5-Attachment C - Scope of Work.docx

Attachment C: Scope of Work Easement Management System

Background and General Scope The Utah Department of Veterans & Military Affairs (UDVMA) manages approximately 300 easements that protect the State’s military installations and preserve the compatibility of land uses surrounding them. UDVMA requires a comprehensive, web-accessible, geospatially enabled system to centralize the mapping, administration, monitoring, and reporting of these easements — creating a “one-stop shop” for staff to view, manage, report on, and update easements, landowner information, monitoring assessments, and associated funding.

The UDVMA requires an easement management system to ensure consistency for state system integration, maintain audit trails, and support compliance and internal controls. The system will enable UDVMA to inventory and map every easement, streamline administrative workflows, capture and track temporal monitoring assessments, coordinate with landowners, and report transparently on acquisition funding — reinforcing stewardship and accountability across the program.

Mandatory Technical Requirements Service Requirements The vendor will:

· Provide access to technical support, available Monday through Friday, from 0900-1700 hrs., MST. Vendor will ensure that help requests are responded to within 1 workday.

· Build the application using an iterative approach that continually refines deliverables based on evolving priorities.

· Deliver a fully realized solution for User Acceptance Testing (UAT) in a secure, isolated environment, collecting feedback until all concerns are resolved.

· Provide user training for the selected application.

· Provide ongoing maintenance and support and keep the application functional, secure, and compliant in an ever-advancing technology landscape for as long as it is in use.

GovRAMP Requirements In compliance with the Utah terms and conditions, where the product does not already have a FedRAMP or GovRAMP authorization status the following provisions apply:

At the time of contract execution, the product must be enrolled in the GovRAMP Progressing Snapshot Program and remain in the program until a verified status is achieved.

The product must achieve a verified status of GovRAMP Core no later than 12 months after the date of contract execution and maintain that status.

If the Contractor fails to maintain or achieve the security requirements outlined above, the using department may reevaluate the terms of the contract and determine whether the failure to comply justifies contract termination.

System Requirements The vendor will:

· Create a centralized, authoritative inventory of approximately 300 easements with both spatial and tabular detail. The system will have the capacity to continually add an additional 2–3 easements per year as long as the application is in use.

· Provide an interactive Explore Map to search, view, and navigate easements over aerial and topographic basemaps.

· Streamline administrative workflows to add, edit, and change easement status with heads-up digitizing or shapefile upload for new easements.

· Capture temporal monitoring assessments with compliance findings, reminders, and notifications for upcoming and overdue work.

· Classify easements by conservation purpose / values (e.g., incompatible-development buffer, wildfire fuels, water and Great Salt Lake ecosystem, wildlife and migration corridors) and report by goal.

· Manage landowner and partner information and coordination in one place.

· Track acquisition and cost-share funding (e.g., DOW REPI, Sentinel Landscape, Army REPI, NRCS/USDA, NFWF) by military installation, partner, and source.

· Provide document and photo management for deeds, agreements, monitoring reports, and site imagery.

· Deliver role-based dashboards and reporting with By-the-Numbers visualizations.

· Publish a public-facing map exposing a restricted subset of data.

· Integrate with Esri ArcGIS and Survey123 / Field Maps, existing easement tabular data (migration), existing easement spatial / GIS data (migration), document and photo storage / easement records for spatial data and field monitoring.

· Maintain robust audit trails to support compliance and internal controls.

· Migrate existing tabular and spatial easement data and digitize approximately 10–30 easements.

· Track visit status (Contact Attempt History, Scheduled, Completed, Overdue, Cancelled, Follow-up Required) and compliance finding (No Concerns, Minor Concern, Potential Violation).

· User Acceptance Testing completed and the System Go-Live at 26 weeks after Notice to Proceed (NTP).

Agency Roles and Responsibilities

1. Data Provision: The agency shall provide the vendor with necessary access to relevant data and documents required for the successful implementation and operation of the application.

2. Collaboration and Communication: The agency shall designate a point of contact responsible for facilitating communication and coordination between the agency and the vendor. Regular meetings, both virtual and in-person, when necessary, shall be scheduled to discuss project progress, address concerns, and make decisions regarding the application's development and maintenance.

3. User Feedback and Testing: The agency shall actively engage in user testing and provide feedback on the application's functionality, usability, and performance. This feedback will be crucial for refining the application to meet the agency's specific needs and requirements.

4. Training and User Adoption: The agency shall promote user adoption of the application among its staff and stakeholders. This includes facilitating training sessions, promoting awareness of the application's features and benefits, and providing ongoing support and guidance to users as needed.

5. Data Security and Compliance: The agency shall ensure compliance with all relevant data security and privacy regulations by providing necessary guidance, policies, and oversight to ensure the secure handling of sensitive information within the application.

6. Feedback and Issue Resolution: The agency shall promptly address any concerns or issues raised by users regarding the application's functionality, performance, or usability. This may involve liaising with the vendor to implement necessary fixes or enhancements to improve the application's overall quality.

7. Project Governance: The agency shall establish a project governance structure to oversee the implementation and ongoing management of the application. This may include the formation of a steering committee or project management office responsible for making strategic decisions, setting priorities, and allocating resources to support the application's objectives.

8. Financial and Contractual Obligations: The agency shall fulfill all financial and contractual obligations outlined in the agreement with the vendor. This includes timely payment of invoices, adherence to project timelines and milestones, and compliance with any terms and conditions stipulated in the contract.