HCFPortal_RFQ_2025Maint_SOW.docx

Nevada Partners in Conservation Database Maintenance Scope of Work

Contracting Agency: Nevada Department of Wildlife Project Manager: Matthew Glenn, Habitat Staff Specialist Project Monitor: Matthew Maples, Data and Technology Division Administrator

I. GENERAL INFORMATION AND REQUIREMENTS

Work performed under this Scope of Work (SOW) requires the contractor to continue maintenance, with the potential for minor improvements and bug-fixes, to a web-based database system as well as ensure existing functionality is maintained and remains fully usable. Maintenance requirements include updates so that the application and underlying databases remain accessible, functional, and secure. The overarching goal of this contract is to maintain an intuitive and efficient web‐based application that integrates project planning, prioritization, application, management and communication workflows through the use of geospatial and tabular datasets. Additionally, this contract will require the awarded vendor small improvements to the database on an as needed bases.

This database is a Cloud-based application hosted on the Department of Wildlife’s Amazon Web Services (AWS Gov Cloud) account. The underlying relational database consists of tabular and spatial data in an AWS PostgreSQL/Post GIS RDS platform with full encryption services for storing personal and confidential data. There are approximately 25 tables with between 4 and 40 columns each. Report writing within the database is completed using code that produces HTML output, which is then converted to PDF using a headless Chrome browser to ensure consistent conversion to PDF format. This reporting method enables the functions to send the report HTML to the screen for a quick display without conversion. There are some additional open-source report generation packages in NPM (Node Package Manager) that may be used depending on the reporting details. The system consists of development, test, and production environments.

1. Access to Application

The application to be maintained under this contract is a Cloud-based application hosted on the Department of Wildlife’s Amazon Web Services (AWS Gov Cloud) account and includes user accounts and roles for internal Department staff and contract-staff accessing the system for the purposes of fulfilling this SOW.

1. Description of Work, Specifications and Limitations

The primary requirement of the vendor as detailed in this scope of work is to maintain, as needed, the entirety of the database solution to ensure the database product continues to function smoothly and securely. General requirements under this maintenance SOW will include but is not limited to:

· Regular software library and dependencies updates

· Regular security scanning and threat and vulnerability remediation

· Upgrades to maintain currency with the current (N) and most recent (N-1) browser versions

· As needed database and web hosting platform upgrades

· As needed bug-fixes

· As needed support services for end users Regular Maintenance The Project Manager will schedule regular maintenance status check-in meetings with the NDOW Project Manager to ensure maintenance expectations are being met. Ad-hoc communications can be initiated by either party, as needed. The vendor shall maintain a backup of the web application’s source code. In case of a disaster resulting in the total loss of the production web application instance this backup will be used to restore the application. Backups of the tabular and spatial datasets supporting the web application should be maintained as well. In case of a disaster resulting in the total loss of the production application data these backups will be used to restore the data. These backups will be kept on systems separate from those hosting the application.

· Non-transactional- The vendor will maintain copies of the original static datasets deployed with the production web application.

· Transactional data – The Vendor will perform nightly backups of datasets which the web application actively modifies.

The vendor will deploy web analytics for usage tracking and provide a monthly statistics report to NDOW if requested. Usage tracking will allow NDOW to see which application functions are being used most frequently as input for future enhancements to the system.

Monitoring The application will be automatically monitored by the Vendor for availability at five (5) minute intervals 24 hours per day. Application support staff for the awarded Vendor will be notified immediately via email if the web application fails to report that it is available.

The vendor shall maintain monitoring statistics on web application uptime. The vendor shall then review these statistics both weekly and monthly, and if requested, provide monthly application uptime statistics to NDOW.

Response and Issue Resolution The Vendor will begin same-day troubleshooting and steps to restore the web application during normal business hours, generally between 8:00 AM and 5:00 PM Eastern Time, Monday through Friday. If failure occurs outside of normal business hours or on a holiday, troubleshooting and steps to restore the web application will begin at the start of the next business day.

Vendor will recommend maintenance activities and timelines for review and approval by NDOW.

Minor Improvements The Department may request minor improvements be completed on the system that are outside of the standard maintenance needs of the system. Minor improvements may include but are not limited to adjustments to the user-interface and workflow, removal or addition of modest system features, and reporting features.

1. Work Schedule

Work completed under this scope of work will be implemented on a biannual schedule where the vendor performs all required maintenance to provide a well-functioning and updated database twice a year, over the course if two years beginning February 1, 2026 and end January 31, 2028.

NDOW will be notified at least one-week in advance by the Vendor of any routine or scheduled service maintenance, alteration, or implementation work that may cause unavailability or downtime. Additionally, the Vendor will begin same-day troubleshooting and steps to restore the web application during normal business hours, generally between 8:00 AM and 5:00 PM Eastern Time, Monday through Friday

Minor improvements may be requested by the Department on an ad-hoc basis as determined by the Department Project Manager. Vendor will provide an implementation plan and specific cost-estimate for the work using a Feature Improvement Form provided by the Department within two-weeks of receiving the request, or at a later date if approved by the Department. The Department will review and approve the Feature Improvement Form before Vendor begins work.

II. PROJECT MEETINGS

1. Pre-Work Conference A Pre-Work Conference will be held prior to the start of work. The vendor will be notified in advance of meeting time, date and place. The purpose will be to review required work, project details and specifications, schedules, payments, and administrative provisions of the contract.

1. Progress Meetings These meetings will be held virtually on a TEAMS or ZOOM platform, or as determined by the project manager. Meetings may be called by either the project manager/monitor or the contractor, and any request shall identify who should attend and include an agenda.

1. Inspection Inspections will be completed when maintenance and or improvements are testable on beta, or as determined by the NDOW Project Manager or Monitor. The contractor or the contractor’s authorized representative shall be present during this inspection and be prepared to mitigate any situations that don’t meet the specifications of this Scope of Work.

III. GOVERNMENT FURNISHED AND CONTRACTOR FURNISHED PROPERTY

1. Materials Furnished by the Contracting Agency /Contract Administrator

The contracting agency will not be providing any materials as part of this Scope of Work.

IV. MEASUREMENT AND PAYMENT

1. Measurement of Payment Maintenance work will be measured and paid on a biannual basis where all maintenance specifications identified within this scope of work have been met. Completed maintenance will be measured and verified by the Project Manager or Monitor in periodic inspections.

Minor improvement work will be measured based on the criteria and timelines agreed-to by the Department and Vendor on the Feature Improvement Form. Completed feature improvements will be verified by the Project Manager and Project Monitor within two-weeks, or other timeline agreed to by the Vendor and Department on the Feature Improvement Form.

1. Basis of Payment Payment will be made to the vendor biannually upon completion of the required maintenance identified within this scope of work. Payment for minor improvements will be made within 30-days of receiving the invoice from the Vendor. Vendor may not submit an invoice for minor improvements until work is completed and approved by the Department Project Manager or Project Monitor.

The contractor should provide quotations for each year of the performance schedule where the total annual amounts will be divided into two equal payments annually. No invoice shall be submitted to NDOW nor payment made to the contractor until the complete maintenance of the database of the meeting the specifications herein is verified by the NDOW Project Manager or Monitor.

The Project Manager or Monitor will make periodic inspections as a basis for progress and recommendations for adjustments in work quality. The Contractor or representative is encouraged to coordinate on inspections at the time they are being made. Work performed according to the specifications will be considered acceptable for payment purposes.

V. PERFORMANCE SCHEDULE

Period of performance will begin February 1, 2026 and end January 31, 2028. The vendor will be required to start and complete the biannual maintenance for a period of two-years to the specifications identified within this scope of work.

NDOW will be notified at least one-week in advance by the Vendor of any routine or scheduled service maintenance, alteration, or implementation work that may cause unavailability or downtime. Additionally, the Vendor will begin same-day troubleshooting and steps to restore the web application during normal business hours, generally between 8:00 AM and 5:00 PM Eastern Time, Monday through Friday.