Attachment F Seed to Sale Tracking System and Resources - RFP Demo Scenario Evaluations final.xlsx
XLSX spreadsheet 41 KB Posted
- Solicitation number
- 23-440DFPR-SECRE-B-29251
- Issued by
- Cook County, Illinois
About this file
This document contains details for the Joint Purchase Cannabis Seed to Sale Tracking System and Resources RFP issued by the State of Illinois. The RFP outlines the required functionality of a seed-to-sale tracking system and associated resources to support the state's cannabis business operations and regulatory oversight. The system must provide comprehensive capabilities across the cannabis product lifecycle, including creation, processing, harvesting, inventory management, quality assurance, transportation, sales, taxes, and reporting. Key requirements include the ability to manage physical spaces, licensed organizations and users, product types and workflows, inventory adjustments, waste and destruction, administrative holds and recalls, inventory transfers and manifests, medical patient records, and ad-hoc reporting. The RFP also specifies non-functional requirements such as accessibility, data integration, and alerts.
The contract will be awarded to a vendor that can provide the specified seed-to-sale tracking system and resources to support the State of Illinois' cannabis regulatory program. Responses to the RFP are required to be submitted electronically, and the state has provided details on the submission process. The contract term and any renewal options are not explicitly stated in the document.
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Scenarios (Summary)
| Scenario # | Count | Category | Scenario Description | Details | Duration (Estimated) |
| Scenario 1 | 18 | S2S Product Lifecycle | Outlines the State of Illinois licensee's daily cannabis business operations (processes and transactions) | Please show the full 'seed to sale' product lifecycle starting with a cultivator (cultivation center or craft grow), processing (cultivation center or infuser), continuing through a QA lab for testing, transportation, and ending with the dispensary. | 60 minutes |
| Scenario 2 | 17 | State Regulators View | Outlines the State of Illinois agencies perspective on the daily cannabis business operations (processes and transactions) and system administration functions | Please show the ease of finding products, auditing lifecycle trails, showing any ‘flags’ of abnormal transactions, products, or activities, initiating recalls, holds and quarantines, and conducting compliance reporting. Please also include regulatory features of alert notifications, account setup, room/product setup and edits, permissions, and log of data changes. | 40 minutes |
| Scenario 3 | 2 | Public-Facing Consumer Portal | A medical patient and consumer perspective of cannabis information. | Please show how a customer can view a product’s information, including lab results, THC/CBD levels, product types, harvest/manufacture dates, and other cannabis related information. Please also include allowing medical patients, caregivers, and medical dispensaries to view allowance remaining and purchase histories. | 5 minutes |
| Scenario 4 | 12 | Non-Functional Requirements | Key non-functional requirements important to State of Illinois users. | Please show advanced search, ad hoc & user defined reporting, exporting data, system integration with other systems, and mobile device compatibility. | 15 minutes |
| (blank) | |||||
| Grand Total | 49 | 2 hours |
Scenarios (Detailed)
| # | Category | Description | Details | Scenario | ||
| 1 | Start-up / Set-up / Creation | Create, update, edit, and delete physical spaces, facilities, and vehicles that are registered by the State to contain cannabis and products | i. | Cultivation rooms, including grow, processing, and waste/destruction rooms | ||
| ii. | Inventory rooms | |||||
| iii. | Sales rooms | |||||
| iv. | Quarantine rooms | |||||
| v. | Transportation vehicles | Scenario 1 | ||||
| 2 | Licensed organizations and users/people | Create, update, edit, make inactive/suspended, and delete organizations and users/people | i. | Organizations and licensees authorized by law (currently cultivation centers, craft growers, infusers, transporters, dispensaries, and training facilitators) | ||
| ii. | New employees and cannabis agents | |||||
| iii. | Contractors, ancillary businesses, and vendors | Scenario 1 | ||||
| 3 | Products | Create, update, manage, edit, and delete products that are registered by the State | ||||
| i. | Strains, plants, clones, and all initial cannabis-related inventory product types | |||||
| ii. | Plant growth and maturity, harvest and processing/curing | |||||
| iii. | Lot and sublot inventory | |||||
| iv. | Extracts, oils, and all intermediary product types | |||||
| v. | Usable cannabis flower, infused products, and all end-user product types | |||||
| vi. | Unique identifiers of each individual product created in the system that follows SKU standards (i.e., sets of digits within identifier can be interpreted, such as first 4 digits indicate company origin, plant source, etc.) | Scenario 1 | ||||
| 4 | Product types and workflows | Create, update, manage, edit, and delete all product types and lifestyle workflows | i. | Initial product types (seeds, clones, immature/mature plants, mothers) | ||
| ii. | Intermediary product types (extracts, oils, etc.) | |||||
| iii. | End-user product types (infused products, flower, pre-rolls and vape cartridges, etc.) | |||||
| iv. | Permitting sub-categories for products to be identified/grouped by users | Scenario 1 | ||||
| 5 | Processing and Harvesting | Record growth and harvesting of cannabis plants | i. | Place plants of all stages in rooms and lots with identified strains and plant types (including mother plants, vegetative plants, flower plants, harvested batches, plant waste) | ||
| ii. | Record nutrients, pesticides, fungicides, and additional additives and processes in growing lots | |||||
| iii. | Record plant maturity and plant harvests, including all steps involved (pre-curing weights, lot numbers, etc.) | |||||
| iv. | Record harvest curing and/or processing, including freezing methods that accurately stores weights and moisture loss | Scenario 1 | ||||
| 6 | Processing and Harvesting | Record processing of cannabis and products, with each step in the processing linkable by unique identifiers across the product lifecycle | i. | Place cannabis and products in rooms and lots with product types (including waste products, initial products, intermediary products, and end-user products) | ||
| ii. | Permit and record grouping of plants and products into lots, sublots, and batches, allowing each grouping to be placed in user-created rooms | |||||
| iii. | Permit and record solvents, distillates, processing substances, and additives used to process cannabis to new forms | |||||
| iv. | Permit and record conversions of products between product types, including storing conversion calculations/relationships to track “usable cannabis” equivalent for each batch, lot, sublot, and product | |||||
| v. | Permit and record combined conversions, including multiple conversion types (i.e., creating premium, multiple mixed strains, etc.) | |||||
| vi. | Permit and record movement of cannabis and products between rooms and locations within one licensed facility | |||||
| vii. | Ensure cannabis and products in inventory with quarantine, administrative hold, recall, return, or transferred are able to identify procedural status of the item, the source and date of the status, and source and date of the transfer or movement into the location | Scenario 1 | ||||
| 7 | Inventory Adjustments | Adjustments and post-action data changes must be logged and searchable. | Scenario 2 | |||
| 8 | Waste and Destruction | Record waste of cannabis plants and from processing | i. | Record waste sources, including source plant, product, lot, and/or batch identification numbers | ||
| ii. | Place waste in rooms with required weight/quantity measures | Scenario 1 | ||||
| 9 | Waste and Destruction | Permit and record destruction of cannabis plant, processing waste, and products | i. | Permit and record destruction of returned, recalled, or mandatory cannabis product destruction, including re-entering item(s) into inventory | ||
| ii. | Schedule of waste destruction events, including the method of destruction (i.e., adding non-cannabis mixed material, etc.) and which items will be destroyed | Scenario 1 | ||||
| 10 | Waste and Destruction | Recording detailed logs of destruction events, including products destroyed, methods, and dates and not re-using identification numbers for products destroyed. | Scenario 1 | |||
| 11 | Administrative Holds, Quarantines, and Recalls | Business rules and workflow engine to place an administrative hold, quarantine, and limit transfers/movements of product designated as quarantined by the State regulators | a. | Create, update, manage, edit, and delete administrative holds and quarantine rules and permissions | ||
| b. | Workflow rules for starting quarantine process, approvals, and notifications to businesses | |||||
| c. | Workflow rules covering State-mandated, internal, or voluntary recalls | Scenario 2 | ||||
| 12 | Administrative Holds, Quarantines, and Recalls | Permit and record movement of products with administrative holds or quarantine designations into quarantine rooms, transfers to labs and, as appropriate, placement on waste rooms and destruction or returning items to licensees’ inventories. | Scenario 2 | |||
| 13 | Administrative Holds, Quarantines, and Recalls | Permit and record all product and quarantine information, including test results, procedural steps active and completed, and location, about products with administrative holds or quarantined. | Scenario 2 | |||
| 14 | Administrative Holds, Quarantines, and Recalls | Recording detailed logs of administrative holds and quarantines. | Scenario 2 | |||
| 15 | Inventory transfers | Create, update, edit, and manage inventory transfers that meet State requirements tracking movement of cannabis and products between licensed locations | i. | Initiate inventory transfer that starts creation of manifest information | ||
| ii. | Receive inventory transfer after acceptance of manifest delivery | |||||
| iii. | Ensure cannabis and products in inventory with quarantine, administrative hold, recall, return, or transferred are able to identify procedural status of the item, the source and date of the status, and source and date of the transfer or movement into the location | Scenario 1 | ||||
| 16 | Inventory transfers | Permit and record partial or full rejections of inventory transfers | i. | Rejecting partial orders and creating new batches with unique identifiers and updated weight/quantities to be returned to the originating location without losing integrity of the initial manifest inventory | ||
| ii. | Automatically creating a new manifest for return to the originating location | Scenario 1 | ||||
| 17 | Manifests | Create, update, edit, and delete manifests that meet State requirements tracking movement of cannabis and products between licensed locations | i. | Select transportation licensee and license-specific vehicle and drivers | ||
| ii. | Select product(s) for transport, auto-populating the product details into the manifest, including QA results | |||||
| iii. | Select destination from State-licensed or approved locations, auto-populating details into the manifest and providing a suggested route | |||||
| iv. | Permit selection of multiple destinations and with a required electronic confirmation process of delivery of products removed from transportation vehicle on the manifest | |||||
| v. | Manifest must contain all State-required information and, when transporting samples to a registered testing laboratory, ISO requirements | Scenario 1 | ||||
| 18 | Manifests | Manifest must be available electronically for download and for printing. | Scenario 4 | |||
| 19 | Accessibility | Provide automatic and in real-time access to manifest information | i. | Send notice when a manifest to a destination is created | ||
| ii. | Provide information on transportation contents | |||||
| iii. | Provide vehicle tracking and location information through GPS | |||||
| iv. | Provide notification when there are weather or road closure delays | |||||
| v. | Send notice when a manifest is delivered and product received | Scenario 4 | ||||
| 20 | Medical Patients | Contain or connect to medical patient and caregiver records | i. | Patient identification numbers, caregiver(s), and approved allowance amounts for that patient | ||
| ii. | Card active/inactive status for each patient and caregiver(s), including possible multiple caregivers to one patient | |||||
| iii. | Record, in real time, medical patient and their caregiver(s) purchases and automatically track remainder of allowance limits | Scenario 4 | ||||
| 21 | Medical Patients | Medical patient identification numbers must be connected and viewable, in real time, for verification of purchase history and allowance limits have not been met for the set period of time | i. | Allow medical patients, caregivers, and medical dispensaries to view allowance remaining and purchase histories | ||
| ii. | Allow approved State users to medical patients’ purchase histories and allowance limits | Scenario 3 | ||||
| 22 | Sales and Taxes | Permit and record sale of cannabis and products, both between licensed businesses and with consumers (adult use and medical) | i. | Permit and record individual and bulk purchases by licensed businesses | ||
| ii. | Permit and record sales to adult use consumers purchasing up to and not more than the statutory limits | |||||
| iii. | Permit and record sales to medical consumers and their caregivers purchasing up to and not more than their prescription limits, including tracking the prescription limits over time (see patient requirements) | Scenario 1 | ||||
| 23 | Sales and Taxes | Record sales for tracking and taxing purposes | Including at least: | |||
| i. | Batch numbers and unique identifiers for product(s) | |||||
| ii. | Product and strain name(s) | |||||
| iii. | Lab test results | |||||
| iv. | Manufacturer(s), testing location, transportation, and retail organizations | |||||
| v. | Expiration, harvest, and packaging date(s) | |||||
| vi. | Product pricing | |||||
| vii. | Tax obligations | Scenario 1 | ||||
| 24 | Sales and Taxes | Permit and recording detailed logs of voids and returns on sales, including reason for changes to sale records, for auditing and tracking purposes | i. | Business-level cannabis and product returns from rejected inventory transfers | ||
| ii. | Retail voided sales or corrections of sale errors | |||||
| iii. | Consumer product returns | Scenario 2 | ||||
| 25 | Sales and Taxes | Record the adjusted inventories after any voids or returns | Scenario 1 | |||
| 26 | Testing and Quality Assurance Laboratories | Create quality assurance (QA) samples that meet State and ISO compliance standards for testing | i. | Samples must be permitted from initial, intermediary, and end-user products | Scenario 1 | |
| 27 | Testing and Quality Assurance Laboratories | Samples must contain detailed data fields (i.e., a testing matrix) that can accommodate different types of testing and permit testing on certain ingredients | i. | Microbiological contaminants, mycotoxins, pesticide ingredients, residual solvents, and active ingredient analyses | ||
| ii. | Cannabinoid elements (i.e., CBD, CBG, CBC, CNB, etc.) contained in the sample | |||||
| iii. | Test results and overall pass/fail ratings for each sample and analyte | |||||
| iv. | Previous test results | Scenario 2 | ||||
| 28 | Testing and Quality Assurance Laboratories | Test results must be searchable | i. | To select samples sent to, awaiting testing, and tested by a lab | ||
| ii. | Past samples tested with results | |||||
| iii. | Search by sample, product identifiers, and test results (including modifications) | |||||
| iv. | Exportable as an official certificate of analysis and as data exports | Scenario 4 | ||||
| 29 | Testing and Quality Assurance Laboratories | Test results must be connected and viewable, in real time, to any product with the unique product identification numbers. | Scenario 2 | |||
| 30 | Testing and Quality Assurance Laboratories | Contain business rules and workflow engines that permit approved users to adjust certain data elements with adequate logs of such actions, including permitting and recording | i. | Who updated what results when | ||
| ii. | What the original results were | |||||
| iii. | Who approved the changes | Scenario 2 | ||||
| 31 | Testing and Quality Assurance Laboratories | Permit upload of test results from external systems in real-time. | Scenario 1 | |||
| 32 | Product Labels | Create, update, edit, and delete product labels that are approved by the State with elements required by the State | i. | Producer(s), including harvest date, package date, and shipment date | ||
| ii. | Full test results, or a QR code/link that connects full test results | |||||
| iii. | Ingredients and active elements (i.e., THC, CBD, etc.) | |||||
| iv. | “Usable cannabis” conversion | |||||
| v. | Additives | |||||
| vi. | Use by date | |||||
| vii. | Transportation label that includes scannable code with weight and dimensions | Scenario 2 | ||||
| 33 | Product Labels | Product labels must be available electronically for download and for printing | i. | A picture of the label | ||
| ii. | Printable format | |||||
| iii. | Available in Spanish | |||||
| iv. | Reproduceable for further use at retail for any sublot sales | Scenario 4 | ||||
| 34 | Product Labels | Contain or connect to business rules and workflow engine to manifest lab result, approval and any modification info | ||||
| i. | Transfer full lab results and product information to label | |||||
| ii. | Manage State approval process, including log of submission, comments and changes, and final approval | |||||
| iii. | Log with any changes, modifications, or alterations of product label | Scenario 2 | ||||
| 35 | Ad-hoc and customizable reports | Create, update, edit, and delete ad-hoc and customizable reports for any and all data elements in the system | i. | Product registrations | ||
| ii. | Current and historical licensee inventories for all license types | |||||
| iii. | Waste and destruction events, both scheduled and historical | |||||
| iv. | Quality assurance lab testing results | |||||
| v. | Transfers and manifests | |||||
| vi. | Sales and calculated tax obligations | |||||
| vii. | Transactions | |||||
| viii. | Patients, caregivers, and allotment allowances (total and remaining) | |||||
| ix. | Amendment and adjustment reports | Scenario 1 | ||||
| 36 | Ad-hoc and customizable reports | Ad-hoc and customizable reports should be able to select on any and all data elements in the system | i. | Licensee, customizable groups of licensees, or users | ||
| ii. | Patients, caregivers, and allotment allowances (total and remaining) | |||||
| iii. | Individual transactions | |||||
| iv. | Individual products or product histories/lineage, including | |||||
| v. | Mother plant number, SKUs, batch numbers, lot or sublot identifiers, etc. | |||||
| vi. | Price and quantities | |||||
| vii. | Facilities, rooms, or vehicles | |||||
| viii. | Status type, including in transit, quarantined, administrative holds, recalled, waste, etc. | |||||
| ix. | Product types, including | |||||
| x. | Customizable groups of products (i.e., adaptable to common terminology) | |||||
| xi. | Taxable rates (i.e., medical products, low/high THC, infused, etc.) based on current law | |||||
| xii. | Dates | |||||
| xiii. | Lab testing results by batch, lot, product, and sample identifiers | |||||
| xiv. | Administrative holds, quarantines, recalls | |||||
| xv. | Amendments, adjustments, or changes to any data element | Scenario 4 | ||||
| 37 | Ad-hoc and customizable reports | Ad-hoc and customizable reports should be detailed | i. | Sufficient for statutorily required reports, such as: | ||
| ii. | Identifying percent of retail inventory from each cultivator (i.e., no more than 40% of inventory can be from retailer’s parent company’s cultivators) | |||||
| iii. | Tax obligations | |||||
| iv. | Transportation details, including on sender, delivery team, receiving party, beginning/end time, route, package details, and any product photos | |||||
| v. | Weight, usable weight, quantity, dimensions, and, if applicable and uploaded, product labels | |||||
| vi. | Product lineage and histories (i.e., related lots, sublots, batches, | |||||
| vii. | Sale amount, transaction identifier, medical patient (if applicable), in-state or out-of-state, date, and location | |||||
| viii. | Sale data including profit percentages | |||||
| ix. | Taxable rates | Scenario 4 | ||||
| 38 | Ad-hoc and customizable reports | All reports should be connected and viewable in real time and have values and measures labeled and linkable to a data dictionary that explains the data elements. | Scenario 4 | |||
| 39 | Lineage reports | Create, update, edit, and delete lineage reports that permit viewing and tracking entire product and transaction history | i. | Unique product identification numbers at start through final sale or destruction | ||
| ii. | Transaction events, including logs and audit trails | |||||
| iii. | User actions, approvals, or rejections | Scenario 2 | ||||
| 40 | All reports | Reports must return accurate and verifiable results to support forensic investigations, including maintenance of historical data for reporting purposes. | Scenario 2 | |||
| 41 | Lineage reports | Provide dashboard or set of reports to support compliance activities of users. | Scenario 4 | |||
| 42 | Lineage reports | Reports must be customizable to create aggregate counts (i.e., number of plants) or sum values (i.e., sales totals or transit volumes). | Scenario 4 | |||
| 43 | Lineage reports | Reports must permit exporting to Excel or other downloadable formats. | Scenario 4 | |||
| 44 | Lineage reports | Provide flexibility in value grouping (advanced search) | i. | Creating customizable look-up tables/crosswalks (e.g., lists of products that fit within different product categories) | ||
| ii. | Using identifiers from other systems to select businesses or products (e.g., IDOR’s tax account numbers linked to license numbers) | Scenario 4 | ||||
| 45 | Lineage reports | Permit public queries to look up products and the associated product information, including harvest date, test results, and other data elements. | Scenario 3 | |||
| 46 | Alerts | Contain or connect to notification system that permits automated and manual messages | i. | General warnings and notices from the State, including regulation and compliance rule changes | ||
| ii. | General notices from vendor prior to release about updates and changes | |||||
| iii. | Notices for system downtime must be sent in advance (at least 24 hours) | |||||
| iv. | Start-up / Set-up / Creation: | |||||
| a. | Status of agent/user, facility, vehicle, and product registrations | |||||
| b. | Reminders of expirations and renewals | |||||
| c. | Confirmation of registrations | |||||
| v. | Processing / Harvesting: | |||||
| a. | Notices during growing / harvesting / processing | |||||
| b. | Reminders of product expiration dates | |||||
| vi. | Inventory Adjustments, Amendments, and Data Changes | |||||
| vii. | Waste and Destruction | |||||
| a. | Notice when destruction events are scheduled or completed | |||||
| b. | Notice when waste is removed from system | |||||
| viii. | Quarantine and Recalls | |||||
| a. | Notice when product or product’s lineages or descendants are placed on administrative hold, quarantine, or recalled | |||||
| ix. | Testing and Quality Assurance Laboratories: | |||||
| a. | Notices when testing request is made | |||||
| b. | Updates on transfer and testing | |||||
| c. | Notices of results and pass/fail status | |||||
| x. | Transportation and Manifests | |||||
| a. | Real-time notification of product transport or transfers | Scenario 2 | ||||
| 47 | Alerts | Permit and manage automation and manual messages that occur in real time | i. | Replies, responses, and communication between users | ||
| ii. | Flags/notices for groups of users (i.e., for messages for a particular location) | |||||
| iii. | Push notifications for certain messages | Scenario 2 | ||||
| 48 | Alerts | Permit and manage alerts created by administrative issues such as quarantine, fraud, and compliance thresholds (i.e., push notifications for expiring/revoked medical cards, 40% inventory rule, etc.) | i. | Automate flags for adjustments or changes that pass frequency or quantity thresholds | Scenario 2 | |
| 49 | System Requirements | Management of organizations and users/people should have role-based permission and enable configuration by users with administrative permissions. | i. | Multiple levels of administrative users (i.e., state-level, agency-level, business-level, facility-level, and other levels of administrative permissions) | ||
| ii. | Viewing access to selected data elements | |||||
| iii. | Permissions to enter or alter selected data elements | Scenario 2 |
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