ORCAA DB RFP Final & Attachments.pdf

Request for Proposals to provide Database Design, Development, Support

Consultant Services solicited by Olympic Region Clean Air Agency

Released: March 3, 2025

Updated: March 4, 2025

Submissions Due: April 7, 2025

Submit Proposals to:

Christopher Krause, IT Systems Administrator

Office: (360) 539-7610, x117

Email: Christopher.Krause@orcaa.org

Olympic Region Clean Air Agency

2940 Limited Lane NW, Olympia, WA 98502

Phone: (360) 539-7610 www.orcaa.org mailto:mailto:christopher.krause@orcaa.org http://www.orcaa.org/

I. Request

Olympic Region Clean Air Agency (ORCAA) is requesting proposals from qualified entities to design/develop a database for agency use in managing all its air quality programs, as well as provide training and ongoing technical support as needed.

Note: ORCAA’s current database is an ACCESS front-end and MySQL back-end, from which data will need ported into any new solution.

ORCAA promotes equal employment opportunity in the evaluation of any proposal and in the award of any resultant contract. ORCAA’s work program complies with applicable federal, state, and local laws, regulations, and procedures.

Respondents to this Request for Proposal (RFP) should describe their approach to designing and developing the database and provide information on how the project will be phased. Respondents should provide information and pricing for ongoing technical support outside of the scope of the initial project. Respondents should include examples of similar projects in scope, and any experiences learned during those projects.

II. Background

ORCAA is a local government agency based in Olympia, Washington. Our agency is responsible for administering federal, state, and local air quality regulations. Our key functions include air quality permitting, compliance, enforcement, monitoring, forecasting, and public education and outreach. Our service area includes the six counties on the Olympic Peninsula – Clallam, Grays

Harbor, Jefferson, Mason, Pacific, and Thurston. ORCAA currently has 19 employees (FTE).

ORCAA’s database is one of the agency’s key tools for data retention and management of records pursuant to agency responsibilities. It was developed in house by agency staff who received training in Access database. The back end was eventually moved to MySQL.

III. Proposed Scope of Work

We are seeking a complete design and implementation of a database solution, along with any necessary training. ORCAA retains the rights to the designed and developed database and any customization of plug-ins. Proposals should accomplish the objectives set below.

A. Purpose

Project Vision, Goals, Objectives

ORCAA is seeking to develop a modern, feature-rich database that is easily used by agency staff both in the office and out in the field and meets the requirements specified in Attachment A. The database must be accessible to our regulated community, as well as the public. ORCAA is seeking a secure database system that is compliant with all major operating systems (Windows, OSX, Main Linux Distros) and has cloud and on premises hosting options.

Stakeholders for Database

• Agency Staff

• Regulated Community, e.g., regulated sources, AOP (Title V) sources, asbestos and demolition contractors

• Public

B. TASK DETAILS

Task 1. Refine scope and technical specifications

The Consultant will meet with the ORCAA Database Project Team and other key agency staff to refine project scope, schedule, and task details and specifications.

Task 2. Define database functionality.

The consultant will meet with ORCAA Database Project Team to define database functions, requirements, architecture.

Task 3. Develop design

The Consultant will design a database to suit the needs outlined in this document and present the proposed design to the ORCAA Database Project Team.

Task 4. Development

The Consultant will use the agreed upon design to move forward and start building the database, up to and including but not limited to laying out individual sections needed in the database for project team review.

Task 5. Data migration

The Consultant will work with agency staff to import agency data from current database into database and troubleshoot any issues.

Task 6. Testing and Troubleshooting

The Consultant will work with agency staff to assure that the database includes all required functionality, all data has been migrated, and internal staff and public access is functioning correctly.

Task 7. Training

The Consultant will provide ORCAA staff with training for each user classification.

IV. Project Schedule

The following is an outline of the proposed project schedule. The schedule may be modified while refining the contract scope of work after the consultant selection process has been completed.

Distribution of Request for Proposals March 3, 2025

Deadline for Submitting Proposals April 7, 2025

Presentations and Demonstrations April - May 2025

Award of Contract & Contract Negotiations May 2025

Implementation Begins June 2025

V. Budget

The budget for this project is not to exceed $150,000. Consultant firms are advised that upon subsequent review, evaluation and discussion of proposals and approaches to the project, ORCAA may make budget adjustments to optimize achievement of project objectives and opportunities within currently available resources. Respondents may make note of any functionality items identified in this document that exceed the budget and provide a cost estimate.

VI. Olympic Region Clean Air Agency’s Rights

This RFP and/or the selection process does not obligate ORCAA to enter in any contracts.

ORCAA reserves the following rights, in addition to those accorded by law:

• The right to negotiate all proposal elements

• The right to reject any and all proposals, waive irregularities and re-solicit proposals

• The right to change the scope of work depending on funding available

• The right to approve any and all subcontractors selected after an award

• The right to renegotiate the agreement for such additional service as may be necessary

• The right to make an award to other than the lowest responsive bidder

VII. Procurement Terms and Conditions

Compliance

The Consultant must comply with all applicable State, Federal and local regulations, ordinances, laws, and codes.

Hold Harmless

The Consultant will, and hereby expressly agrees to hold harmless and indemnify ORCAA and any of its associates against all losses, claims, actions, judgments, and any liability for injuries to persons, including wrongful death, damage to property or both, occurring during, or in consequence of, the performance of this contract if such injury or damage is related to or arises out of any mistakes or defect in service delivery or to the actions or negligence of the Consultant, Consultant’s employees, subcontractors or agents.

Access for Individuals with Disabilities

ORCAA is fully compliant with the Americans with Disabilities Act (ADA) and will make reasonable accommodation as required, if such requests are made known at least three weekdays prior to any requested need. Call (360) 539-7610 or email christopher.krause@orcaa.org

Responsive Proposals

ORCAA encourages all businesses, including women- and minority-owned businesses, to respond to this RFP. Nothing within this RFP is intended to exclude any reasonable proposal or responsible firm from submitting a proposal, or in any way restrict competition. ORCAA reserves the right to reject any or all proposals for lack of responsiveness or responsibility, and the right to waive any immaterial irregularities.

Proposal Costs

ORCAA is not responsible for any costs incurred by the Consultant in preparing, submitting, or presenting its response to the RFP.

Public Documents

Proposals and evaluation materials submitted under this RFP are considered public documents and with limited exceptions, proposals recommended for contract award will be available for inspection and copying by the public.

Contract

The contract resulting from acceptance of the Consultant proposal will be issued by ORCAA and reflect the specifications in this RFP. ORCAA reserves the right to reject any proposed amendments or contract language changes which do not conform to the specifications contained in this RFP and/or which is not approved by ORCAA.

Insurance must meet or exceed the following unless otherwise approved by the Agency as follows:

1. Minimum Insurance

a. Commercial General Liability coverage with limits not less than $1,000,000 per occurrence / $2,000,000 annual aggregate.

b. Stop Gap/Employer’s Liability coverage with limits not less than $1,000,000 per accident/disease.

c. Workers’ Compensation coverage as required by the Industrial Insurance Laws of the State of Washington.

d. Consultant’s Errors & Omissions or Professional Liability with limits not less than $1,000,000 per claim or as an annual aggregate.

2. Self-Insured Retentions

a. Self-insured retentions must be declared to and approved by the Agency.

3. Other Provisions

a. Commercial General Liability policies must be endorsed to:

o Include the Agency, its officials, and employees as additional insureds

4. Provided that such insurance will be primary as respects any insurance or self-insurance maintained by the Agency, Consultant or its Insurance Agent/Broker must notify the

Agency of any cancellation, or reduction in coverage or limits, of any insurance within seven (7) days of receipt of insurers’ notification to that effect.

5. Acceptability of Insurers

a. Insurance must be placed with insurers with a rating acceptable to the Agency.

6. Verification of Coverage

a. Consultant must furnish the Agency with certificates of insurance required by this clause. The certificates are to be received and approved by the Agency before work commences. The Agency reserves the right to require complete, certified copies of all required insurance policies at any time.

VIII. Proposal Requirements

The consultant’s proposal format should emphasize clarity and brevity in describing an understanding of the project, approach to each task, schedule, budget, and personnel experience.

One printed copy or one electronic copy (PDF) of the consultant’s proposal should be submitted to Christopher Krause at ORCAA no later than 8 a.m., April 7, 2025. Late proposals will not be reviewed and will be considered non-responsive if they arrive past the noted deadline.

Olympic Region Clean Air Agency

Attn: Chris Krause

2940 Limited Ln NW

Olympia, WA 98502

Christopher.Krause@orcaa.org

Validity Period

By submitting a proposal, the vendor is agreeing that the proposal and its contents shall be valid for 180 days following the submission proposal deadline; and that the proposal and its contents may be used in contract negotiation between ORCAA and the successful vendor.

Each submission must include the following information:

1. Letter of interest.

2. Description of work required to complete the scope of work as described in Section III, including how the project will be phased and managed as described in Section IV and responses to Attachment A.

3. A schedule of deliverables, interim products, and reports.

4. A recommended approval process for project deliverables/tasks.

5. Company background including how long the company has been in business and brief description of the company’s size and organization.

6. Participation of principal, key support, and technical staff, including estimates of time, number of hours and cost breakdown by work task for each key participant in the project.

mailto:Christopher.Krause@orcaa.org

Include a description of relevant experience of the key personnel who will work on the

ORCAA project.

7. Description of relevant experience and qualifications for each person involved in the project.

8. List of at least three (3) relevant client references including contact name, organization name, phone, and email. These references should be able to verify the recent experience

(within previous 3 years) of each person involved in the proposal for this project.

9. Examples of at least three (3) databases developed by the Consultant in the last five (5) years that are similar in scope.

10. Description and costs of ongoing technical support.

11. Additional optional information about consultant products and services not covered in other sections of the proposal such as awards, newsletters, documentation, etc.

12. Additional optional cost estimate(s) of any functionality items identified in this RFP.

IX. Consultant Selection

A. SELECTION CRITERIA:

The primary selection criterion will be the ability of the firm to understand the issues and accomplish the tasks described in Section II (Background) and Section III (Proposed Scope of

Work). (See the draft evaluation worksheet Attachment B.)

Other selection criteria include:

1. Quality of proposed approach to project

2. Portfolio of past work including at least three (3) projects of similar scope

3. Recommendations of references

4. Projected Costs

5. Ability to work within deadlines and to achieve mutually agreed dates for deliverables.

B. CONSULTANT INQUIRIES

All consultant’s inquiries are due in writing on March 14 by 8 am questions may be sent to:

Christopher.krause@orcaa.org

No inquiries, written or oral, will be accepted after this date. For all potential consultants to be treated equally, all questions raised regarding the Request for Proposal process and the responses made by ORCAA will be made available to all consultants. Written responses to questions received by 8 a.m. Pacific Time March 14, will be posted online at www.orcaa.org no later than

10 a.m., Pacific Time March 21.

C. SELECTION PROCESS:

The consultant selection process will be conducted as follows:

mailto:Christopher.krause@orcaa.org

1. The closing date and hour for receipt of the proposal is April 7 8 am. Pacific Time.

Proposals received after this date and time will not be considered. If ORCAA does not believe an adequate number of proposals have been submitted, the date may, at ORCAA’s sole discretion, be extended until an adequate number of proposals are received.

2. The proposal review and selection process may require personal interviews with one or more proposing firms.

3. Selection of the consultant will be based on ORCAA’s evaluation of the best proposal and best-qualified consultant using the criteria and information outlined in Section VIII. Such determination will be made at the sole discretion of ORCAA.

4. Contract negotiations will be initiated immediately upon selection of the consultant. If

ORCAA is unable to negotiate a satisfactory contract, negotiations will be terminated, and the consultant will be notified by mail.

5. This selection process does not obligate ORCAA to enter into a contract with any of the responding firms.

Attachment A - 1

Attachment A Please complete the following matrix to assist ORCAA in determining an appropriate vendor. Place a large “X” in the column that best describes your solution according to the legend below. If additional comments are necessary in conveying features, please use the Comments column for additional details.

Legend for completing the following requirements

S = Standard functionality out-of-the-box

M = Modification/customization required (i.e., standard script changes or other work-around)

N = Unable to provide this feature

General Functionality Requirements S M N Comments

1 Must be Windows compatible.

2 Must be a 100% Web based solution.

3 ORCAA Application System Administrators staff must be able to configure all user security settings, without the need to rely on the Vendor’s Help Desk.

4 Ability to create, assign and maintain groups and manage data access ability.

5 The proposed system must provide user-defined security, differential rights distribution, role designation, ability to add additional users, and user options.

6 All help files must be context sensitive, and be available within the application, or online via a web link with the most up-to-date version of support.

7 Supplies sufficient training materials for users.

8 Users can edit and save their own search parameters.

9 Ability to search on any field within the database, including custom fields.

10 Have a real-time dashboard to display dynamic charts & graphs.

Attachment A - 2

Requirements S M N Comments

11 ORCAA Application System Administrators can create new fields and screens after implementation.

12 Allow users to use/access several records at one time.

13 System has ability for audit logging and provide detailed audit trails/reports.

14 Provide a configurable, flexible workflow management system to automate business processes performed by each department and agency involved with the development review process.

15 Place warnings, holds, and restrictions on a record.

16 Link to browse recently viewed records.

17 Ability to view and link related records.

18 Ability to archive closed records.

19 Ability to delete records that have met records retention.

20 Ability to set record retention flags that THEN FLAG records for archival review.

21 Ability to set up and use templates for emails, letter, or reports. The templates must be able to be modified by Power Users.

22 Power Users have the ability to edit drop down menus.

23 Ability to search for all activity at a specific address (e.g., regulated source, permitting, outdoor burning asbestos, demolition, NOVs)

24 Ability to document phone calls and meetings and link to appropriate records

25 Ability to access the database while working in the field.

26 Ability to allow field inspectors to enter data in the field with either hand-held devices, tablets, or laptop computers.

Attachment A - 3

Online Customer Access Requirements S M N Comments

27 A CROMERR-compliant online customer access system for submittal of applications, notifications, reports (including emission inventory), and other documents.

28 The online customer access system must have different access groups based on the user type (e.g., regulated source, asbestos and demo contractors).

29 An online customer access system for submittal of complaints, outdoor burning permit applications, and other documents and notifications that do not need to be submitted via a CROMERR-compliant system. This part of the system would not require login.

30 Online records portal for the public to view records online including a map of regulated sources.

31 Ability to make specified database fields viewable online.

32 View the status of a permit, project, license, or case online.

33 Ability for Application System Administrators to change the configuration and preferences of the online system.

Generating Reports Requirements S M N Comments

34 System comes with standard reports.

35 Users are able to create custom reports.

36 Users are able to create queries on the fly and save those queries for shared future use.

37 View a preview of report prior to printing.

38 Export reports into an Adobe PDF, MS Excel, or MS Word format.

Attachment A - 4

39 Able to select different date ranges to view report information.

40 Able to print and attach a Report to a record within a single step.

41 Users can merge data from database in MS Word templates.

Mapping Capabilities

42 Ability to click on an address and have it pull up a map of the location.

43 Ability to open a map and see all activity in that area/community (e.g., regulated sources, asbestos and demo projects, burn permits).

44 Create a map from queried data (e.g., a query of registered coffee roasters would pull up a map of the locations)

45 Ability to select an item on a map and open the related records (e.g., regulated source file, a burn permit) for that address.

Confidential Data

46 Ability for source to request confidentiality for certain submitted via webform. The confidentiality request must include the exemption citation for each item and the term (length) of confidentiality claim (e.g., indefinitely or until a certain date).

47 Ability to attach documents that may contain confidential data. The confidentiality request must include the same information above as well as a redacted (public) version.

48 Ability for ORCAA to review and approve all confidentiality requests submitted.

Attachment A - 5

49 Ability for the system to automatically redact any data accessible to the public.

50 Any reports or queries created internally must have confidential information clearly identified.

EPA Reporting Systems

51 Ability to export facility and emissions data into XML format for reporting to EPA’s Emission Inventory System (EIS).

52 Ability to export data to EPA’s Integrated Compliance Information System (ICIS) system.

53 Ability to submit permits through EPA’s Electronic Permitting System (EPS).

54 Any data submittals to EPA must redact any confidential information.

Time Accounting

Note: This may be provided using a different vendor’s timesheet software if you can provide integration with the database for Item 60.

55 Ability to track all work time by program and function including leave and overtime hours

56 Ability to submit leave and overtime requests to supervisor through the system for approval (requires Workflow)

57 Ability to set workflow for submittal and review of final timesheet and notify users when they have tasks

58 Ability of system to prevent submittal of final timesheet if work hours do not equal 40 hours per week without appropriate leave and overtime hours logged

59 Ability to calculate overtime for time worked in excess of 40 hours (for overtime eligible staff)

Attachment A - 6

60 Ability to link specific timesheet entries to regulated sources and permitting (e.g., NOC, NOI, AOP, SEPA)

61 Ability for the timesheet data to be exported into an Excel spreadsheet on a monthly basis for use in accounting.

62 Ability to create customized reports for each grant/contract that uses staff-specific hourly rates.

SEPA (State Environmental Policy Act) Processing

63 Ability to receive SEPA Environmental Checklist and other documents through both an online system and staff manual entry of paper notifications.

64 Ability to assign a unique number system for each case for tracking purposes.

65 Permit status tracking – internally, for applicant, and the public.

66 Ability to set workflow and notify users when they have tasks.

67 Ability to track due dates and notify to staff, Supervisor and Manager of overdue tasks.

68 Ability to send emails to/from applicant and other agencies within the system.

69 Ability to setup and use templates for emails, letters, or SEPA documents. The templates must be able to be modified by Power Users.

70 Ability to publish notice for public comment period.

Asbestos/Demolition

71 Ability to track and process asbestos and demolition notifications including amendments.

Attachment A - 7

72 Ability to receive notifications through both an online customer access system and staff manual entry of paper notifications.

Online system has ability to receive attachments such as asbestos surveys, emergency letters, maps, and other photographs.

73 Ability to assign a unique number system for each notification for tracking purposes.

74 Ability to set workflow and notify users when they have tasks.

75 Ability to review and approve emergency projects.

76 Ability to link demos and asbestos notifications for the same address. We are open to a combined notification if it suits our needs.

77 Ability to enter inspection reports (e.g., inspection type, date, staff, site contact, findings, add attachments)

78 Ability to store contact information of contractors and make available as drop-down menus.

79 Ability for licensed asbestos contractors to register in the system. The submittal needs to be reviewed and verified by staff.

80 Ability to track and assign calculated fees based on a predetermined schedule. Fees and notification numbers should link to deposits or the ability to link for audit purposes – see General Finance.

81 Ability to link cases to Notices of Violations and regulated sources, as needed

82 Ability to generate reports to show trends and statistical data by city and county

Attachment A - 8

Complaints

83 Ability to receive complaints from the public both via an online system and staff manual entry of verbal or hard copy complaints. .

84 Ability to process complaints from the public including fields for entering additional information and final outcomes and tracking of all activities (e.g., inspections, letters, emails, phone calls)

85 Ability to allow confidential reporting

86 Ability to generate reports to show trends

87 Ability to “red flag” a dangerous property

88 Ability to link complaints with Notices of Violations and regulated businesses

89 Ability to enter inspection reports (e.g., date, staff, onsite contact, findings, and attachments), phone call follow-up

90 Ability to generate letters based on complaint.

91 Ability to setup and use templates for emails or letters. The templates must be able to be modified by Power Users.

92 System notifies assigned inspector if complaint is received for regulated source.

93 Ability to bring up map of complainant address and see all activity in the area (e.g., registered sources, outdoor burning, asbestos, demolitions, etc.)

94 Ability to link multiple complaints to the same case

Enforcement

95 Ability to issue Notices of Violation (NOV) and warnings with a unique sequential number assigned to each NOV or warning.

Attachment A - 9

96 Ability for multiple citations to be added to a single NOV or warning.

97 Ability to track NOVs from issuance to resolution.

98 Ability to track activities related to the NOV or warning including phone calls, meetings, notes to file, letters, emails, etc.

99 Ability to calculate penalties based on current penalty worksheets. Power Users have the ability to edit penalty worksheets.

100 Ability to attach documents (photos, reports, etc.) to the case.

101 Ability to create a Case Details Report which itemizes all details pertaining to the case, including all activities, and attached documents.

102 Ability to setup and use templates for emails, letters, or reports. The templates must be able to be modified by Power Users.

103 Ability to link violations to inspections, permits, notifications, complaints, etc. by address

104 Ability to generate reports to show trends

105 Ability to setup a workflow to automate the process and notify users when they have a task

106 Ability to identify which NOVs are High Priority Violations (HPV) per EPA policy and track all HPV dates

107 Ability to send an email to EPA regarding HPVs using email templates.

Finance/Accounting

108 Ability to create invoices for all permits, notifications, registration, assessments.

Attachment A - 10

109 Ability to create invoices for asbestos and demolition notifications, burn permits, and NOVs, if requested.

110 Ability to allow customers to request and receive invoices electronically.

111 Ability to generate batch invoices for recurring fees, including delinquent invoices.

112 Ability to track all payments received and prepare deposit report

113 Ability to generate reports

114 Automatically link all fees and penalties to a deposit, as well as enter receivables manually

(Asbestos, demolition, outdoor burning, Notice of Construction, Notice of Intent, per capita assessments, and NOV penalties)

115 Ability to generate statement of account

116 Ability to post cash receipts.

117 Ability to track paid and unpaid invoices and generate reports

118 Ability to generate a monthly aging report.

119 Ability to generate journal entries to interface with ORCAA’s Sage financial software system and export into Excel Spreadsheet. (Or the ability to take the place of Sage)

120 Ability to systematically adjust fees based upon CPI.

121 Ability to produce detailed audit trails/reports pertaining to all received funds.

122 Users are able to customize reports

123 Ability to generate reports to show financial trends and statistical data analysis for budgeting purposes.

Attachment A - 11

124 Ability to track project costs, both direct costs and staff time costs, and calculate remaining project budgets.

Outdoor Burning Permits

125 Ability to track and process outdoor burn permits by burn address

126 Ability to receive applications through both an online customer access system and staff manual entry of paper applications.

Online system has ability to receive attachments such as maps, photos, etc.

127 Ability to issue permits using standard permit language with the ability to add permit-specific conditions and ability to highlight specific conditions

128 Ability to setup a workflow to automate the process and notify users when they have a task

129 Ability to enter inspection reports (e.g., date, staff, site contact, findings, add attachments)

130 Ability to store Fire District information and make available as drop-down menus

131 Ability to track and assign calculated fees based on a predetermined schedule. Fees should link to deposits or the ability to link for auditing purposes-see General Finance

132 Ability to track type of burn permit (e.g., land clearing, agricultural, ceremonial, residential)

133 Ability to link permit to Notice of Violation

134 Ability to map to show where burns occur, and where valid permits are held

135 Ability to generate reports to show trends

Attachment A - 12

Source Information

136 Ability to track all source information including but not limited to business name, organization name, addresses (e.g., physical, mailing, billing), contact information and type (e.g., permitting, billing, inspections, complaints), identifiers, assignments, previous business names, NAICS, SIC.

137 Ability to link all equipment on-site including specifications, operating information, associated control devices and release points, geospatial coordinates, associated permits, equipment status (e.g., operating, temporarily shut down, permanently shut down, removed) and date.

138 Ability to list all applicable NSPS and NESHAP to affected source (e.g., entire source, specific equipment)

139 Ability to use a reverse look up to verify contacts associated with regulated sources

140 Ability to document phone calls and meetings and link to appropriate records

141 Ability to send and receive emails with the source (e.g., data requests). Ability to link these two specific entries (e.g., inspection, reports)

Source Emission Inventory

142 Ability for regulated sources to submit annual emission inventory data online (CROMERR-compliant).

143 Ability for staff to manually input submittals submitted in paper format.

Attachment A - 13

144 Access to commonly used emission factors (e.g., AP-42) by SCC and emission calculation methods with the ability to also input customized emission factors (e.g., source test factors) or calculations.

145 Ability to manually input emissions for units that cannot be calculated using factors.

146 Ability for ORCAA to review and approve all changes to emission units, processes, and release points.

147 Ability for ORCAA to review throughput and emissions data submitted and approve or mark to send back to source for review/resubmittal.

Source Inspections

148 Ability for staff to query the regulated sources to view those assigned to a specific staff person, date inspections are due, etc.

149 Ability to list all safety equipment needed to inspect a source. Link to current Health & Safety Assessment document(s) pertinent to that source.

150 Ability to enter inspection reports (e.g., inspection type, date, staff, source contacts, findings, add attachments)

151 Ability to schedule inspections with the source including the ability to batch schedule inspections.

152 Ability to view a calendar of all upcoming scheduled inspections. Ability to link (or export) to Outlook calendar.

153 Ability to track due dates and notify staff, Supervisor, and Manager of overdue tasks.

154 Ability to set workflow to allow for internal review and approval of final reports or other tasks.

Attachment A - 14

155 Ability to batch reassign a group of inspections.

156 Ability to use previous inspection report as a template for a new inspection.

Source Permitting Requirements S M N Comments

157 Ability to apply for permits or submit notifications through both online CROMERR-compliant system and staff manual entry of paper applications.

158 Ability for applicant to check the status of their permit online.

159 Ability to track any type of permit or notification (e.g., Notice of Construction, Notice of Intent, Air Operating Permit, variance, SEPA) and Power Users have ability to add additional permit types as needed.

160 Ability to track potential permitting cases – inquiries from public, businesses, (a.k.a.

“First Contact”). Inquiries may come in through online portal or through email or phone.

161 Ability to assign a unique number system for each permit/notification for tracking purposes.

162 Ability to publish notice for 15-day application notice, formal public comment, public hearing, or final permit issuance.

163 Ability to attach associated documentation to a record (pictures, word docs etc.).

164 Ability to setup a workflow to automate the process and notify users when they have a task

165 Ability to track due dates and notify to staff, Supervisor and Manager of overdue tasks.

Attachment A - 15

166 Permit status tracking – internally, for applicant, and the public.

167 Ability to make completeness determinations and send emails to/from applicant within the system.

168 Ability to mark status of final permits (e.g., in effect, voided, expired, superseded, rescinded, retired)

169 Ability to upload final permit and issue electronically.

Source Reporting Requirements S M N Comments

170 Ability for sources to submit reports through an online CROMERR-compliant portal. Reports include but are not limited to source test reports, monitoring reports, excess emission reports, and permit deviation reports.

171 Ability for staff to upload reports received in paper format.

172 Ability to use online forms that can be completed and submitted for certain reports and allow the submittal of documents.

173 Ability to set workflow for review of submitted reports

174 Ability to scan and import reports submitted in paper form

175 Ability to set due dates for some reports and allow tracking of late reports.

176 Ability to notify source via email of upcoming report due dates.

177 Ability to view status of reports – internally and for the public.

RFP Evaluation Form

RFP Evaluation Form

Note: To ensure a fair process, please take a moment to consider any possible conflicts of interest. If there is an issue that may prevent you from fairly and objectively evaluating these proposals, such as an apparent conflict of interest, please discuss with the Project Manager before participating in the evaluation process.

Follow the evaluation and scoring methodology in the form below. If you have any questions, please see the Project Manager.

Date: RFP Title: Database Project

Person Completing Form: Project Manager: Chris Krause & ORCAA DB Committee

Evaluation Criteria Bidder 1: Bidder 2:

Background & Qualifications – 25 points Score: Score:

• Bidder’s expertise and skills for project tasks (10 pts)

• Relevant project or work experience (10 pts)

• Qualifications of project personnel (5 pts)

Work Plan/Project Approach – 45 points Score: Score:

• Does the proposal meet the needs outlined within

Attachment A (30 pts)

• Timeline and approach of project tasks (10 pts)

• Organization and clarity of the proposal (5 pts)

Project Costs – 30 points Score: Score:

• Cost of project and specific tasks (25 pts)

• Hourly rates of personnel (5 pts)

Other, if applicable (Background & Qualifications, relevant pjct/wk exp)

Comment: Comment:

Sample(s) and/or descriptions of similar work/ campaigns that demonstrate bidder’s skill set for this project.

Total – 100 points Total: Total: