Appendix A Statement of Work- Wyoming Visitor Flow System.docx

APPENDIX A: STATEMENT OF WORK (SOW)

The Smart Wyoming Visitor Flow System

1. OBJECTIVE AND SCOPE OF WORK

The State of Wyoming Office of Tourism (WOT) requires a specialized system contractor to execute the end-to-end design, multi-agency data integration, field hardware procurement, system deployment, and ongoing technical optimization of the cloud-and-edge infrastructure powering the Smart Wyoming Visitor Flow System. The foundational data routing and core state security protocols must align directly with the State of Wyoming's data infrastructure standards and approved state network environments.

The selected contractor shall deliver an integrated, production-ready telemetry and destination management environment distributed across five core modules. To achieve these outcomes, the underlying technical task specifications may be explored through the conceptual lens of the State’s exploratory "Dream vs. Move" visitor journey model, illustrating how pre-trip inspiration can align with real-time, in-market behavioral redirection. http://wyonet.org/ Every database link, security permission framework, machine learning layer, and edge notification system proposed should align with the core business capabilities outlined in this document, though vendors are fully encouraged to recommend alternative architectures or optimized technical line items that improve upon the baseline detailed within Appendix B: Technical Architecture Matrix.

2. DETAILED TASK SPECIFICATIONS AND MODULES

MODULE 1: Marketing Automation, CRM Hub, & Inbound Sync Framework

· 1.1 Centralized Visitor Profile & Multi-Channel Intake Framework: The contractor shall architect and deploy an enterprise-grade visitor data repository and management ecosystem. The system must support multi-channel intake mechanics to capture engagement before and during travel, including but not limited to digital web collection, mobile opt-in systems, and physical touchpoint engagement methods at state welcome facilities. The database must execute automated real-time data consolidation strategies to resolve user identities, eliminate duplicate records, and maintain accurate unified customer profiles.

· 1.2 State Tourism Platform Data Ingestion & Integration: The contractor must engineer an extensible data integration layer capable of connecting seamlessly with the State's primary digital tourism platform. Upon a customer's profile verification event, the engine must ingest available user-curated preferences, itinerary details, or trip indicators to instantly prioritize tailored regional routing and destination alternatives. This data pipeline must remain entirely vendor-agnostic and modular to ensure the State can update or swap out front-end components or primary data sources in the future without disrupting the core system.

· 1.3 Interagency Governance & Communications Coordination Matrix: The contractor will deploy a secure, multi-tenant collaboration dashboard enabling coordination across independent state, federal, and local public entities. The framework must deliver:

· Access Controls: Granular permission structures and administrative boundaries separating personnel from distinct organizations.

· Master Coordination Calendar: A shared visualization layout displaying active and planned geographic communication paths to eliminate message overlapping and fatigue.

· Prioritization Engine: Rules-based logic that immediately prioritizes critical public safety messages, situational closures, or emergency alerts over general informational distributions.

· 1.4 Broadcast Communications & Messaging Integration: The contractor will integrate the platform with a scalable, high-velocity outbound messaging infrastructure. The system must support dynamic subscriber enrollment structures and automatically parse opt-out and informational commands to maintain full data compliance and cellular regulatory adherence. The underlying delivery architecture must guarantee high reliability and minimal latency during periods of high localized user traffic.

MODULE 2: Data Ingestion and Predictive Architecture (The Source of Truth)

· 2.1 Centralized Data Lake Ingestion Pipeline: The contractor must establish secure, low-latency ingestion nodes leveraging state network and security standards to continuously aggregate, clean, and normalize the following real-time data streaming architectures:

· Transportation Telemetry: Live vehicle volume tracking loops, vehicle speed profiles, and camera congestion indexes from permanent physical traffic recorders and state-managed intelligent transportation systems.

· Location Services Insights: Aggregated cellular geofencing movement vectors, anonymized location insights, and demographic profiles via secure API data streams.

· Asset and Reservation Logistics: Live booking matrices, permit limits, and physical gate counter logs from federal, state, and local park check-in systems and reservation platforms.

· Environmental and Hydrological Feeds: Live environmental telemetry feeds including federal weather incident layers, emergency alert systems, and real-time river streamflow gauges.

· 2.2 Machine Learning Displacement Modeling & State Traveler Information Integration: The contractor will train, validate, and deploy a predictive engine that correlates weather depth, seasonal pass parameters, road surface conditions, and congestion inputs to calculate downstream traffic volume displacements. The system must output predictive alternative-route models to alternative arteries at least two (2) hours ahead of real-time saturation thresholds.

· State Traveler Information Platform Active Integration: The contractor must build direct programmatic connections into the State’s official traveler information mobile application APIs and designated push notification/alert gateway systems. When the predictive engine forecasts a critical saturation event or pass closure, the system must automatically inject proactive alternative-route travel updates directly into the public-facing customer alert streams, driving automated in-app notifications and hands-free/eyes-free audio recommendations via the approved state distribution channels.

MODULE 3: Low-Friction Engagement & Edge Resilience (The Interruption)

· 3.1 Native Wallet Orchestration Network: The contractor will deploy a native pass generation engine linking directly to major mobile wallet developer architectures. This engine must execute:

· Dynamic generation of unique mobile travel passes via automated mobile messaging channels or QR interactions at physical Welcome Centers, entirely removing app-store download requirements.

· Real-time background pass modifications and targeted push alerts sent straight to user lock-screens when route hazards emerge.

· Micro-geofenced push triggers operating within a targeted proximity threshold of state assets or participating rural merchants.

· 3.2 Captive Edge Portals & Low-Bandwidth Optimization: The contractor will build an app-download-free digital visitor portal designed to load instantly when a traveler joins a state-managed local Wi-Fi Oasis backed by ruggedized satellite or local backhaul internet options inside communication dead zones.

· The portal must focus on the outcome of offline accessibility, automatically pre-caching high-resolution vector maps, localized emergency contacts, and regional travel directives directly into the browser's client-side storage, referencing the smartphone's internal GPS hardware.

· Graceful Network Degradation: The UI must feature automated bandwidth sensing. When connection speeds drop into highly restricted bandwidth brackets, the system must automatically strip all video, image assets, and heavy styling scripts, displaying an ultra-lightweight, high-contrast text layout to ensure delivery in deep canyons. Vendors may propose the best framework or underlying technology to maximize offline resilience without being restricted to a single rigid framework strategy.

· 3.3 Turnkey Physical Micro-Beacon Procurement & Integration: The contractor shall be completely responsible for the end-to-end sourcing, hardware procurement, configuration, field installation, and platform integration of ruggedized, solar-powered, weather-proof Bluetooth Low Energy (BLE) beacons.

· The contractor must ensure the procured hardware meets industrial exterior standards (minimum IP67 waterproofing rating) to survive extreme regional winter climates and high-altitude conditions.

· When an offline visitor mobile device passes a contractor-deployed beacon, the hardware must successfully broadcast a micro-location trigger to surface a localized wallet pass update or cached visitor portal safety reminder detailing real-time water levels, wildlife proximity rules, or alternative pathway suggestions without cellular network dependencies.

· 3.4 V2I and Dashboard Telematics Integration: The contractor must integrate the platform's safety output with vehicle-to-infrastructure (V2I) communication networks, connected-vehicle safety clouds, or third-party vehicle safety routing safety aggregators to push real-time tourism redistribution and pass hazard alerts directly onto integrated commercial vehicle dashboard platforms and original equipment manufacturer (OEM) sync layers.

MODULE 4: Generative Storytelling & The Stewardship Nudge (The Engine)

· 4.1 Guardrailed Agentic AI Framework: The contractor will implement a structured Large Language Model (LLM) data pipeline using a secure, state-approved cloud AI environment. The contractor must ingest, vectorize, and index vast repositories of unstructured state text data—including local historical records, community angling logs, destination marketing organization (DMO) cultural narratives, and regional event lists—to inform the AI's contextual knowledge base and ensure the utilization of the most cost-effective and highly optimized tourism LLM models available.

· 4.2 Hallucination Elimination & Content Guardrails: The contractor must construct hard technical data guardrails ensuring that the conversational interface bases all alternative routing recommendations exclusively on verified assets inside the active Content Inventory. The system must never invent routes, recommend seasonal passes that are currently closed, or send travelers into documented food deserts.

· 4.3 Stewardship and Safety Architecture: The platform must inject educational stewardship criteria into alternative route suggestions. If a primary destination trail hits capacity, the AI must automatically frame alternative route choices around wildlife preservation zones (e.g., specific wildlife safety distance parameters), wildfire containment boundaries, or stream safety, transforming a detour into an essential act of responsible exploration.

MODULE 5: Analytics, Success Attribution, & Reporting Panel

· 5.1 Executive Performance Metrics & Attribution Dashboard: The contractor must engineer an analytics visualization dashboard panel surfacing aggregated telemetry to monitor and isolate overall project impact parameters. The business intelligence environment must calculate and export:

· Visitor Share Metrics: Live geographic distribution counts measuring real-time vehicle shifting across rural counties compared to major hub benchmarks.

· Economic Yield Tracking: Aggregated financial indicator logs displaying localized local sales tax growth and rural room occupation trends.

· Stewardship Sign-Ins: Interactive reporting modules tracing total subscriber opt-ins, QR onboarding counts, and merchant voucher conversion rates.

· Community Sentiment Evaluators: Portal tracking tools to host, record, and output cyclical community survey indexes tracking resident sentiment ratings.

4. ESTIMATED PROJECT MILESTONES & COST PROJECTION TARGETS

The State is utilizing this RFI to evaluate market feasibility, technical architectures, and cost projections to inform upcoming funding requests. The schedule below outlines a target deployment roadmap sequenced by logical phases; exact durations and calendar windows will be defined in the future RFP. Responding vendors are requested to evaluate the feasibility of these phases and provide estimated cost ranges per milestone module to assist the agency's planning.

· Milestone 1: RFI Evaluation & Technical Requirements Inversion

· Timeline: Phase 1

· Outcome: Analysis of vendor submissions, execution of vendor capability demonstrations, and formulation of the final Smart Wyoming Visitor Flow System RFP blueprint.

· Milestone 2: RFP Release, Selection, & Contract Award

· Timeline: Phase 2

· Outcome: Formal competitive bidding lifecycle complete; prime vendor contract signed and initialized.

· Milestone 3: CRM Dashboard Setup, State Tourism Platform Hookup, & Ingestion Sync

· Timeline: Phase 3 Build

· Outcome: Interagency campaign scheduling dashboard live. Successful data handshakes verified across state platform visitor preferences, state transportation sensor streams, location insights data, and high-velocity broadcast communications platforms.

· Milestone 4: AI Sandbox Build & Wallet Infrastructure Calibration

· Timeline: Phase 4 Build

· Outcome: Deployment of guardrailed state-approved cloud AI environment configurations, automated business rule triggers, executive dashboard reporting architecture frameworks, and functional generation of native wallet passes.

· Milestone 5: Live Corridor Pilot

· Timeline: Phase 5 Build

· Outcome: Deployment of physical solar BLE beacons at designated pilot trailheads, activation of local backhaul/satellite Wi-Fi options at pilot welcome facilities, and validation of real-time local merchant QR voucher distribution loops within the designated regional pilot corridor.

· Milestone 6: Performance Optimization, Stress Testing, & Live Statewide Release

· Timeline: Phase 6 Build

· Outcome: Full-scale load testing under simulated high volumes, system calibration across all participating counties, arriving at Official Live System Launch.

5. VENDOR CAPABILITY & INNOVATION GATHERING

To assist the State of Wyoming in evaluating market readiness and discovering creative implementation strategies, responding vendors are highly encouraged to provide written summaries, case studies, or architectural overviews detailing their operational approach to the following execution domains. This section is strictly for informational gathering and will be used to shape upcoming procurement options; no vendor will be penalized or disqualified during this RFI phase.