Date Printed: Nov 4, 2026 Page: 1 FORM ID: WV-PRC-CSSD-002 2020/05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Central Sole Source Determination

Info Technology

Proc Folder: 1986104 Reason for Modification:

Doc Description: OOG RBDMS Upgrade to implement E-Permitting Functionality

Proc Type: Central Sole Source

Date Issued Solicitation Closes Solicitation No Version

2026-11-04 2026-11-18 13:30 CSSD 0313 DEP2700000002 1

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Joseph (Josh) E Hager III

(304) 558-2306 joseph.e.hageriii@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Nov 4, 2026 Page: 2 FORM ID: WV-PRC-CSSD-002 2020/05

ADDITIONAL INFORMATION

Direct Award Posting

Pursuant to WV Code 5A-3-10c, the Purchasing Division is attempting to determine whether the commodity or service is a Direct Award Procurement.

The West Virginia Purchasing Division has been requested to approve a Direct Award purchase for the agency The West Virginia Department of Environmental Protection to establish a contract for the purchase ofupgrade RBDMS to 4.5 and implement E- Permitting Functionality.

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Application Analysis / Design 3360.00000 HOUR

Comm Code Manufacturer Specification Model # 81112202

Extended Description:

Application Analysis / Design

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 System Development 8055.00000 HOUR

Comm Code Manufacturer Specification Model # 81112202

Extended Description:

System Development

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INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 3 QA/QC - Quality Assurance Testing 3000.00000 HOUR

Comm Code Manufacturer Specification Model # 81112202

Extended Description:

QA/QC - Quality Assurance Testing

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 4 Troy Web Project Management 1000.00000 HOUR

Comm Code Manufacturer Specification Model # 81112202

Extended Description:

Troy Web Project Management

Date Printed: Nov 4, 2026 Page: 4 FORM ID: WV-PRC-CSSD-002 2020/05

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

ENVIRONMENTAL PROTECTION

OFFICE OF OIL & GAS

601 57TH ST SE

CHARLESTON WV 25304

US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 5 GWPC Project Management 1458.00000 HOUR

Comm Code Manufacturer Specification Model # 81112202

Extended Description:

GWPC Project Management

SCHEDULE OF EVENTS

Line Event Event Date

Revised 8/24/2023

GENERAL TERMS AND CONDITIONS:

1. CONTRACTUAL AGREEMENT: Issuance of an Award Document signed by the

Purchasing Division Director, or his designee, and approved as to form by the Attorney

General’s office constitutes acceptance by the State of this Contract made by and between the

State of West Virginia and the Vendor. Vendor’s signature on its bid, or on the Contract if the

Contract is not the result of a bid solicitation, signifies Vendor’s agreement to be bound by and accept the terms and conditions contained in this Contract.

2. DEFINITIONS: As used in this Solicitation/Contract, the following terms shall have the meanings attributed to them below. Additional definitions may be found in the specifications included with this Solicitation/Contract.

2.1. “Agency” or “Agencies” means the agency, board, commission, or other entity of the State of West Virginia that is identified on the first page of the Solicitation or any other public entity seeking to procure goods or services under this Contract.

2.2. “Bid” or “Proposal” means the vendors submitted response to this solicitation.

2.3. “Contract” means the binding agreement that is entered into between the State and the

Vendor to provide the goods or services requested in the Solicitation.

2.4. “Director” means the Director of the West Virginia Department of Administration, Purchasing Division.

2.5. “Purchasing Division” means the West Virginia Department of Administration, Purchasing

Division.

2.6. “Award Document” means the document signed by the Agency and the Purchasing

Division, and approved as to form by the Attorney General, that identifies the Vendor as the contract holder.

2.7. “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.8. “State” means the State of West Virginia and/or any of its agencies, commissions, boards, etc. as context requires.

2.9. “Vendor” or “Vendors” means any entity submitting a bid in response to the

Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the Contract as context requires.

3. CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be determined in accordance with the category that has been identified as applicable to this

Contract below:

[ ] Term Contract

Initial Contract Term: The Initial Contract Term will be for a period of _____________

_______________________. The Initial Contract Term becomes effective on the effective start date listed on the first page of this Contract, identified as the State of West Virginia contract cover page containing the signatures of the Purchasing Division, Attorney General, and Encumbrance clerk (or another page identified as __________________________________), and the Initial

Contract Term ends on the effective end date also shown on the first page of this Contract.

Renewal Term: This Contract may be renewed upon the mutual written consent of the Agency, and the Vendor, with approval of the Purchasing Division and the Attorney General’s office

(Attorney General approval is as to form only). Any request for renewal should be delivered to the

Agency and then submitted to the Purchasing Division thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A Contract renewal shall be in accordance with the terms and conditions of the original contract. Unless otherwise specified below, renewal of this Contract is limited to ___________________ successive one (1) year periods or multiple renewal periods of less than one year, provided that the multiple renewal periods do not exceed the total number of months available in all renewal years combined. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing Division and Attorney General’s office (Attorney General approval is as to form only)

[ ] Alternate Renewal Term – This contract may be renewed for __________________ successive __________ year periods or shorter periods provided that they do not exceed the total number of months contained in all available renewals. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing

Division and Attorney General’s office (Attorney General approval is as to form only)

Delivery Order Limitations: In the event that this contract permits delivery orders, a delivery order may only be issued during the time this Contract is in effect. Any delivery order issued within one year of the expiration of this Contract shall be effective for one year from the date the delivery order is issued. No delivery order may be extended beyond one year after this Contract has expired.

[ ] Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and must be completed within days.

[ ] Fixed Period Contract with Renewals: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and part of the Contract more fully described in the attached specifications must be completed within _________________ days. Upon completion of the work covered by the preceding sentence, the vendor agrees that:

[ ] the contract will continue for _________________ years;

[ ] the contract may be renewed for __________________ successive __________ year periods or shorter periods provided that they do not exceed the total number of months contained in all available renewals. Automatic renewal of this Contract is prohibited.

Renewals must be approved by the Vendor, Agency, Purchasing Division and Attorney

General’s Office (Attorney General approval is as to form only).

[ ] One-Time Purchase: The term of this Contract shall run from the issuance of the Award

Document until all of the goods contracted for have been delivered, but in no event will this

Contract extend for more than one fiscal year.

[ ] Construction/Project Oversight: This Contract becomes effective on the effective start date listed on the first page of this Contract, identified as the State of West Virginia contract cover page containing the signatures of the Purchasing Division, Attorney General, and

Encumbrance clerk (or another page identified as __________________________________), and continues until the project for which the vendor is providing oversight is complete.

[ ] Other: Contract Term specified in ________________________

4. AUTHORITY TO PROCEED: Vendor is authorized to begin performance of this contract on the date of encumbrance listed on the front page of the Award Document unless either the box for

“Fixed Period Contract” or “Fixed Period Contract with Renewals” has been checked in Section 3 above. If either “Fixed Period Contract” or “Fixed Period Contract with Renewals” has been checked, Vendor must not begin work until it receives a separate notice to proceed from the State. The notice to proceed will then be incorporated into the Contract via change order to memorialize the official date that work commenced.

5. QUANTITIES: The quantities required under this Contract shall be determined in accordance with the category that has been identified as applicable to this Contract below.

[ ] Open End Contract: Quantities listed in this Solicitation/Award Document are approximations only, based on estimates supplied by the Agency. It is understood and agreed that the Contract shall cover the quantities actually ordered for delivery during the term of the

Contract, whether more or less than the quantities shown.

[ ] Service: The scope of the service to be provided will be more clearly defined in the specifications included herewith.

[ ] Combined Service and Goods: The scope of the service and deliverable goods to be provided will be more clearly defined in the specifications included herewith.

[ ] One-Time Purchase: This Contract is for the purchase of a set quantity of goods that are identified in the specifications included herewith. Once those items have been delivered, no additional goods may be procured under this Contract without an appropriate change order approved by the Vendor, Agency, Purchasing Division, and Attorney General’s office.

[ ] Construction: This Contract is for construction activity more fully defined in the specifications.

6. EMERGENCY PURCHASES: The Purchasing Division Director may authorize the Agency to purchase goods or services in the open market that Vendor would otherwise provide under this

Contract if those goods or services are for immediate or expedited delivery in an emergency.

Emergencies shall include, but are not limited to, delays in transportation or an unanticipated increase in the volume of work. An emergency purchase in the open market, approved by the

Purchasing Division Director, shall not constitute of breach of this Contract and shall not entitle the Vendor to any form of compensation or damages. This provision does not excuse the State from fulfilling its obligations under a One-Time Purchase contract.

7. REQUIRED DOCUMENTS: All of the items checked in this section must be provided to the

Purchasing Division by the Vendor as specified:

[ ] LICENSE(S) / CERTIFICATIONS / PERMITS: In addition to anything required under the

Section of the General Terms and Conditions entitled Licensing, the apparent successful Vendor shall furnish proof of the following licenses, certifications, and/or permits upon request and in a form acceptable to the State. The request may be prior to or after contract award at the State’s sole discretion.

The apparent successful Vendor shall also furnish proof of any additional licenses or certifications contained in the specifications regardless of whether or not that requirement is listed above.

8. INSURANCE: The apparent successful Vendor shall furnish proof of the insurance identified by a checkmark below prior to Contract award. The insurance coverages identified below must be maintained throughout the life of this contract. Thirty (30) days prior to the expiration of the insurance policies, Vendor shall provide the Agency with proof that the insurance mandated herein has been continued. Vendor must also provide Agency with immediate notice of any changes in its insurance policies, including but not limited to, policy cancelation, policy reduction, or change in insurers. The apparent successful Vendor shall also furnish proof of any additional insurance requirements contained in the specifications prior to Contract award regardless of whether that insurance requirement is listed in this section.

Vendor must maintain:

[ ] Commercial General Liability Insurance in at least an amount of: ____________ per occurrence.

[ ] Automobile Liability Insurance in at least an amount of: _________________per occurrence.

[ ] Professional/Malpractice/Errors and Omission Insurance in at least an amount of:

__________________per occurrence. Notwithstanding the forgoing, Vendor’s are not required to list the State as an additional insured for this type of policy.

[ ] Commercial Crime and Third Party Fidelity Insurance in an amount of: ________________ per occurrence.

[ ] Cyber Liability Insurance in an amount of: ___________________________ per occurrence.

[ ] Builders Risk Insurance in an amount equal to 100% of the amount of the Contract.

[ ] Pollution Insurance in an amount of: _________________ per occurrence.

[ ] Aircraft Liability in an amount of: _________________ per occurrence.

9. WORKERS’ COMPENSATION INSURANCE: Vendor shall comply with laws relating to workers compensation, shall maintain workers’ compensation insurance when required, and shall furnish proof of workers’ compensation insurance upon request.

10. VENUE: All legal actions for damages brought by Vendor against the State shall be brought in the West Virginia Claims Commission. Other causes of action must be brought in the West

Virginia court authorized by statute to exercise jurisdiction over it.

11. LIQUIDATED DAMAGES: This clause shall in no way be considered exclusive and shall not limit the State or Agency’s right to pursue any other available remedy. Vendor shall pay liquidated damages in the amount specified below or as described in the specifications:

[ ] ___________________________ for ___________________________________.

[ ] Liquidated Damages Contained in the Specifications.

[ ] Liquidated Damages Are Not Included in this Contract.

12. ACCEPTANCE: Vendor’s signature on its bid, or on the certification and signature page, constitutes an offer to the State that cannot be unilaterally withdrawn, signifies that the product or service proposed by vendor meets the mandatory requirements contained in the Solicitation for that product or service, unless otherwise indicated, and signifies acceptance of the terms and conditions contained in the Solicitation unless otherwise indicated.

13. PRICING: The pricing set forth herein is firm for the life of the Contract, unless specified elsewhere within this Solicitation/Contract by the State. A Vendor’s inclusion of price adjustment provisions in its bid, without an express authorization from the State in the

Solicitation to do so, may result in bid disqualification. Notwithstanding the foregoing, Vendor must extend any publicly advertised sale price to the State and invoice at the lower of the contract price or the publicly advertised sale price.

14. PAYMENT IN ARREARS: Payments for goods/services will be made in arrears only upon receipt of a proper invoice, detailing the goods/services provided or receipt of the goods/services, whichever is later. Notwithstanding the foregoing, payments for software maintenance, licenses, or subscriptions may be paid annually in advance.

15. PAYMENT METHODS: Vendor must accept payment by electronic funds transfer and P-

Card. (The State of West Virginia’s Purchasing Card program, administered under contract by a banking institution, processes payment for goods and services through state designated credit cards.)

16. TAXES: The Vendor shall pay any applicable sales, use, personal property or any other taxes arising out of this Contract and the transactions contemplated thereby. The State of

West Virginia is exempt from federal and state taxes and will not pay or reimburse such taxes.

17. ADDITIONAL FEES: Vendor is not permitted to charge additional fees or assess additional charges that were not either expressly provided for in the solicitation published by the State of West Virginia, included in the Contract, or included in the unit price or lump sum bid amount that Vendor is required by the solicitation to provide. Including such fees or charges as notes to the solicitation may result in rejection of vendor’s bid. Requesting such fees or charges be paid after the contract has been awarded may result in cancellation of the contract.

18. FUNDING: This Contract shall continue for the term stated herein, contingent upon funds being appropriated by the Legislature or otherwise being made available. In the event funds are not appropriated or otherwise made available, this Contract becomes void and of no effect beginning on July 1 of the fiscal year for which funding has not been appropriated or otherwise made available. If that occurs, the State may notify the Vendor that an alternative source of funding has been obtained and thereby avoid the automatic termination. Non-appropriation or non-funding shall not be considered an event of default.

19. CANCELLATION: The Purchasing Division Director reserves the right to cancel this Contract immediately upon written notice to the vendor if the materials or workmanship supplied do not conform to the specifications contained in the Contract. The Purchasing Division Director may also cancel any purchase or Contract upon 30 days written notice to the Vendor in accordance with West Virginia Code of State Rules § 148-1-5.2.

20. TIME: Time is of the essence regarding all matters of time and performance in this Contract.

21. APPLICABLE LAW: This Contract is governed by and interpreted under West Virginia law without giving effect to its choice of law principles. Any information provided in specification manuals, or any other source, verbal or written, which contradicts or violates the West Virginia Constitution, West Virginia Code, or West Virginia Code of State Rules is void and of no effect.

22. COMPLIANCE WITH LAWS: Vendor shall comply with all applicable federal, state, and local laws, regulations and ordinances. By submitting a bid, Vendor acknowledges that it has reviewed, understands, and will comply with all applicable laws, regulations, and ordinances.

SUBCONTRACTOR COMPLIANCE: Vendor shall notify all subcontractors providing commodities or services related to this Contract that as subcontractors, they too are required to comply with all applicable laws, regulations, and ordinances. Notification under this provision must occur prior to the performance of any work under the contract by the subcontractor.

23. ARBITRATION: Any references made to arbitration contained in this Contract, Vendor’s bid, or in any American Institute of Architects documents pertaining to this Contract are hereby deleted, void, and of no effect.

24. MODIFICATIONS: This writing is the parties’ final expression of intent. Notwithstanding anything contained in this Contract to the contrary no modification of this Contract shall be binding without mutual written consent of the Agency, and the Vendor, with approval of the

Purchasing Division and the Attorney General’s office (Attorney General approval is as to form only). Any change to existing contracts that adds work or changes contract cost, and were not included in the original contract, must be approved by the Purchasing Division and the Attorney

General’s Office (as to form) prior to the implementation of the change or commencement of work affected by the change.

25. WAIVER: The failure of either party to insist upon a strict performance of any of the terms or provision of this Contract, or to exercise any option, right, or remedy herein contained, shall not be construed as a waiver or a relinquishment for the future of such term, provision, option, right, or remedy, but the same shall continue in full force and effect. Any waiver must be expressly stated in writing and signed by the waiving party.

26. SUBSEQUENT FORMS: The terms and conditions contained in this Contract shall supersede any and all subsequent terms and conditions which may appear on any form documents submitted by Vendor to the Agency or Purchasing Division such as price lists, order forms, invoices, sales agreements, or maintenance agreements, and includes internet websites or other electronic documents. Acceptance or use of Vendor’s forms does not constitute acceptance of the terms and conditions contained thereon.

27. ASSIGNMENT: Neither this Contract nor any monies due, or to become due hereunder, may be assigned by the Vendor without the express written consent of the Agency, the

Purchasing Division, the Attorney General’s office (as to form only), and any other government agency or office that may be required to approve such assignments.

28. WARRANTY: The Vendor expressly warrants that the goods and/or services covered by this Contract will: (a) conform to the specifications, drawings, samples, or other description furnished or specified by the Agency; (b) be merchantable and fit for the purpose intended; and

(c) be free from defect in material and workmanship.

29. STATE EMPLOYEES: State employees are not permitted to utilize this Contract for personal use and the Vendor is prohibited from permitting or facilitating the same.

30. PRIVACY, SECURITY, AND CONFIDENTIALITY: The Vendor agrees that it will not disclose to anyone, directly or indirectly, any such personally identifiable information or other confidential information gained from the Agency, unless the individual who is the subject of the information consents to the disclosure in writing or the disclosure is made pursuant to the

Agency’s policies, procedures, and rules. Vendor further agrees to comply with the

Confidentiality Policies and Information Security Accountability Requirements, set forth in www.state.wv.us/admin/purchase/privacy.

http://www.state.wv.us/admin/purchase/privacy.

31. YOUR SUBMISSION IS A PUBLIC DOCUMENT: Vendor’s entire response to the

Solicitation and the resulting Contract are public documents. As public documents, they will be disclosed to the public following the bid/proposal opening or award of the contract, as required by the competitive bidding laws of West Virginia Code §§ 5A-3-1 et seq., 5-22-1 et seq., and

5G-1-1 et seq. and the Freedom of Information Act West Virginia Code §§ 29B-1-1 et seq.

DO NOT SUBMIT MATERIAL YOU CONSIDER TO BE CONFIDENTIAL, A TRADE

SECRET, OR OTHERWISE NOT SUBJECT TO PUBLIC DISCLOSURE.

Submission of any bid, proposal, or other document to the Purchasing Division constitutes your explicit consent to the subsequent public disclosure of the bid, proposal, or document. The

Purchasing Division will disclose any document labeled “confidential,” “proprietary,” “trade secret,” “private,” or labeled with any other claim against public disclosure of the documents, to include any “trade secrets” as defined by West Virginia Code § 47-22-1 et seq. All submissions are subject to public disclosure without notice.

32. LICENSING: In accordance with West Virginia Code of State Rules § 148-1-6.1.e, Vendor must be licensed and in good standing in accordance with any and all state and local laws and requirements by any state or local agency of West Virginia, including, but not limited to, the

West Virginia Secretary of State’s Office, the West Virginia Tax Department, West Virginia

Insurance Commission, or any other state agency or political subdivision. Obligations related to political subdivisions may include, but are not limited to, business licensing, business and occupation taxes, inspection compliance, permitting, etc. Upon request, the Vendor must provide all necessary releases to obtain information to enable the Purchasing Division Director or the Agency to verify that the Vendor is licensed and in good standing with the above entities.

SUBCONTRACTOR COMPLIANCE: Vendor shall notify all subcontractors providing commodities or services related to this Contract that as subcontractors, they too are required to be licensed, in good standing, and up-to-date on all state and local obligations as described in this section. Obligations related to political subdivisions may include, but are not limited to, business licensing, business and occupation taxes, inspection compliance, permitting, etc. Notification under this provision must occur prior to the performance of any work under the contract by the subcontractor.

33. ANTITRUST: In submitting a bid to, signing a contract with, or accepting a Award

Document from any agency of the State of West Virginia, the Vendor agrees to convey, sell, assign, or transfer to the State of West Virginia all rights, title, and interest in and to all causes of action it may now or hereafter acquire under the antitrust laws of the United States and the State of West Virginia for price fixing and/or unreasonable restraints of trade relating to the particular commodities or services purchased or acquired by the State of West Virginia. Such assignment shall be made and become effective at the time the purchasing agency tenders the initial payment to Vendor.

34. VENDOR NON-CONFLICT: Neither Vendor nor its representatives are permitted to have any interest, nor shall they acquire any interest, direct or indirect, which would compromise the performance of its services hereunder. Any such interests shall be promptly presented in detail to the Agency.

35. VENDOR RELATIONSHIP: The relationship of the Vendor to the State shall be that of an independent contractor and no principal-agent relationship or employer-employee relationship is contemplated or created by this Contract. The Vendor as an independent contractor is solely liable for the acts and omissions of its employees and agents. Vendor shall be responsible for selecting, supervising, and compensating any and all individuals employed pursuant to the terms of this

Solicitation and resulting contract. Neither the Vendor, nor any employees or subcontractors of the Vendor, shall be deemed to be employees of the State for any purpose whatsoever. Vendor shall be exclusively responsible for payment of employees and contractors for all wages and salaries, taxes, withholding payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions to insurance and pension, or other deferred compensation plans, including but not limited to, Workers’ Compensation and Social Security obligations, licensing fees, etc. and the filing of all necessary documents, forms, and returns pertinent to all of the foregoing.

Vendor shall hold harmless the State, and shall provide the State and Agency with a defense against any and all claims including, but not limited to, the foregoing payments, withholdings, contributions, taxes, Social Security taxes, and employer income tax returns.

36. INDEMNIFICATION: The Vendor agrees to indemnify, defend, and hold harmless the

State and the Agency, their officers, and employees from and against: (1) Any claims or losses for services rendered by any subcontractor, person, or firm performing or supplying services, materials, or supplies in connection with the performance of the Contract; (2) Any claims or losses resulting to any person or entity injured or damaged by the Vendor, its officers, employees, or subcontractors by the publication, translation, reproduction, delivery, performance, use, or disposition of any data used under the Contract in a manner not authorized by the

Contract, or by Federal or State statutes or regulations; and (3) Any failure of the Vendor, its officers, employees, or subcontractors to observe State and Federal laws including, but not limited to, labor and wage and hour laws.

37. NO DEBT CERTIFICATION: In accordance with West Virginia Code §§ 5A-3-10a and

5-22-1(i), the State is prohibited from awarding a contract to any bidder that owes a debt to the

State or a political subdivision of the State. By submitting a bid, or entering into a contract with the State, Vendor is affirming that (1) for construction contracts, the Vendor is not in default on any monetary obligation owed to the state or a political subdivision of the state, and (2) for all other contracts, neither the Vendor nor any related party owe a debt as defined above, and neither the Vendor nor any related party are in employer default as defined in the statute cited above unless the debt or employer default is permitted under the statute.

38. CONFLICT OF INTEREST: Vendor, its officers or members or employees, shall not presently have or acquire an interest, direct or indirect, which would conflict with or compromise the performance of its obligations hereunder. Vendor shall periodically inquire of its officers, members and employees to ensure that a conflict of interest does not arise. Any conflict of interest discovered shall be promptly presented in detail to the Agency.

39. REPORTS: Vendor shall provide the Agency and/or the Purchasing Division with the following reports identified by a checked box below:

[ ] Such reports as the Agency and/or the Purchasing Division may request. Requested reports may include, but are not limited to, quantities purchased, agencies utilizing the contract, total contract expenditures by agency, etc.

[ ] Quarterly reports detailing the total quantity of purchases in units and dollars, along with a listing of purchases by agency. Quarterly reports should be delivered to the Purchasing Division via email at purchasing.division@wv.gov.

40. BACKGROUND CHECK: In accordance with W. Va. Code § 15-2D-3, the State reserves the right to prohibit a service provider’s employees from accessing sensitive or critical information or to be present at the Capitol complex based upon results addressed from a criminal background check. Service providers should contact the West Virginia Division of Protective

Services by phone at (304) 558-9911 for more information.

41. PREFERENCE FOR USE OF DOMESTIC STEEL PRODUCTS: Except when authorized by the Director of the Purchasing Division pursuant to W. Va. Code § 5A-3-56, no contractor may use or supply steel products for a State Contract Project other than those steel products made in the United States. A contractor who uses steel products in violation of this section may be subject to civil penalties pursuant to W. Va. Code § 5A-3-56. As used in this section:

a. “State Contract Project” means any erection or construction of, or any addition to, alteration of or other improvement to any building or structure, including, but not limited to, roads or highways, or the installation of any heating or cooling or ventilating plants or other equipment, or the supply of and materials for such projects, pursuant to a contract with the

State of West Virginia for which bids were solicited on or after June 6, 2001.

b. “Steel Products” means products rolled, formed, shaped, drawn, extruded, forged, cast, fabricated or otherwise similarly processed, or processed by a combination of two or more or such operations, from steel made by the open heath, basic oxygen, electric furnace, Bessemer or other steel making process.

c. The Purchasing Division Director may, in writing, authorize the use of foreign steel products if:

1. The cost for each contract item used does not exceed one tenth of one percent

(.1%) of the total contract cost or two thousand five hundred dollars ($2,500.00), whichever is greater. For the purposes of this section, the cost is the value of the steel product as delivered to the project; or

2. The Director of the Purchasing Division determines that specified steel materials are not produced in the United States in sufficient quantity or otherwise are not reasonably available to meet contract requirements.

42. PREFERENCE FOR USE OF DOMESTIC ALUMINUM, GLASS, AND STEEL: In

Accordance with W. Va. Code § 5-19-1 et seq., and W. Va. CSR § 148-10-1 et seq., for every contract or subcontract, subject to the limitations contained herein, for the construction, reconstruction, alteration, repair, improvement or maintenance of public works or for the purchase of any item of machinery or equipment to be used at sites of public works, only domestic aluminum, glass or steel products shall be supplied unless the spending officer determines, in writing, after the receipt of offers or bids, (1) that the cost of domestic aluminum, glass or steel products is unreasonable or inconsistent with the public interest of the State of

West Virginia, (2) that domestic aluminum, glass or steel products are not produced in sufficient quantities to meet the contract requirements, or (3) the available domestic aluminum, glass, or steel do not meet the contract specifications. This provision only applies to public works contracts awarded in an amount more than fifty thousand dollars ($50,000) or public works contracts that require more than ten thousand pounds of steel products.

The cost of domestic aluminum, glass, or steel products may be unreasonable if the cost is more than twenty percent (20%) of the bid or offered price for foreign made aluminum, glass, or steel products. If the domestic aluminum, glass or steel products to be supplied or produced in a

“substantial labor surplus area”, as defined by the United States Department of Labor, the cost of domestic aluminum, glass, or steel products may be unreasonable if the cost is more than thirty percent (30%) of the bid or offered price for foreign made aluminum, glass, or steel products.

This preference shall be applied to an item of machinery or equipment, as indicated above, when the item is a single unit of equipment or machinery manufactured primarily of aluminum, glass or steel, is part of a public works contract and has the sole purpose or of being a permanent part of a single public works project. This provision does not apply to equipment or machinery purchased by a spending unit for use by that spending unit and not as part of a single public works project.

All bids and offers including domestic aluminum, glass or steel products that exceed bid or offer prices including foreign aluminum, glass or steel products after application of the preferences provided in this provision may be reduced to a price equal to or lower than the lowest bid or offer price for foreign aluminum, glass or steel products plus the applicable preference. If the reduced bid or offer prices are made in writing and supersede the prior bid or offer prices, all bids or offers, including the reduced bid or offer prices, will be reevaluated in accordance with this rule.

43. INTERESTED PARTY SUPPLEMENTAL DISCLOSURE: W. Va. Code § 6D-1-2 requires that for contracts with an actual or estimated value of at least $1 million, the Vendor must submit to the Agency a disclosure of interested parties prior to beginning work under this Contract. Additionally, the Vendor must submit a supplemental disclosure of interested parties reflecting any new or differing interested parties to the contract, which were not included in the original pre-work interested party disclosure, within 30 days following the completion or termination of the contract. A copy of that form is included with this solicitation or can be obtained from the WV Ethics Commission. This requirement does not apply to publicly traded companies listed on a national or international stock exchange. A more detailed definition of interested parties can be obtained from the form referenced above.

44. PROHIBITION AGAINST USED OR REFURBISHED: Unless expressly permitted in the solicitation published by the State, Vendor must provide new, unused commodities, and is prohibited from supplying used or refurbished commodities, in fulfilling its responsibilities under this Contract.

45. VOID CONTRACT CLAUSES: This Contract is subject to the provisions of West

Virginia Code § 5A-3-62, which automatically voids certain contract clauses that violate State law.

46. ISRAEL BOYCOTT: Bidder understands and agrees that, pursuant to W. Va. Code §

5A-3-63, it is prohibited from engaging in a boycott of Israel during the term of this contract.

DESIGNATED CONTACT: Vendor appoints the individual identified in this Section as the

Contract Administrator and the initial point of contact for matters relating to this Contract.

(Printed Name and Title)

(Address)

(Phone Number) / (Fax Number)

(email address)

CERTIFICATION AND SIGNATURE: By signing below, or submitting documentation through wvOASIS, I certify that: I have reviewed this Solicitation/Contract in its entirety; that I understand the requirements, terms and conditions, and other information contained herein; that this bid, offer or proposal constitutes an offer to the State that cannot be unilaterally withdrawn;

that the product or service proposed meets the mandatory requirements contained in the

Solicitation/Contract for that product or service, unless otherwise stated herein; that the Vendor accepts the terms and conditions contained in the Solicitation, unless otherwise stated herein; that

I am submitting this bid, offer or proposal for review and consideration; that this bid or offer was made without prior understanding, agreement, or connection with any entity submitting a bid or offer for the same material, supplies, equipment or services; that this bid or offer is in all respects fair and without collusion or fraud; that this Contract is accepted or entered into without any prior understanding, agreement, or connection to any other entity that could be considered a violation of law; that I am authorized by the Vendor to execute and submit this bid, offer, or proposal, or any documents related thereto on Vendor’s behalf; that I am authorized to bind the vendor in a contractual relationship; and that to the best of my knowledge, the vendor has properly registered with any State agency that may require registration.

By signing below, I further certify that I understand this Contract is subject to the provisions of West Virginia Code § 5A-3-62, which automatically voids certain contract clauses that violate State law; and that pursuant to W. Va. Code 5A-3-63, the entity entering into this contract is prohibited from engaging in a boycott against Israel.

(Company)

(Signature of Authorized Representative)

(Printed Name and Title of Authorized Representative) (Date)

(Phone Number) (Fax Number)

(Email Address)

Abailey Stamp

Dedicated to protecting our nation’s ground water

Statement of Work: Analysis - Time and Material Project

Client: West Virginia Office of Oil and Gas / West Virginia Department of Environmental Protection (WVDEP)

Client Project: West Virginia Online Forms Execution Phase 1

Proposal Date: 5/29/2026

Project Overview

Ground Water Protection Council (GWPC) is partnering with the West Virginia Office of Oil and Gas / West Virginia Department of Environmental Protection (WVDEP) to implement the latest Risk Based Data Management System (RBDMS 4.5) functionality with a focus on work identified during the recent Planning Phase.

The West Virginia Office of Oil and Gas is currently using RBDMS.NET a Desktop application and is looking to implement web based electronic permitting to allow industry users to submit permit applications. This system will replace the need for Industry to submit paper and/or PDF permits to West Virginia DEQ for review. The main purpose of this project is to design, build and configure an initial set of online forms and associated workflows with the goal of streamlining the well permit submission and review process. This project phase will leverage the analysis from the Planning Phase to implement the new upgraded RBDMS 4.5 online forms. While the Planning Phase established high-level requirements, additional detailed analysis will occur during this phase to fully define business rules, validation logic, and workflow steps for each form. using the RBDMS system. Detailed requirements and form mockups will be created in Figma for WVDEP signoff and then used to inform the development of the forms.

RBDMS.NET Desktop will still be used at the end of this project as the main "entity" management system that the new RBDMS online system will insert new wells and permit records into upon permit approval.

RBDMS.NET Desktop will still be the system of record at the end of this first phase. Future phase(s) of work will be used to migrate off of the RBDMS.NET Desktop application following the pattern leveraged in other states with success with the end goal being to decommission the desktop application.

Starting with an iterative design build agile project process, forms will be mocked up in Figma to allow for final requirements, comments and approval to then be sent on to be developed. Forms will be developed based on the prioritized form list that came out of the Planning Phase. The Agile nature of

The Ground Water Protection Council 13308 N. MacArthur Blvd.

Oklahoma City, OK 73142

Tel: (405) 516-4972 Fax: (405) 516-4973 www.gwpc.org http://www.gwpc.org/ this project will allow the team to deploy as many forms planned as possible with the hours allocated to this project removing the inefficiency associated with a traditional “waterfall” project. As forms are deployed and tested by the WVDEP UAT (User Acceptance Testing) group, forms will be staged and available to be deployed to Production. Once WVDEP stakeholders approve of the form to go live, the form can be deployed without the requirement to hold until all forms are approved.

The Agile Process

The project will follow an agile delivery approach, leveraging industry standard Agile tools built into Microsoft DevOps. Each two-week sprint will include focused JAD (Joint Application Development) sessions, during which Business Analysts and Designers will collaborate with stakeholders to refine requirements, user flows, business rules, and validation logic.

Analysis and Design activities will typically run 2-4 sprints ahead of development to ensure requirements are ready for implementation while still allowing space for iterative refinement as new details emerge.

Forms will move through design, development, testing, and UAT in cycles. Forms that complete UAT and receive stakeholder approval will be deployed individually to the WV Azure production environment (supplied by WV). Deployment sequence and timing may vary depending on evolving priorities, complexity, and available project hours.

Highlevel Project Plan Visualization

The 14 Month Plan

The project will start with 3 activities simultaneously, Project Kickoff, Analysis and Design of the Well Work form and Developer Setup / Azure Setup & Configuration. Project Kickoff includes a number of activities including DevOps and Figma setups and a kickoff meeting to get everyone pointed in the same direction.

Other Project Management activities happen during the Project Kickoff phase.

Analysis and Design (A&D) will start on the Well Work form and its variations. The variations are based on the activity types chosen on the first step of the form and users will be presented with different section/field options that correlate to the activity types they chose. The A&D sessions will be similar to the last planning phase sessions but will build off those meetings to include more detailed discussion and will expand into business rules, validation, and workflow details. Once A&D completes this form and has reviewed / received signoff from WVDEP, it will be handed over to the Dev team for development and the initial Agile Cycle depicted in the diagram above will continue.

The current working sequence of forms, subject to reprioritization based on stakeholder input and budget utilization, is as follows:

1) Well Work Permits

a) Wellwork: New Drill, Rework, Frac, Drill Deeper, Coalbed Methane, UIC

2) Horizontal Permit

3) Plugging Permit

4) UIC Permit Application

5) Pits Permit

Forms will go live upon completion of the design, build, test, and WVDEP sign-off phases for deployment.

RBDMS.NET 4.5 version from the state of Oklahoma will serve as the technical baseline. The project team will leverage reusable components where feasible to increase efficiency and align with WVDEP’s requirements. The system will be deployed to the cloud targeting the WVDEP Azure environment.

Four environments would be stood up in Azure Dev, Test, UAT and Production. Each environment has a number of Azure services required.

Dev (Development) Used by developers to test deployments RBDMS 4.5 Software Requirements & Integrations and integrations as needed

Test (Test) Used by the Contractor Testing team to test features, forms and releases in isolation before sending it to UAT

UAT (User Acceptance Testing)

Used by WVDEP designated UAT test group(s) to test and signoff on features, forms and releases in isolation before sending it to Production

Prod (Production) The live production system used by outside (Industry) uses to submit permits and WVDEP to review and approve permits

Technical Assumptions:

● RBDMS 4.5 Software Requirements & Integrations

● Deploying to WVDEP’s Azure Account

○ Environment Setup using Azure Bicep

● Source code will be managed in the WVDEP Git repository (Either in Azure or GitHub)

● Periodic snapshots of the code to be pushed to GWPC’s Private GitHub repository

● Use of Azure DevOps for Tickets and Backlog tracking

● Azure DevOps will be used to build and deploy the system targeting version for each environment using Pipelines and Build Agents in Azure

● RBDMS.NET will remain the System of Record for updating Wells, Permits etc. after the online line permits

● Network connectivity will be required between RBDMS 4.5 in Azure and RBDMS.NET SQL Server to support two-way entity synchronization

● RBDMS 4.5 is designed and optimized to run on desktop browsers, not optimized for mobile UIs

● WVDEP uses 14 Digit API Number where the last four digits are all zeros and do not track Wellbore

(11-12) or Extensions (13-14)

● Integrations

○ ApplicationXtender for Document Management provides a REST API for integration

Scope & Budget Assumptions:

● The estimate provided is based on the high level information and requirements available at the conclusion of the Planning Phase. As analysis progresses, the team will refine scope and priorities to deliver as much high value functionality as possible within the available budget.

● The scope and feature list represents the intended priorities for the Execution Phase. Actual deliverables may be adjusted during implementation based on analysis findings, feedback, and budget utilization, consistent with an agile delivery model.

● The number of forms or features ultimately implemented may vary depending on complexity and analysis outcomes.

Scope

The scope of this service will include and be limited to the following:

● Include the core O&G regulator Forms:

○ Well-Work

■ New Drill

■ Rework

■ Frac

■ Drill Deeper

■ Coalbed Methane (may be pulled to a separate form, but very similar)

○ Horizontal

○ Plugging Permit

○ UIC Wellwork

○ UIC Permit Application (CLASS 2D, 2R & 3S)

○ Pits

● Associated workflows for form approval, hold, reject or return

● Base sync data to current RBDMS on well permit approval, Note: not all new captured data elements will have a place to store in RBDMS.NET and will not be synched over but will be available in the new RBDMS 4.5 web forms to view.

● File Storage

○ Only Public are uploaded to AppExtender

○ Large number of “Submittals” attachment up to 4 GB (size confirm)

■ Azure Storage will be used to store uploaded files and non public files

WV One Stop Integration

• Hyperlink out of WV One Stop Permitting to RBDMS 4.5 to efficiently bring operators into the new version of RBDMS. More specifically: Deep Linking with Context Parameters: Beyond a simple hyperlink, consider passing contextual parameters (e.g., API number, permit ID, operator ID) in the URL so RBDMS can auto-populate the correct record, rather than just landing on a login screen. If SSO is supported and can pass the proper auth tokens in a standard way, the operator will not need to log in again as long as they have a valid session and their account is configured correctly. More specifically: OAuth 2.0 / OpenID Connect (OIDC): Specify this as the preferred SSO protocol.

• Support for collecting information collected or stored in One Stop that can be passed over leveraging a REST-based JSON API or callback webhook…