Exhibit B - Draft Statement of Work.docx

EXHIBIT B

DRAFT STATEMENT OF WORK

I. Project Description This project serves to address an environmental concern needed to ensure the accuracy, completeness, and accessibility of environmental permit data. Currently, water permits are created through various disparate platforms, including a vendor-hosted solution for some permits, databases, spreadsheets, and manual forms. The number of systems required to perform processing and the need for manual data entry slow down the permit generation process. The slowdown inhibits permit holders’ ability to maintain and protect water resources across Colorado. The disparate platforms create missed strategic planning opportunities and grant awards for areas of Colorado with the highest need for water quality improvement.

The Water Quality Control Division (WQCD) along with the Colorado Department of Public Health and Environment (CDPHE) seeks to modernize the permit issuance process by providing a permit management system with a user-friendly interface to the public and agency users, that integrates with the permit dashboard providing transparency to permittees and the public across the state of Colorado while supporting the complex permitting workflows for approximately 92 permit processes. These processes may be addressed in stages to best fit the needs of the permit section staff.

Through the implementation of this platform, WQCD will have flexibility in permitting workflow implementation and modification. Ongoing modernization will enhance communications and transparency to permittees and data delivery to the EPA (Environmental Protection Agency). Finally, this project will allow the WQCD to collect and track information from permittees, ensuring the accuracy, completeness, and accessibility of permit data to facilitate streamlined operations, reporting, and decision-making.

The WQCD seeks to modernize the permit management system. WQCD will implement an initial system that includes a permitee dashboard, manages permit processes, and rapidly aggregates information through Application Programming Interfaces (API) or other approved connectivity mechanisms, to and from the permits Amazon Web Service (AWS) database to generate required reporting to the EPA.

II. Definitions

1. OIT- Colorado Governor’s Office of Information Technology

2. UAT- User Acceptance Testing

III. Work Plan

Goal #1: To improve, protect, and restore public health and the environment by improving water quality across Colorado.

Objective #1: No later than the contract end date, the contractor shall implement a user interface and workflow solution for select water quality permits.

Primary Activity #1 The Contractor shall perform a gap analysis to evaluate the state of permit processes and identify a future state.

Sub- Activity # 1

1. Current State: Assess the present performance, processes, or capabilities.

2. Desired State: Define the ideal or target performance, goals, or standards.

3. Gap Identification: Identify the differences between the current and desired state.

4. Action Plan: Develop strategies to close the gap and achieve the desired state.

Primary Activity # 2 The Contractor shall work with CDPHE to construct a user interface as needed to meet CDPHE’s internal permitting workflow requirements.

Sub- Activity # 1

1. The Contractor shall meet with CDPHE as needed to review system requirements.

2. The Contractor shall attend weekly status meetings.

3. The Contractor shall design system workflows for the permits identified in the gap analysis.

4. The Contractor shall create a sandbox and testing environment.

5. The Contractor shall create a User Acceptance Testing program for CDPHE.

6. The Contractor shall resolve bugs reported by CDPHE.

7. The Contractor shall create guidance documents detailing the process for CDPHE users.

8. The Contractor shall create guidance documents detailing processes for CDPHE administrator users

9. The Contractor shall facilitate system training on the system for CDPHE users.

Primary Activity # 3 The Contractor shall work with CDPHE to construct public-facing permit application forms.

Sub- Activity # 1

1. The Contractor shall design permit application forms.

2. The Contractor shall incorporate the permit application forms into the appropriate internal workflow processes.

3. The Contractor shall create a User Acceptance Testing program for CDPHE.

4. The Contractor shall resolve bugs reported by CDHPE.

5. The Contractor shall create guidance documents to assist both internal and external users through the forms

Primary Activity # 4 The Contractor shall construct a mechanism to display the permit dashboard on the user interface.

Sub- Activity # 1

1. The Contractor shall propose various dashboard connectivity mechanisms to CDPHE.

2. The Contractor shall design the selected connectivity mechanism.

3. The Contractor shall implement the selected connectivity mechanism.

4. The Contractor shall create a User Acceptance Testing program for CDPHE

5. The Contractor shall resolve bugs reported by CDPHE

6. The Contractor shall create guidance documents detailing the process for CDPHE

Primary Activity # 5 The Contractor shall construct an API to query and update the Amazon Web Services Database.

Sub- Activity # 1

1. The Contractor shall propose various database connectivity mechanisms to CDPHE.

2. The Contractor shall design the selected connectivity mechanism.

3. The Contractor shall implement the selected connectivity mechanism to allow data to flow to and from the workflow processes and the databases.

4. The Contractor shall create a User Acceptance Testing program for CDPHE.

5. The Contractor shall resolve bugs reported by CDHPE.

6. The Contractor shall create guidance documents detailing the process for CDPHE.

Primary Activity # 6 The Contractor shall provide ongoing user and system support.

Sub- Activity # 1

1. The contractor shall provide annual maintenance for the system.

a. This maintenance will include, but is not limited to:

i. User support

ii. System integration support

iii. Backup and disaster recovery processes

iv. Security compliance

Standards and Requirements

1. The content of electronic documents located on CDPHE and non-CDPHE websites and information contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term. The contractor shall monitor documents and website content for updates and comply with all updates as needed to fulfill this contract.

2. The Contractor shall comply with all OIT policies. This information is located on the OIT website https://oit.colorado.gov/standards-policies-guides/technical-standards-policies and incorporated and made part of this contract by reference.

3. CDPHE will review any Work Orders created by the Contractor within 30 days of receipt or request. Any Work Order that exceeds the initial quote must be approved by CDPHE prior to work being completed.

4. Weekly Status meetings shall be attended by the Contractors' Key Personnel.

Expected Results of Activity(s)

1. CDPHE will have launched an operational permit management system.

2. Increased public and permittee transparency of permit status.

3. CDPHE will have the current information for each permit in the CDPHE AWS database

Measurement of Expected Results

1. Fully functioning system to support reduction in permit processing time, reduction in permit backlog, and increased customer satisfaction.

Deliverables

IV. Monitoring CDPHE’s monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the Business Services Team. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor’s performance will be evaluated at set intervals and communicated to the Contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract.

V. Resolution of Non-Compliance The Contractor will be notified in writing within seven (7) calendar days of discovery of a compliance issue. Within thirty (30) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the provisions of this contract.

Original Contract: 2026* Ver.2.15.24 image10.png