6215 Attachment C final.pdf

ATTACHMENT C

Environmental Health Licensing and Inspection Software Questions

RFI # S-44300-00017435 (OHA #6215)

Agency is seeking information for the following scope elements to inform an anticipated Request for Proposal for a centralized Environmental Health Licensing and Inspection Software

(EHLIS).

Please provide as complete answers to following questions as possible. You can include estimated cost in a separate document and upload all documents into the Oregon Buys procurement system with your total response in .pdf format. Thank you.

1. ROADMAP

1.1. Which points do you usually recommend an organization address first??

1.2. What were the average deployment timelines for each module/program?

1.3. Is there a roadmap structure that you’ve seen lead to the most successful outcomes?

Please explain.

1.4. What do you typically see regarding content and structure for a roadmap?

1.5. What approach was used to break down larger systems into basic building blocks that allow for customization?

1.6. What level of involvement did your firm have in the creation and successful rollout of a roadmap?

2. Initial Infrastructure & Readiness Assessment

2.1. Based on your experience with similar statewide or multi-jurisdictional implementations, do you recommend conducting an initial infrastructure and readiness assessment prior to implementation? Please explain.

2.2. What areas should be evaluated as part of an infrastructure and readiness assessment?

2.3. How does your organization typically identify and mitigate infrastructure, connectivity, and technical risks during project planning?

2.4. What challenges have you encountered when implementing a solution in environments requiring both online and offline functionality, and how were those challenges addressed?

3. Gap Analysis

3.1. What was the process you used with others states to create a Gap Analysis (ex.

additional information gathering etc.)?

3.2. What were the elements of the analysis (ex. planning and steps to move from current to future state)?

3.3. What is a rough estimate on the cost and timeline for completing a Gap Analysis?

4. Technical Architecture Roadmap

4.1. Have you created a technical architecture roadmap in preparation for a platform integration in other states or efforts of equivalent size and scope (e.g. state, county, corporate etc.)?

4.2. What did the roadmap include?

4.3. What information did you need to complete the roadmap?

4.4. What is a rough estimate for the time to create this document?

5. CHANGE MANAGEMENT

5.1. Has your firm provided Change Management services in support of system modernization efforts at other states? If so, what type of change management services did you provide?

6. ADDITIONAL REQUIREMENTS

Respondent should describe how a successful environmental health licensing and inspection software performs the following:

6.1. What performance indicators or outcomes do your clients typically use to evaluate whether your system is effectively improving inspection and licensing operations?

Respondent should describe an understanding of the work, and the potential estimate:

6.2. Timeframe to complete the project.

6.3. Describe the number of vendor employees and support structure including estimated number and type of state personnel needed to support vendor efforts.

6.4. Describe qualifications related to this RFI for all employees potentially assigned to the project and specify the management support structure.

6.5. Other pertinent information.

7. DATA-RELATED QUESTIONS

7.1. How is data modeled within your system, and how does this model support consistency across multiple programs and jurisdictions?

7.2. How does your system handle relationships between core entities such as establishments, licenses, inspections, violations, corrective actions, and enforcement history?

7.3. Describe how your system handles transactional integrity when workflows span multiple steps such as inspection entry in the field, citing violations, inspection review, emailing completed report to facility, and scheduling follow up inspections or enforcement actions.

7.4. How does your system manage the full lifecycle of regulatory records, including creation, updates, historical tracking of changes, record retention and closure?

7.5. How is data extracted from legacy systems’ structures and validated prior to import into your platform, and what transformation processes are typically required?

7.6. What mechanisms are available to ensure migrated data maintains referential integrity and historical continuity?

7.7. How does your architecture maintain query performance and reporting responsiveness as the volume of inspection and licensing data grows over time?

7.8. What design considerations are used to support large-scale reporting and analytics workloads without degrading operational system performance?

8. PLATFORM DESIGN AND SET UP

8.1. What do you consider to be the key functions and roles that should be provided by a Environmental Health Licensing and Inspection Software (EHLIS) vendor related to platform design and set-up?

8.2. What is the typical timeframe for completing a platform design?

8.3. What is the rough estimate for cost to set up the platform once a design is approved?

8.4. What is the typical timeline for initial platform set up?

8.5. After platform set up, what is the rough estimate for cost on maintenance and hosting of your platform?

8.6. Is there an option to have the state manage the platform? If yes, which entities that you’ve worked with have done this?

8.7. What are the typical change management procedures that you use for platform maintenance, the integration of new interfaces, and platform upgrades?

9. ONGOING SUPPORT

9.1. What ongoing support has your firm provided for maintaining and updating the platform ?

9.2. Have you provided additional support to entities beyond platform operations and maintenance? If so, what kind of additional support was provided?

10. PROJECT WORK PLAN

10.1. What components of the Project Work Plan would you provide?

10.2. What is the rough estimation of cost and time needed to build the framework/platform?

10.3. What information would you need to complete this plan?

10.4. How often does the plan typically get updated?

10.5. Who typically updates the plan? Agency? Vendor?

10.6. Can you provide us with an example of a plan?

10.7. How do you ensure interoperability between different components?

10.8. How do you handle integration of legacy systems with newer modular components?

10.9. How do you manage dependencies between different modules in a system?

11. TEST STRATEGY AND PLANS

11.1. TEST STRATEGY

11.2. What overall end-to-end test strategy do you typically recommend for a solution of this type?

11.3. What module test strategy do you typically use for testing?

11.4. How do you approach testing and quality assurance for individual integrated modules vs the system as a whole?

11.5. TEST PLAN

11.6. Has your company created Test Plans for comparable systems?

11.7. If so, what information and Agency support was needed to create the test plans?

11.8. Who maintained the plans once they were created and adapted them to additional functionality?

11.9. How much automated testing is typically employed when testing?

11.10. How does your company assure quality assurance for product changes and updates?