofficial and non-binding on WSLCB.

B.3. ESTIMATED SCHEDULE OF ACTIVITIES

WSLCB reserves the right to revise the above schedule.

B.4. SUBMISSION OF RESPONSE

Interested parties shall submit responses as an attachment to an email to the RFI Coordinator noted in Section B.1. Responses must arrive by 3:00 p.m. in Olympia, WA, on March 31, 2025. The RFI number must be noted in the email subject line. Attachments to the email shall be Microsoft Word format or in Portable Document Format (PDF). Zipped files may be received by. WSLCB does not assume responsibility for any problems with the electronic delivery of materials.

Responses not received by the deadline will not be reviewed. Late responses will not be accepted and will be automatically disqualified from further consideration. Responses must respond to the information requested. Do not respond by referring to material presented elsewhere. The response must be complete and must stand on its own merits.

B.5. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Your entire response to this RFI is a public record and will be disclosed consistent with the Public Records Act, Chapter 42.56 RCW.

B.8.i. CONFIDENTIAL DOCUMENTS For the purposes of this RFI, do not include confidential or proprietary information unless specifically requested by WSLCB.

If WSLCB requests confidential or proprietary information, you must clearly print the word “Confidential” on the lower right-hand corner of each page containing the confidential or proprietary information.

B.8.ii. PUBLIC RECORDS REQUESTS If a public records request seeks your response and the response contains pages clearly marked “Confidential,” WSLCB will take the following steps:

i. We will notify you. We will identify the requestor and the date that WSLCB will disclose the requested records.

ii. We will give you an opportunity to seek a court order to stop WSLCB from disclosing the records.

iii. We will not evaluate or defend your claim of confidentiality. We will not withhold or redact your documents without a court order.

If you have any questions, refer to the WSLCB Public Records Office.

B.6. ADDENDUMS AND AMENDMENTS TO THE RFI

In the event it becomes necessary to revise any part of this RFI, an addendum or an amendment will be published on the WSLCB website. For this purpose, the published Bidder questions and Agency answers, and any other pertinent information, shall be considered an addendum to the RFI. Additionally, all addenda referred to above will be released on WEBS under the commodity code(s) listed on the cover page of this RFI. Only Bidders who have properly registered in WEBS will receive automatic notification of amendments or other correspondence pertaining to this RFI. For those not registered in WEBS, it will be the responsibility of interested Bidders to check the website periodically for addenda and amendments to the RFI.

B.7. SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE), AND VETERAN-OWNED BUSINESS PARTICIPATION

In accordance with the legislative findings and policies set forth in chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this RFI or on a subcontractor basis. For more information on certification, contact the Washington Office of Minority and Women’s Business Enterprises.

43.60A.200 encourages the participation of Veteran and Service Member Owned Businesses certified by the Washington State Department of Veterans Affairs RCW 43.60A.195. For more information on certification, contact Washington State Department of Veteran Affairs.

Additionally, per Department of Enterprise policy, agencies are encouraged to buy from in-state small business, including microbusinesses and minibusinesses.

However, no preference will be included in the evaluation of responses, no minimum level of MWBE participation shall be required as a condition for receiving an award, and response will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the contract documents will apply.

B.8. ETHICS, POLICIES, & LAW

This RFI and review of responses shall be made in conformance with applicable Washington State laws and Policies.

B.9. COSTS OF RESPONSE PREPARATION

WSLCB will not be liable for any costs incurred by the Bidder in preparation of a response submitted in response to this RFI, in conduct of a presentation, or any other activities related to responding to this RFI.

B.10. NO OBLIGATION TO CONTRACT

This RFI does not obligate the State of Washington or WSLCB to contract for services specified herein. WSLCB also reserves the right to cancel or to reissue the RFI in whole or in part without penalty.

Any future contract that may be awarded from a subsequent procurement will comply with state procurement requirements. This document does not obligate WSLCB to issue a competitive procurement, to evaluate the services of any responding organization, or to enter into any contract. WSLCB has not yet determined whether it will issue a competitive procurement to procure the services described in this RFI. WSLCB may utilize the results of this RFI in drafting a competitive procurement.

B.11. AMERICANS WITH DISABILITIES ACT

WSLCB complies with the Americans with Disabilities Act (ADA). Bidders may contact the RFI Coordinator to receive this Request for Information in an alternative format.

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