BPM006184_Solicitation_Requirements (7).pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona State Parks Board 1110 W. Washington, Suite 100

Phoenix, AZ 85007

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 1 of 76

Solicitation Number: BPM006184

Description: Statewide Mobile Location Data

Solicitation Due Date and Time: June 11th, 2024 by 3:00pm Arizona Time

Pre-Offer Conference: April 30th, 2024 10:30am Arizona Time

Statewide Mobile Location Data Pre-Offer Conference Tuesday, April 30 · 10:30 – 11:30am Time zone: America/Phoenix Google Meet joining info Video call link: https://meet.google.com/nox-rvwt-zvh Or dial: 3863-373-(US) +1 318 PIN: 867 081 171# More phone numbers: https://tel.meet/nox-rvwt-zvh?pin=8940961026838

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Table of Contents Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM006184 Statewide Mobile Location Data

Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 2 of 76

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Notice Page

Table of Contents

Solicitation Summary 3 Scope of Work 5 Special Terms and Conditions 19 Addendum A to the Special Terms and Conditions 48

Network Security (Cyber) and Privacy Liability Insurance 48

Addendum B to the Special Terms and Conditions 55 Uniform Terms and Conditions 10.5 59 Exhibit A 76

Solicitation Summary

Solicitation No. BPM006184 Statewide Mobile Location Data

Arizona State Parks Board

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Solicitation Summary

1. What is the State Soliciting?

Arizona State Parks & Trails, as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more single-agency Contracts on behalf of Arizona State Parks Board, and for their sole use, to provide supplement surveys of outdoor recreation participants and recreation providers (outside the scope of this RFP) with outdoor recreation demand and trend data for parks, non-motorized and motorized trails, lakes and waterways using anonymized aggregate mobile phone GPS data.

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion, that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006184 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.2. Attachment: BPM006184 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

Solicitation Summary

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Arizona State Parks Board

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2.1.3.1. Offer and Acceptance

2.1.3.2. Boycott of Israel Disclosure

2.1.3.3. Forced Labor of Ethnic Uyghurs Ban

2.1.3.4. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.5. Conformance Statements and Exceptions Requests

2.1.3.6. Key Personnel

2.1.3.7. Letter of Insurability

2.1.3.8. Organization Profile

2.1.3.9. Proposed Subcontractors

2.1.3.10. Experience and Capacity Response

2.1.3.11. References

2.1.3.12. Method of Approach

2.1.3.13. AZ Baseline Infrastructure Security Controls

2.1.3.14. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Special Terms and Conditions

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Arizona State Parks Board

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Scope of Work

Scope of Work

1. Purpose and Background

1.1. Arizona State Parks and Trails (ASPT) is seeking to supplement surveys of outdoor recreation participants and recreation providers (outside the scope of this RFP) with outdoor recreation demand and trend data for parks, non-motorized and motorized trails, lakes and waterways using anonymized aggregate mobile phone GPS data. This data is collected passively from cell phones and other devices that provide geolocation information. This will allow decision-makers to better understand how recreation sites are used for a variety of outdoor recreation activities across years, locations, seasons, and user types.

1.2. This contract encompasses one initial project related to the 2025 Trails Plan, with the possibility of multiple additional projects over the course of the five-year contract (e.g., Statewide Comprehensive Outdoor Recreation Plan, Arizona State Parks and Trails Visitor Survey, etc). See Section 4 below for more details about Project 1.

2. Project Objectives

2.1. Since many recreation sites (parks, trails, etc) are not accessed through an entrance or fee station, or have multiple and sometimes unmanned entry points, accurate information about visitation over time is lacking. It is important to gather information such as:

2.2. Since many recreation sites (parks, trails, etc) are not accessed through an entrance or fee station, or have multiple and sometimes unmanned entry points, accurate information about visitation over time is lacking. It is important to gather information such as:

2.2.1. Who comes to these sites?

2.2.2. Where are they coming from?

2.2.3. How long do visitors engage in outdoor recreation activities at these

2.2.4. sites?

2.2.5. What other areas in the vicinity do they visit during their trip?

2.2.6. What are the seasons, days and hours of highest and lowest visitation?

2.2.6.1. Do these patterns differ for locals versus non-locals and frequent versus non-frequent users?

2.2.6.2. Have these patterns changed over time?

2.2.7. Do special events draw visitors with a different demographic profile?

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Arizona State Parks Board

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2.2.8. How frequently do visitors use particular sites?

Addressing these questions, combined with data from survey questionnaires capturing visitors’ priorities, opinions and preferences (which are outside the scope of this RFP) will allow recreation providers, land managers and stakeholders in the state of Arizona to have a better understanding of the demand for outdoor recreation activities. This enhanced understanding will provide the basis for more accurate, effective, equitable and collaborative planning and decision-making about future outdoor recreation sites, where maintenance is most needed and other questions related to resource allocation.

2.3. This contract will span five years and may encompass multiple projects over that time.

The initial project under the contract will inform the 2025 Trails Plan. For this project, the selected vendor will aid State Parks in identifying appropriate motorized, non-motorized and multi-use trails to include in a database, accessed by a dashboard and will provide a report on the visitor and trip characteristics above from 2019 to 2023.

Future projects may include adding additional trails, parks, lakes or waterways and may also include adding historical data and updates to existing data to gain a more comprehensive view of the flow of visitor use and travel to outdoor recreation sites in Arizona. Future projects will be dependent upon authorization and funding.

3. Scope of Work

3.1. Mandatory Requirements:

3.1.1. Ensure data is anonymous.

3.1.2. Work with the Arizona State Parks and Trails team to select outdoor recreation site locations for comparison purposes (parks, trails, lakes, etc.), consistent with project scope of work.

3.1.3. Work with Arizona State Parks and Trails to test the value and accuracy of anonymized aggregated mobile phone GPS data to identify the use, location and characteristics of outdoor recreation activities in Arizona.

3.1.3.1. Identify “calibration areas” where other sources of data exist that can be used to analyze the validity and reliability of the mobile data as compared to other data collection methods.

3.1.4. Include the project budget for this and proposed future optional efforts per the attached Cost sheet (See Attachment A).

3.1.5. include an initial project timeline for projects communicating the expected project duration. This may be revised based on selected sites included, etc.

3.1.6. Provide estimated costs for adding additional sites as a part of possible future projects.

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Arizona State Parks Board

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3.1.7. Provide costs for adding additional historical data from past years as a part of possible future projects.

3.1.8. Provide recommendations regarding how the anonymized aggregate mobile phone GPS data can be (and cannot be) used to supplement and enhance future statewide outdoor recreation planning, visitor surveys, economic impact studies, and other existing related databases available in Arizona.

4. Project 1 Specific Requirements

4.1. Project 1 - 2025 Trails Plan Supplementary Report:

4.1.1. Work with Arizona State Parks and Trails to define data sample criteria, identify trails and other outdoor recreation sites of interest and select specific “case study” sites in order to ensure the most accurate and precise data possible. These sites may be managed by: US Forest Service, Bureau of Land Management, National Park Service, Arizona State Parks and Trails, other state agencies, Native American tribes, counties, municipalities, non-profit organizations, etc.

4.1.1.1. Some sites may be chosen as “exemplars” to serve as illustrations of demand and identify trends of use types or locations. These could be used to understand use in comparable areas around Arizona.

4.1.2. Work with the Arizona State Parks and Trails team to revise the project timeline if needed. The timeline should include team + contractor meetings, all major project milestones, Etc.

4.1.3. Communicate progress to schedule on an agreed-upon cadence (at least every other week) during the project period.

4.1.4. Meet with the Arizona State Parks and Trails team to discuss major conclusions and formats for final deliverables.

4.1.5. The Contractor shall provide a high-level dashboard design to include software that will be utilized to visualize the data, including contractor products, third-party software, custom software, and software and hardware configurations.

4.1.6. Provide a draft and final interactive dashboard allowing users to analyze visitation patterns and visitor and trip characteristics for selected trails based on mobile location data from 2019 to 2023.

4.1.6.1. Dashboard should initially include licenses for at least 5 users (3 can be view only, 2 should be able to access data for additional analysis, reports, etc.) that would allow trained Arizona State Parks staff and partners to compare selected sites and identify patterns, and trends over time. This number may increase over time.

4.1.7. Provide a draft and a final written report of visitation, visitor trips and demographic trends over time.

4.1.8. Be prepared to present results to the Arizona State Parks Board or other stakeholders, as requested.

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5. Future Projects:

5.1. Provide cost estimates for updates to mobile data included in the Project 1 dashboard at different cadences (e.g., monthly, quarterly, twice a year, annually) from 2024 through 2029.

5.2. Work with ASPT and partners to add additional trails, and other outdoor recreation sites, including parks, lakes and waterways as requested to the database developed in Project 1.

5.3. Work with ASPT and partners to add additional historical data as available and deemed necessary.

5.4. Provide cost estimates for adding users (both viewers and data analysts) over time.

5.5. Other desired functionality: May have the ability to geofence recreation sites, including trails trailheads, parks, lakes and waterways to deliver surveys to users as desired by ASPT and partners.

6. Training Requirements

6.1. General requirements

6.1.1. The Contractor shall provide training for the ASPT team when the mobile location data dashboard is finalized.

6.1.2. The Contractor shall develop and provide documentation for ASPT staff on all features and functions. This will be updated as upgrades are completed and features are added.

6.1.3. Training shall be coordinated with the ASPT liaison or designee to ensure that training meets the objectives and needs of ASPT.

6.1.4. The Contractor shall provide performance support once trainees complete initial training.

6.1.5. Training shall cover all functions of the mobile location data dashboard.

6.2. Training Materials

6.2.1. The Contractor shall provide documentation for all user roles.

6.2.2. The training document shall cover all system functionality.

6.2.2.1. The Contractor shall provide manuals that explain the use and operation of the dashboard.

6.2.3. The Contractor may supply training videos.

6.2.4. An electronic copy of the user manual(s), that can be printed in part or in whole, shall be provided to ASPT so it can be posted by ASPT in a manner that all users can access the manual.

6.2.5. The manual(s) may be accessible by users electronically. The manual(s) shall be updated when there is a change in the program that impacts the operation of the program.

6.3. Training Sessions

6.3.1. The Contractor shall conduct initial training sessions for all ASPT staff based on the user role, such as viewer, data analyst and other roles as needed.

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Arizona State Parks Board

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6.3.2. The Contractor shall conduct training sessions for all major upgrades.

6.3.3. The training sessions may be conducted virtually.

7. 7. Service Warranties

7.1. The contractor must detail in the proposal the expected uptime and costs for meeting a minimum of 95% uptime between 8:00am and 5:00pm Monday through Friday Arizona time.

7.1.1. The contractor must demonstrate disaster recovery and failover plans to the state to maintain uptime and data and application integrity and must specify if the uptime strategy and metric includes downtime associated with system maintenance and updates.

7.2. For the cloud-hosted solution, the contractor agrees to maintain upgrades to the application to maintain compatibility with hardware and software standards including operating systems, mobile platforms, PC, and server configurations (Reference Section 9.6).

7.2.1. The vendor will also provide ongoing troubleshooting, including problem resolution 8:00 am through 5:00 pm, Monday through Friday Arizona time for critical problems.

8. Equipment, Services and Support

8.1. Security

8.1.1. The solution environment and any dependent processes as used by the application for data storage, processing or analysis, are preferred to be

FedRAMP certified. The vendor shall include prior StateRAMP or FedRAMP certification with the proposal if applicable.

8.1.2. If the solution is not FedRAMP certified, the Contractor is required to complete the Arizona Risk and Authorization Management Program (AZRAMP) Baseline Certification 325 with ADOA/AZDOHS as part of our project investment justification (PIJ) within two weeks of notice of intent to award the contract.

Contract award is contingent upon the contractor successfully completing the AZRAMP Baseline Certification.

8.1.2.1. Reference SECTION 2-C: Special Terms and Conditions, Cloud Applications.

8.1.2.2. Vendor shall submit the Arizona Baseline Infrastructure Security Controls Prerequisite as part of the RFP response. https://azdohs.gov/file/4357 or Exhibit A

8.1.3. The vendor shall provide a complete list of components utilized by the solution, with the vendor name and location. All responses to this solicitation will be evaluated, in part, according to the contractor's agreement with the State of https://azdohs.gov/file/4357

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Arizona State Parks Board

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Arizona Security Policies. The contractor must demonstrate that the cloud service provider is in compliance with these policies.

8.1.4. The solution (environment and all components) shall meet all Arizona Department of Homeland Security (AZDOHS) and Arizona Department of Administration (ADOA)-Arizona Strategic Enterprise Technology (ASET) Policies, Standards and Procedures as applicable regardless of the policy being mentioned in this SOW. The contractor shall update the solution as policies change over time.

Exhibit A: Arizona Department of Homeland Security (AZDOHS) and Exhibit B: Arizona Department of Administration (ADOA)-Arizona Strategic Enterprise Technology (ASET) Policies, Standards and Procedures.

8.1.5. The vendor must immediately notify ASPT of any security breaches within one hour of discovery, followed by written notice within one day. Incident response must meet or exceed, ADOA/ASET P8240 Incident Response Planning, Exhibit A.

8.2. Software As A Service (Saas)

8.2.1. The Contractor shall be responsible for web and system hosting of the database and solution in a cloud-based or similar data center(s) with redundant backups.

8.2.2. Certificated security services by web supported protocols available from client public IP addresses.

8.2.3. The Contractor shall practice defensive coding in accordance with ADOA/ASET P7300 Software Architecture, Exhibit B.

8.2.3.1. ADOA/ASET requires regular security scans of the database, data and solution by ADOA/ASET staff. The Contractor shall ensure ADOA/ASET is able to complete the security scans and the vendor will rectify any security issues identified during the security scans.

8.3. Agency and Partner Web Service Availability

8.3.1. Availability of the system to both agency and partner users is to be 8:00 am to

5:00 pm, Monday through Friday Arizona time with limited downtime. Forty-five hours a week of uptime is expected, with maintenance allowance outside of business hours, Arizona time. The vendor will notify ASPT Liaison in advance of all scheduled maintenance.

8.4. Central Data Storage And Structures

8.4.1. Entity relationship (ER) data model needs to be shared with the State of Arizona in accordance with the State of Arizona data management policies, including P4465 State-Owned Cloud Data, Exhibit B.

8.5. Scalability

8.5.1. The System shall have the ability to be enhanced by adding new functionality, content, trails, outdoor recreation sites, and parks without disrupting existing activities (Functional Scalability).

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Arizona State Parks Board

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8.6. Desktop Client And Mobile Device Support

8.6.1. The system acquired for this purpose shall be compatible and tested with commonly used mobile technology tools and web browsers (i.e. Windows, OS X and smart devices on an iOS Apple or Android platform).

8.6.2. The staff access or portal shall run on ASPT's existing hardware (Mac desktops, laptops, iPads and iPhones), operating systems (Mac OS) and web browser (Safari). Apple products are updated regularly and the portal functionality must work with required updates.

8.7. Records/Data

8.7.1. All data provided by ASPT including survey or other data sources, content, videos, photographs and images shall remain the property of the State of Arizona. ASPT is the designated owner of all State data and shall approve all access to that data for this contract. The Vendor shall not have ownership of State data at any time.

8.7.2. Contractor shall not access, use, sell, provide access to, share, distribute or disclose ASPT data or data collected as a result of this contract, including user and customer data, to affiliates, subsidiaries or third parties without ASPT approval.

8.7.3. Prefer all ASPT data, documents, images and records to be stored in non-proprietary formats. Alternate formats will be considered for the functionality of the application. The vendor will need to include the export of alternative formats in the transition-out plan.

8.7.4. All ASPT data and records shall meet records retention schedules (See Exhibit C Arizona State Records Management Standards and Retention Schedules).

8.7.5. Contractor shall allow ASPT access to Cloud Data by an appropriate and mutually agreeable means such as extracting data, including metadata, in whole or in part, with the relationship to other records maintained by connecting directly to the Cloud Data physical data store or a copy of it, accessing an Application Programming Interface (API) to access the data, or making use of the Data in a data warehouse or other repository at no additional cost. The Staff portal shall have the ability to easily export data.

8.7.6. No ASPT data shall be co-mingled with another entity’s data.

9. Ownership of Intellectual Property

9.1. Any and all intellectual property, including but not limited to copyright, invention, trademark, trade name, service mark, and/or trade secrets created or conceived pursuant to or as a result of this contract and any related subcontract (“Intellectual Property”), shall be work made for hire and the State shall be considered the creator of such Intellectual Property. The agency, department, division, board or commission of the State of Arizona requesting the issuance of this contract shall own (for and on

Solicitation No. BPM006184 Statewide Mobile Location Data

Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 12 of 76 behalf of the State) the entire right, title and interest to the Intellectual Property throughout the world. The contractor shall notify the State, within thirty (30) days, of the creation of any Intellectual Property by it or its subcontractor(s). Contractor, on behalf of itself and any subcontractor(s), agrees to execute any and all document(s) necessary to assure ownership of the Intellectual Property vests in the State and shall take no affirmative actions that might have the effect of vesting all or part of the Intellectual Property in any entity other than the State. The Intellectual Property shall not be disclosed by the contractor or its subcontractor(s) to any entity, not the State without the express written authorization of the agency, department, division, board or commission of the State of Arizona requesting the issuance of this contract.

9.2. Ownership of Software - Contractor Supplied: The Software is licensed, and not sold, to ASPT under this contract. All rights, titles and interests, including all patent, trade secret, copyright, and other proprietary rights is and shall be and remain the exclusive property of the contractor. The contractor will send a list of software and APIs that are licensed by the contractor within 30 days of the contract being signed. Nothing contained herein is intended or shall be deemed, to transfer to ASPT any ownership or other rights in or to such Software, except the right to use the Software disclosed to ASPT hereunder to the limited extent in accordance with the terms and conditions of this contract. The contractor agrees that it shall immediately notify ASPT and shall use its best efforts (at its expense), to protect any such intellectual property or other proprietary rights (or prevent further violation of such rights) under such agreements in a timely manner to protect ASPT’s rights. All data including content, videos, photographs and images shall remain the property of the State of Arizona. ASPT is the designated owner of all State data and shall approve all access to that data for this contract. The Vendor shall not have ownership of State data at any time.

10. Disaster Recovery

10.1. The Contractor is responsible for disaster recovery plans and restoring system and data with a Recovery Time Objective (RTO) of 48 hours and a Recovery Point Objective (RPO) to the last data imported.

10.2. The Contractor shall submit a disaster recovery plan (DRP) to ASPT for approval 30 days prior to the mobile location data dashboard being available to the agency or partners.

10.3. The Contractor’s DRP shall describe how business operations will continue in the event of disruption or complete system failure.

10.4. The DRP must include events such as security breaches, pandemics, fires, and natural and man-made emergencies.

10.5. The Contractor shall use recognized industry standards governing disaster preparedness and recoveries including the ability to continue operating the System in the event that the primary hosting facility is rendered inoperable and

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Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 13 of 76 the operations have been seamlessly transferred to a separate hosting facility in a separate geographic location. The off-site disaster recovery environment shall be activated upon complete failure of the System at the primary hosting facility due to disaster. The disaster recovery environment must fully replicate the System at the primary hosting facility.

10.6. The Contractor shall notify ASPT immediately in the event of System fail-over to the off-site disaster recovery environment or activation of any part of the DRP.

11. Backups

11.1. The vendor shall host all solution components with off-site backups as needed to capture all updates.

12. Maintenance And Support

12.1. In addition to the foregoing, unless otherwise provided in this contract or in an attachment hereto, for the term of the contract, the vendor shall be required to provide the following services for the support of the data, database, dashboard and networking solutions developed under the terms and conditions of this contract.

12.2. Error Corrections: Upon notice by ASPT of a problem with the data, database or dashboard or other deliverables (which problem can be verified), the Contractor shall use reasonable efforts to correct or provide a working solution for the problem. ASPT shall comply with all reasonable instructions or requests from the Contractor in attempts to correct an error, defect or nonconforming item.

12.3. Material Errors or Defects: The Contractor shall notify ASPT of any material errors or defects in the deliverables known or made known to the vendor from any source during the contract terms that could cause the production of inaccurate or otherwise materially incorrect results. The Contractor shall initiate actions as may be commercially necessary or proper to effect corrections of any such errors or defects.

12.4. Software Changes- Updates: The Contractor shall provide to ASPT, at no additional charge, all new releases and bug fixes (collectively referred to as “Changes”) for any solution deliverable developed or published by the vendor-related or pertaining to the solution that is the subject of this contract and made generally available to its other customers at no additional charge. All such updates shall be a part of the contract deliverables and, as such, are governed by the provisions of this contract. All versions of solutions shall adhere to industry standards of versioning and user-available display of version numbers.

12.5. Dashboard Changes - New Dashboard Functionality and New Releases. ASPT may

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Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 14 of 76 request changes or added features to the dashboard as business needs change.

Each request shall be tracked with a project identifier, and costs associated (if any) shall be itemized in conjunction with Project Manager tracking and certain due dates assigned to each request. Any duties (such as materials, and operational changes) assigned to ASPT will also be tracked with due dates assigned. Unilateral changes by the vendor for its own product improvements shall be disclosed prior to introduction with sufficient time to allow ASPT to test changes, make operational changes, and conduct training in advance of rollouts.

All versions of the dashboard shall adhere to industry standards of versioning and user-available display of version numbers.

12.6. Testing: The Contractor’s procedures and protocol for the deployment of data, database or dashboard updates and system changes shall be part of the Response Submittal. The Contractor will provide test plans and descriptions for each System release to the ASPT for sign-off and approval. The Contractor shall thoroughly test all system changes and upgrades in a test environment.

Contractor shall share the test plan with the ASPT liaison to verify the completeness of testing. The Contractor shall have versioning controls/label procedures to indicate a progression of database or dashboard through development, testing, and production.

12.7. Notification: The Contractor shall notify ASPT Liaison of any pending changes.

The notification shall include a list of changes, functionality to be changed, the impact of the change on the staff and an implementation timeline. Notification will be made with sufficient time to allow ASPT to review the change, communicate the change to any other users and staff and train staff as needed.

ASPT and the Contractor shall mutually agree on the date for the implementation of any system change. Exceptions can be made for emergency security patches.

13. Project Management/Planning And Staff Support

13.1. During the performance of this contract, the Contractor shall designate and maintain a Primary Contract Manager responsible for overseeing the Contractor’s responsibilities under this contract. The Primary Contract Manager shall be available during ASPT Central Office business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m. Arizona time) to address any customer service, system problems or other issues related to this contract.

13.2. A Project Manager shall be assigned by the Contractor for implementation and all upgrades or changes.

13.3. A high-level implementation milestone plan shall be submitted with the

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Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 15 of 76 offer/response including the estimated duration of each of the milestones, using the signed contract as the project start. Milestones must include but are not limited to the following:

• Project kickoff meeting(s) with ASPT (and partners as appropriate) to

• finalize project schedule, milestones and select non-motorized, motorized and multi-use trails to include in Project 1.

• Data purchased.

• Finalize desired metrics to include in dashboard.

• Draft of the dashboard to be provided to ASPT for review and feedback.

• Second version of the dashboard provided for ASPT review.

Meeting to gather additional feedback.

• Final dashboard delivered.

• Draft report provided to ASPT for review and comment.

• Final draft of the report delivered.

• Provide presentation(s) on final deliverables as requested.

13.4. A project plan with tasks for the contractor & ASPT staff with a timeline/dates will be provided by the Contractor within 30 days of the award of the contract.

The project plan will need to be agreed to by ASPT and the timeline will need to account for ASPT resource allocation.

13.5. The Contractor shall provide weekly status reports of training, project tasks, action items completed and needed and any issues encountered and the remedies.

13.6. Preferred: Project plans should meet PMI best practices.

13.7. Estimate resource hours for ASPT staff that should be allocated & Vendor’s staff that will be allocated by role to the project for the duration of the contract.

14. Contractor Help Desk

14.1. The Contractor shall provide tech support for the solution via telephone and email. Regular business hours for the Help Desk must be available at a minimum:

8:00 a.m. to 5:00 p.m. Monday through Friday; all times are Arizona Time.

14.2. The Contractor shall maintain a tracking system listing bugs, issues and corresponding fixes. This tracking system must include a description of each failure; the date and time each failure began; the plan of action for each failure;

the current status of each failure; and the Contractor representative, including contact information, responsible for the resolution of each failure. This report shall be provided to designated ASPT staff as requested.

14.3. The Contractor shall notify the designated ASPT staff of any partial or complete system outage. This notification shall be made within 1 hour to the ASPT Liaison and other designees of the failure.

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Arizona State Parks Board

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15. Work Days and Hours

15.1. ASPT and Contractor team members shall work on a Monday through Friday schedule, with a normal work day beginning at 8:00 a.m. and ending at 5:00 p.m.

Arizona Time. ASPT’s team shall have some holidays that might be in addition to those provided by the Contractor’s own policies. Contractor shall ensure sufficient coverage during 90% of ASPT’s normal business hours to facilitate the management of the project and expeditious resolution of issues.

15.2. While ASPT acknowledges that observance of the ASPT’s normal workday schedule may not always be possible, the Contractor shall prepare its proposal with the expectation that ASPT’s team will primarily work according to the normal workday schedule. ASPT-assigned staff shall be permitted to take state leave days in accordance with approved standard leave and holiday schedules.

The Contractor shall take ASPT assigned staff’s expected schedule into consideration when planning the staffing model for the Contractor’s consultants.

15.3. At any time during the project, ASPT reserves the right to modify the workdays and hours to best meet the needs of the project.

15.4. If resources in other time zones need to work with ASPT resources, they shall be expected to accommodate ASPT’s standard work hours.

16. Transition & Migration Plans

16.1. Transition Planning

16.1.1. The Contractor shall work with the ASPT to develop a transition plan for the end of the Contract. Specific tasks and schedules to be accomplished by the parties will be set forth, to affect an orderly implementation and transition of the new dashboard and associated data at both the beginning and end of the Contract.

16.2. End of contract transition

16.2.1. The Contractor shall be responsible for cooperating in the transition to a new

Contractor when the time for a new transition is required. This cooperation will include but is not limited to, providing full copies of all databases and systems necessary for the transfer of all data to the new Contractor’s system. Providing copies of the maps, data, content, photos and other data plus all necessary technical information necessary for the transition to the new Contractor’s system will be made available upon request prior to the expiration date of the Contract.

16.2.2. At the end of the contract, the Vendor shall provide or allow download of all data, including metadata, in whole or in part, with the relationship to other records maintained in a mutually agreed upon usable standard data format (such as ASCII, CSV, etc.) that can be converted to a subsequent system.

16.2.3. Vendor shall allow download of all data in a form that can be converted to any

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Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 17 of 76 subsequent system of the agency’s choice. The vendor shall cooperate to this end with the vendor of the agency’s choice, in a timely and efficient manner.

16.3. Vendor shall address the destruction of any State data or data and deliverables related to this contract in compliance with state record retention policies set by the Arizona State Library, Archives & Records and provide a certification of the complete and permanent deletion of ASPT data within 60 days of the end of the contract.

17. Arizona State Parks and Trails Responsibilities

17.1. ASPT shall provide other sources of data, content, links, photos, and other information as needed to populate the dashboard or report.

17.2. ASPT shall assign a project manager as the primary liaison to facilitate communications, consult on deliverable development, implementation, upgrades, issues, and requested changes and act as an ongoing liaison for the duration of this contract.

17.3. ASPT shall assign a Contract Manager as the primary contact to consult on issues on the contract.

18. Cost Proposal

18.1. The Cost Proposal will be used as the primary representation of the

Contractor’s cost/price for the Professional Services and future requested updates or additions or customized software as outlined in this contract.

18.2. Vendor will provide pricing for purchasing, cleaning and verifying the accuracy of the data, creating and hosting the database, building the dashboard, and adding data to the database and dashboard (sites, years, etc) as requested during the course of this contract. Pricing will include separate pricing for all functionality.

18.3. Vendor will provide pricing for ongoing hosting and maintenance costs after development, including a cloud-hosted solution. Pricing will include ongoing costs for core functionality and provide separate ongoing costs for added features.

18.4. Pricing for Annual licensing, hosting & maintenance for the first 5 years.

18.5. Contractor shall include all costs, expenses, including any subcontractor costs when preparing their Cost Proposal.

18.6. Contractor shall provide hourly labor rates to be used for program modifications requested by ASPT during the contract period.

18.7. Attach cost proposal template as an exhibit.

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Arizona State Parks Board

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19. RFP Schedule Of Events (Dates Subject To Change As Needed)

19.1. Contractor acknowledges that any task order issued pursuant to this

Contract is contingent upon the receipt of approval under the Project Investment Justification (“PIJ”) process, pursuant to A.R.S. §§18-101 et seq. and A.A.C. R2-18-101 et seq. As such, the Contractor agrees that it shall not commence any work on nor incur any obligations under this task order unless the State notifies the Contractor in writing that it has received final approval from the PIJ process. If final approval from the PIJ process has been obtained and the Contractor has received the requisite written notification from the State, work may begin under this task order. If the PIJ process results in a disapproval, the task order shall be considered canceled and the State shall incur no liability resulting from the cancelation of the task order.

19.2. The following RFP Schedule of Events represents ASPT’s best estimate of the schedule that will be followed. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and 5:00 p.m. Arizona Time.

19.3. ASPT reserves the right, at its discretion, to adjust this schedule as necessary. Notification of any adjustment to the Schedule of Events will be provided via the app.az.gov website.

Example:

Issuance of RFP 4/9/2024 Deadline for submitting written questions by 3:00 PM 5/8/24 Pre-Offer Conference 4/29/2024 Deadline for submitting proposals by 3:00 PM 6/11/2024 Evaluation period (includes invitation-only vendor presentations) 6/12/2024 – 9/3/2024 Negotiations & BAFO (includes vendor security review*) 9/4/2024 – 11/5/2024 Contract Awarded** 10/15/2024 Contract Start & Migration Complete 11/7/2024

*Vendor must complete and pass the security review with ASPT and the Arizona Department of Administration (ADOA) during this phase of the process in order to be awarded a contract.

** Contract Award is contingent upon PIJ review and approval.

20. List of Exhibits

20.1. Exhibit A: Arizona Department of Homeland Security (AZDOHS):

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Arizona State Parks Board

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 19 of 76 https://azdohs.gov/information-technology-it-policies-standards-and-procedures Baseline Infrastructure Security Controls Prerequisite:

https://azdohs.gov/file/4357 P8240 Incident Response Planning

20.2. Exhibit B: Arizona Department of Administration (ADOA)-Arizona Strategic Enterprise Technology (ASET) Policies, Standards and Procedures:

https://aset.az.gov/policies-standards-and-procedures

P1300 Accessibility of Electronic or Information Technology Policy P7300 Software Architecture P4465 State-Owned Cloud Data P1250 Website Design

20.3. Exhibit C: Arizona State Records Management

Retention Schedules: https://azlibrary.gov/arm/retention-schedules Records Management Standards:

https://azsos.libguides.com/c.php?g=1241074&p=9221113

21. Definitions

21.1. “Administrative User” - an employee or volunteer of ASPT who will be granted access by the CRS Primary System Administrator to have special, higher-level responsibilities.

https://azdohs.gov/information-technology-it-policies-standards-and-https://azdohs.gov/information-technology-it-policies-standards-and-

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Arizona State Parks Board

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The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer:

1.2.1. If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.2.2. If State requested a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

1.2.3. If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3. “AI” means the science and engineering of making machines capable of performing tasks that are typically associated with human intelligence, such as learning and problem-solving, and includes without limitation: AI systems, classic AI, external AI, generative AI, and large language model (LLM) AI.

1.4. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.5. Arizona Risk and Authorization Management Program (AZRAMP): is used by the Arizona Department of Homeland Security to evaluate Cloud services and Contractors that will transfer, process, or store state data outside of state-managed or controlled networks, and has three levels of control review:

1.5.1. AZ Mandatory Control Baseline: 35 Controls

1.5.2. NIST Low Impact Control Baseline: Public Data Classification

1.5.3. NIST Moderate Impact Control Baseline: Confidential Data Classification

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Arizona State Parks Board

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1.6. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.7. Attachment. Any item that:

1.7.1. The Solicitation required Offeror to submit as part of the Offer (e.g., Initial Offer, Revised Offer, or Best and Final Offer);

1.7.2. Was attached to an Offer when submitted; and

1.7.3. Was included in the Accepted Offer.

1.8. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.9. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.10. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.11. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.12. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.13. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially compromises the security or confidentiality of unencrypted and unredacted computerized https://azdor.gov/transaction-privilege-tax-tpt

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Arizona State Parks Board

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1.14. Eligible Agency:

1.14.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.14.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.14.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department,…