Q_A_Set_1_-_MODS_0078-02_RFP_10.25.2024.pdf

RFP 0078-02 - Q and A Set 1 Master Observation Database System (MODS)

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

General n/a Was it a requirement for Vendors to submit for the "pre-solicitation" and meet with the state in order to bid for this RFP?

It was not a requirement for Vendors to participate in the pre-solicitation process in order to submit a Proposal.

No

RFP, Part 1, Section 3.14 pg 35 Would you be able to clarify section 3.14? If the state would only accept proven technology products, does that mean that a custom built solution would not be accepted?

The state will accept a proposed custom-built solution, provided that the Bidder can validate they have completed projects of similar size, scope and complexity. No

MODS RFP, Section 14.3 Data Conversion and Migration

114 Can you provide more details on the volume and structure of the legacy data that will need to be migrated to the MODS system?

Please refer to the Data Migration <<Data Conversion Plan MODS V9.0>> document in the Bidder's Library.

No

MODS RFP, Section 1.4.1 Current Environment 16 What formats are currently used to store legacy data, and are there any specific challenges anticipated in converting these formats?

The current system’s data is stored in SQL Server and file-based spatial geodatabase(s).

No

MODS RFP, Section 20 Software Needs 151 Are there any specific software tools or platforms that need to be compatible with the MODS system for integration purposes?

MS- Azure Commercial Cloud, ESRI's ArcGIS Online and/or ArcGIS Enterprise and all that is listed in the RFP and ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK. Refer to requirements NF-M-A-001, F-M-GO-MGD-003 and F- M-DA-ROD-002 in EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS and SOW sections 22.

Compatibility and Interface and 23.3. Integration. See Addendum 1 for the update.

Yes

ATTACHMENT 12: TACPA PREFERENCE REQUEST

FORMS

219 The document is giving an error; could you please reshare the document?

The link within ATTACHMENT 12 TACPA PREFERENCE REQUEST FORMS is updated in Addendum 1.

Yes

Exhibit A Functional and Non-Functional Requirement

N/A Could you please elaborate on the functional requirement F-M-DA-

POC-003

A feature is needed for allowing CNDDB staff to query the audit log, which they can monitor and review actions taken within the system, ensuring transparency and accountability. No

Exhibit A Functional and Non-Functional Requirement

N/A Could you please elaborate on "Data submission tool" requirement as referred to in F-M-DA-ROD-009, F-M-DA-ROD-007

See requirements F-M-DA-ROD-001 and F-M-DA-ROD-012 in EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS, that refer to the submission tool. The requirements F-M-DA-ROD-007 and F-M-DA-ROD-009 refer to the ingestion of Survey123 data. No

Exhibit A Functional and Non-Functional Requirement

N/A Could you please elaborate on the requirement NF-M-AU-001 All details are in the State Administrative Manual (SAM) for the State Security Policies, http://sam.dgs.ca.gov/TOC/5300.aspx. No

Exhibit A Functional and Non-Functional Requirement

N/A Could you please elaborate on the requirement F-M-DE-CEO-012 Element Occurrences (EO) consist of both text that describes the occurrence and a spatial feature that represents the location of that occurrence geographically. The spatial feature is based on observations of the element at a location and element-specific rules that are applied to those observations to create source features. One or more source features are then used to create the spatial feature for the EO, depending upon how far apart the features are from each other. Please read all the EO requirements. Also refer to the 2.3_To-Be _Workflow_Narrative_and_Diagram_Final-v5.docx in the Bidder's Library.

No

Exhibit A Functional and Non-Functional Requirement

N/A Functional Requirements focuses heavily on System Integrations.

Could you please confirm all the systems MODS will need to be integrated with?

Refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 23.3 Integration in Addendum 1.

Yes

MODS RFP, Section 1.4.1 Current Environment 16 What is the existing Database developed by CDFW? Could you please confirm what technology stack the current environment is built in?

Microsoft SQL Server database and ESRI geodatabase, using custom .NET apps with ESRI ArcGIS Desktop. Please refer to the Bidder's Library for more information. No

MODS RFP, Section 1.4.1 Current Environment 16 What is the Legacy Data Size that needs to be migrated? Could you please provide details of the current database where the data is being maintained? Whats is the documents size? What are the documents formats?

Please refer to the Data Migration <<Data Conversion Plan MODS V9.0>> document in the Bidder's Library.

No

MODS RFP, Section 1.4.2 Proposed Environment 17 What is the preferred technology stack that the agency prefers for the application?

We do not have a technology stack preference except that it must be hosted on CDFW's Commercial Azure Cloud. No

MODS RFP, Section 1.4.2 Proposed Environment 17 Could you confirm agency is not looking for a COTS but a development of an application?

The CDFW will not consider a COTS solution.

No

MODS RFP, ATTACHMENT 1: APPENDIX A -

STATEMENT OF WORK, Section 10.1 Contractor Key Staff Quals and Skills

87 Could the agency confirm that the 5 staffs mentioned in the requirements are only the key staff. Additional resources can be added to the project; however, only the key resources resumes needs to be proposed?

CDFW understands that there would be a need for additional resources, but the five (5) staff required for this project are the key staff who will steer the project and, hence, only Key Staff resumes are required.

No

MODS RFP, ATTACHMENT 1: APPENDIX A -

STATEMENT OF WORK Section 11.3. Adding Additional Contractor Staff

Could the agency kindly provide clarity regarding the statement:

Additional Contractor staff may also be necessary, at no additional cost to the State for adherence to the implementation schedule and SLAs.

Since this will be a deliverable-based contract, it means the contractor may have to use additional resources to complete the project. There will be no payment for additional staff that the contractor may choose to add.

No

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

MODS RFP ATTACHMENT 1: APPENDIX A -

STATEMENT OF WORK 14.7 Deliverable Group

135 Can CDFW provide more details on the expected scope of training, including the number of users to be trained, their roles, and any preferences for training delivery methods ( in-person, virtual, self-paced)?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, sections 2.1 Solution Sizing Parameters and

14.7 Deliverables Group #7: Training in Addendum 1 for the update.

Yes

MODS RFO, Section 1.4.1 Current Environment 16 What are the most significant pain points or challenges that users face with the current system?

Please read the RFP Part 1, section 1 Introduction (and subsections) and ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 1 Background and Purpose for the pain points and challenges. No

Exhibit A Functional and Non-Functional Requirement

N/A Regarding requirement NF-M-S-032, which mentions single sign-on support, can CDFW specify which identity providers or authentication systems are currently in use or preferred?

Currently CDFW have for internal Users Microsoft Entra ID (Azure Active Directory [Azure AD]), but we are in the process of identifying and implementing new Identity Access Management (IAM) that will cater to external users as well.

No

MODS RFP ATTACHMENT 1: APPENDIX A -

STATEMENT OF WORK Section 14.6.9 Pilot Testing

134 For the pilot testing phase, can CDFW provide more details on the expected duration, the number and types of users involved, and the specific criteria for determining the success of the pilot?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, sections 14.6.9 Pilot Testing and 14.8.2 Analyze and Implement Pilot Testing Results.

No

MODS RFP Part 1, Section 7.3.6 Demonstrations Is this referring to a demonstration of our ability to accomplish the desired requirements in Attachment 17? Or is the agency expecting a true working subset of the system for said requirements?

It is a demonstration of the Bidder's ability to accomplish the desired requirements in ATTACHMENT 17 DEMONSTRATION REQUIREMENTS. However, if the Bidder chooses to have a working subset of the system available, the Bidder is free to include it in their demonstration. No

MODS RFP General Question (No Specific Section)

N/A Does the agency have a budget for this requirement? If so, could you kindly share the estimated Budget?

The anticipated budget is $3.5 million.

No

MODS RFP, Attachment 2: Intent to Bid 202 We have the DGS eVAQ certification for California; would the agency accept the DGS eVAQ?

A DGS eVAQ will NOT be accepted. Per the RFP, Part 1, section 3.4 Electronic Vendor Application of Qualifications (EVAQ), Bidders are required to have an approved CDT OSTP eVAQ application on file prior to the SECTION 2.3. KEY ACTION DATES for the Last day to submit the Final Proposal and last day to be deemed eVAQ approved.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO

DS)

N/A In REQUEST FOR INFORMATION RFI_23_CNDDBMasterObservationDatabase_001 Q&A response, the anticipated budget was documented at “$2,000,000.00 - $3,500,000.00 including data migration “

Please confirm the budget anticipated budget for this project?

The anticipated budget is $3.5 million.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,1.4.2 Proposed Environment

17 Could you provide further clarification on the types, sizes, and formats of bulk data uploads the system is expected to support?

Additionally, what specific performance benchmarks are required for real-time data validation during these upload processes?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Parameters.

Currently, we take in CSV and Excel files only. The system must also take in point, line and polygon data - see requirement F-M-DA-ROD-012 in EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS. For performance, there should be a max number of records (e.g. 500 records) to help ensure that real-time validation does not take more than 30 seconds during uploads. See Addendum 1 ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Parameters for the update.

Yes

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,14. Project (Contractor) Tasks and Deliverable Requirements

104-106 What criteria will be used to define success for each phase of data migration, particularly during the 'Discovery Activities' phase? Could you also specify any key performance indicators or milestones that will be measured to ensure objectives are met?

Please refer to section 14.3.1 Data Conversion and Migration Plan in ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK; Additional details are in Data Conversion Plan MODS V9.0 in the Bidder's Library.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,14. Project (Contractor) Tasks and Deliverable Requirements

117-121 Regarding infrastructure setup, are there any specific network configurations, or disaster recovery measures the vendor should account for? Will the system need to comply with any existing disaster recovery plans?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.4 Deliverable Group #4:

Infrastructure Setup. We do not have any disaster recover measures. The contractor is responsible for collabarating with CDFW Operations Team to create the disaster recovery plans. No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,23. System Implementation and Integration

156-160 How should MODS integrate with external systems like NatureServe, Biotics, and Survey123? Are there predefined APIs or third-party tools to be used?

See ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.2.7 Integration Management Design that addresses integration where Survey123, Biotics and Natureserve are mentioned specifically. For Survey123 we expect there to be an ArcGIS RestAPI. Natureserve/Biotics currently does not have APIs or third-party tools that we can integrate with. MODS needs to be able to ingest a standard output from these systems, but not neccesarily through an API.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,2.

Functional (M)

N/A For the functional requirements related to audit logs, are there defined retention policies or timeframes? Additionally, should the logs integrate with existing system-wide logging mechanisms, or will this functionality be developed within the new solution?

We would like to retain the audit log. CDFW will define the different retention policy during the discovery phase.

This functionality will be developed within the new MODS solution.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,4. Non- Functional (M)

N/A Are there specific Service Level Agreements (SLAs) or performance thresholds that must be adhered to for non-functional requirements related to job scheduling and notification automation?

We do not have specific SLAs but our expectation for Non-functional requirements (NFRs) is to ensure that job scheduling and notification automation systems operate effectively and efficiently.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,18. Security and Data Protection

149 Are there any specific data protection standards such as CCPA, HIPAA, or FedRAMP that the MODS system must comply with?

The system does not have HIPAA, however the new MODS System should comply with FedRamp Moderate.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,24. System Testing and Acceptance Procedures

162 Could you clarify the acceptance criteria for functional and non-functional testing, particularly for system load, stress testing, and data migration validation? What performance benchmarks will be used to define success?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.6 Deliverable Group #6: Testing for Functional and non-functional testing. Please refer to the Data Conversion Plan MODS V9.0 document in the Bidder's Library for data migration validation. No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,Training and Knowledge Transfer

168-169 What type of training materials and methods are anticipated for end users and administrators (e.g., Train the Trainer, end-to-end training)?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.7 Deliverable Group #7: Training for details.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,Training and Knowledge Transfer

168-169 What level of ongoing support is expected post-launch? Is the vendor expected to provide 24/7 support or will it be limited to business hours? Can you clarify any SLAs for incident resolution and system availability?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, sections 27. Maintenance and Operations (M&O) and 28. Support and Service (M&O) for the details of M&O support and services.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,2.

Functional (M)

N/A Are there any specific metrics or benchmarks you expect during performance testing, particularly for large-scale data processing or bulk data uploads?

More details should be discussed during the discovery phase post contract award.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,4. Non- Functional (M)

N/A Regarding job scheduling and automation, what are there any specific expectations for notifications, such as the type of events that should trigger alerts? Should this functionality be integrated with external notification systems?

More details should be discussed during the discovery phase post contract award.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,5. Non- Functional (DS)

N/A Are there any specific non-functional configurability requirements that we should prioritize to ensure user adoption and flexibility?

All Non-functional Mandatory requirements should be prioritized.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,Data Migration

16 What types of unstructured data currently exists in the system (e.g., PDFs, documents)? Will the new system be expected to extract data from these documents, or will it simply store the files for reference?

Unstructured data in current system include PDFs, Word docs, Excel files, etc. CNDDB does not expect to extract data from unstructred data as part of the data migration. However, the new system must be able to store these files types. No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,1.4.1 Current Environment

16-17 Can you provide detailed information regarding the structure (tables, files), volume, and current storage location of the data to be migrated?

Please refer to the Data Migration document <<Data Conversion Plan MODS V9.0>> in the Bidder's Library.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf, 14. Project (Contractor) Tasks and Deliverable Requirements

106-107 Should the keyword and text search functionality be able to search within documents (e.g., PDFs), or is it limited to metadata and structured data fields?

Keyword and text search functionality will be limited to metadata and structured data fields.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf, Training and Knowledge Transfer

168-169 What is the preferred method for training (e.g., Train the Trainer, vendor-led end-to-end training)? Should the training materials cater to both technical and non-technical audiences?

The preferred method of training is Vendor (Instructor)-led end-to-end training, both technical and non-technical training. Yes, the training materials must cater to both technical and non-technical audiences.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,2.

Functional (M)

N/A Is there an existing electronic signature solution in place that the bidder should integrate with, or is the bidder expected to propose one as part of the solution?

CDFW does not have an electronic signature requirement. This question is not related to the project.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,4. Non- Functional (M)

N/A Can you clarify the Service Level Agreement (SLA) requirements, particularly around real-time data refresh for reporting purposes?

What are the performance expectations for real-time dashboard updates?

More details should be discussed during the discovery phase post contract award.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf ,Security and Data Protection

149 Does the system need to adhere to specific privacy standards such as HIPAA, or are there other data privacy standards that the system should comply with?

The system does not have HIPAA, however the new MODS System should comply with FedRamp.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,Data Management

N/A What foundational work has already been done for data cleansing activities?

Please refer to the Data Conversion Plan MODS Ver. 9.0 at the Bidder's Library.

No

4_Exhibit_A_Functional-Non- Functional_Requirements_09.23.24.xlsx ,Geospatial Capabilities

N/A Can you elaborate on how the system should geospatially track and organize correspondence, such as mailings and email communications, in relation to spatial data?

CDFW wants to make sure MODS has capability to document communications related to an observation or element occurrence. This fuctionality is covered in requirements - tying non-data sources, or adding notes.

CDFW does not expect the system to track this spatially. No

N/A Can offshore resources be utilized for development and support tasks, provided that they do not have access to the project environments or data?

Contractor resources allocated to this project and data must reside within the continental United States.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf , Cloud Environment

84 Can you provide a breakdown of the different types of users (e.g., administrators, data entry, external partners) who will be interacting with the system? How many users are expected at launch, and how might this change over time?

Please refer to table 20-1 Software Needs Permissions and Access in ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 20.1 Sofware Needs. See Addendum 1 for the update.

Yes

N/A What is the expected timeline for full deployment, including any phased rollouts? Are there critical deadlines we should be aware of?

Refer to Project Management Plan Table 18.4.1-1 High-Level Project Schedule in the Bidder's Library and ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 23.2. Schedule No

N/A Can you clarify how the transition from legacy systems to the new

MODS system will be managed?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.8 Deliverable Group #8:

Deployment. No

N/A Is there a requirement for real-time data ingestion and processing in the system? If so, could you clarify which specific data sources or processes require real-time updates and the expected latency.

CNDDB does not expect there to be any automated real-time ingestion of data from other systems. There are requirements for real-time data ingestion in the online field survey form and bulk upload tool as a user enters the data. For pulling in data from external sources (e.g. Survery123) these could be automated batch processes. Real-time processing is dependent on the solution being proposed.

No

1_RFP_0078-

02_Master_Observation_Database_System_(MO DS).pdf , Cloud Environment

84 Can you confirm if there are specific role-based access control (RBAC) policies or custom roles required beyond standard Azure Active Directory integration?

Azure Active Directory will be used for single sign-on for CDFW staff. Custom RBAC roles will be implemented for both CNDDB and other CDFW staff, tailored to their specific user roles. The management of RBAC can be handled through the application. Refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 20.1 Permissions and Access.

No

Exhibit A -Functional and Non-Functional Requirements- NF-M-S-029

Would be good to know what that security infrastructure is and what tools are in the toolset?

More details shall be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements

F-M-DA-POC-006

Can you confirm the authentication system available via Biotics? The question is not aligned with the requirements. Users of Biotics (CNDDB staff) log in to the system to use it. The state's assumption is that this question is referring to authentication for MODS, then it would be AD or AzureAD.

Also, refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 14.2.7 Integration Management Design.

No

Exhibit A -Functional and Non-Functional Requirements

F-M-DA-ROD-016, F-M-DA-ROD-018

Please clarify what the report will contain including if there is a map or other visuals expected.

ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Paramenters has details of the reports and dashboards. Details of the report will be discussed during the discovery phase post contract award. Yes

Exhibit A -Functional and Non-Functional Requirements, F-M-DA-VD-010

Will the State provide range maps and modles and in what format? Range maps and modles will be provided by CDFW in either Esri spatial file formats or a service (e.g. ArcGIS Enterprise, ArcGIS Online). No

Exhibit A -Functional and Non-Functional Requirements, NF-M-C-015

Can the State confirm expectations around the management, tracking and auditing of user interface modifications?

More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-C-034

Can the State clarify the workflow and expected outcome of reruning business rules from a point in the past?

More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-D-006

Can the State clarify document management functionality requirements?

More details will be discussed during the discovery phase post contract award.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

Exhibit A -Functional and Non-Functional Requirements NF-M-DA-009

Can the State clarify which usage scenario this requirement would apply?

This requirement applies to all scenarios wherever the specific datatype will be applicable.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-GA-046

Can details be provided for CDFW paramaters for performance and load testing?

More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-GA-054

Can a copy of the CDFW web template be provided? See link: https://nrm.dfg.ca.gov/Documents/ContextDocs.aspx?cat=Forms No

Exhibit A -Functional and Non-Functional Requirements NF-M-GA-057

Can you clarify this requirement? For example, in a web application, you might have a sidebar or a top navigation bar that is always visible and clickable. This lets users switch between sections, like from viewing data to editing user profiles, without losing their place or being forced to deal with pop-up dialogs.

Exhibit A -Functional and Non-Functional Requirements NF-M-G-001

If geocoding is expected does the State have a geocoding service and associated data to support this fucntionality?

Yes, we have Esri ArcGIS Geocoding services.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-IN-005

Can the State explain what is expected for each protocol listed. Refer to NF-M-G-001 in EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS. See the latest version of EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS (Addendum 1).

SFTP (SSH File Transfer Protocol) Expectations: Ensure strong authentication methods, like public key authentication;

Implement logging and monitoring for all - transfers; Regularly update and patch the SFTP server to maintain security.

Web Service Expectations: Use HTTPS for secure communication; Implement proper API authentication and authorization;

Ensure data validation and sanitation to prevent security vulnerabilities.

Batch Processing Expectations: Design batch jobs to be idempotent (they can be run multiple times without adverse effects); Ensure thorough error handling and logging; Optimize processing for performance and efficiency.

HTTPS (Hypertext Transfer Protocol Secure) Expectations: Use strong encryption protocols and cipher suites; Ensure the SSL/TLS certificates are from a trusted Certificate Authority (CA) and are regularly renewed; Implement HTTPS-only policies to prevent unencrypted data transmission.

FTPS (File Transfer Protocol Secure) Expectations: Use explicit FTPS for better control over which parts of the communication are encrypted; Ensure strict access controls and logging; Regularly update and patch the FTPS server.

SFTP (SSH File Transfer Protocol) Expectations: Ensure strong authentication methods, like public key authentication;

Implement logging and monitoring for all file transfers; Regularly update and patch the SFTP server to maintain security.

SSL stands for Secure Sockets Layer - A standard technology that encrypts data sent between a browser and a website or two servers.

Expectations: SSL is used to secure internet connections and prevent hackers from stealing or viewing information being transferred.

Yes

Exhibit A -Functional and Non-Functional Requirements NF-M-IN-006

Can you clarify this requirement? The system will have a feature enabling users to set how often data is exchanged and to schedule these exchanges for various interfaces. For example, users might be able to specify that data is exchanged every hour, daily at midnight, or weekly on Sundays. It gives flexibility in managing the timing and frequency of data transfers to suit different needs and workflows.

No

Exhibit A -Functional and Non-Functional RequirementsNF-M-S-010

What are the requirements around security system notifications? More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-S-029

Can the state provide details on the CDFW security infastructure and toolset?

More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements NF-M-S-030, NF-M-S-039

Does CDFW have an authentification system to be utalized in this system?

More details will be discussed during the discovery phase post contract award.

No

Exhibit A -Functional and Non-Functional Requirements F-M-DE-RE-003 -F-M-DE-RE-006

Is there a sample of an element occurrence report? Please refer to Occurrence_Report.pdf in the Bidder's Library.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

Exhibit A -Functional and Non-Functional Requirements NF-M-GA-071 - NF-M-GA-073

Specific document text:

“The system shall support English language for all system content and correspondence.”

“The system shall support Spanish language for all system content and correspondence.”

“The system shall be extensible for future support through the duration of Maintenance and Operations of other languages when required by the Dymally-Alatorre Bilingual Services Act.”

What languages does CDFW anticipate being needed in the system?

a. Upon deployment

b. In the next 5 years

Will the State of California provide the translations, or is the vendor expected to provide translation services within the MODS system?

The question is asked because some languages will require a different User Interface. What will the anticipated acceptance criteria be for languages other than English?

The Act mandates that state agencies provide information and services in the languages spoken by the communities they serve. This ensures that non-English-speaking individuals have equal access to public services, promoting inclusivity and effective communication.

No

Exhibit A -Functional and Non-Functional Requirements NF-D-DM-001

Does document management exist and if so how is it structured? No, we currently do not have a Document Management System No

ATTACHMENT 1: APPENDIX A - STATEMENT OF

WORK

Section 31.5 Assessment Amounts Table 31-1: Assessment Definitions, Row 3 pg 183 Specific text: “Period of Correction”

Would the state please clarify how the period of correction is determined if a vendor’s deliverable is not accepted? Is this a set amount of time, or does the State project manager determine that at the time of deliverable failure?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 12. Escalation Process and section 15.

Deliverable Acceptance/Rejection Process for the processes on "period of correction".

No

Exhibit A -Functional and Non-Functional Requirements Requirement NF-M-GA-041

Specific text: "The system shall generate a unique identifier for all users."

What is the expected growth in system users by user type over the next three years?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Parameters and section 20.1 Permissions and Access. See addendum 1 for the update.

Yes

Exhibit A -Functional and Non-Functional Requirements Requirement F-M-DA-MO-002

Specific text: "The system shall provide an audit logging feature to capture changes to observation and source records including the date of each change and the user responsible for the modification."

How much observation data is collected yearly and how many EOs occur specifically?

What is the expected amount of observation data after the new MODS system is in place?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1. Solution Sizing Parameters. We currently have a little over 100,000 EOs, and we currently collect 5,000+ observations per year. See Addendum 1 for the update.

Yes

RFP 0078-01 Master Observation Database System (MODS) Part 2, Section 1 Background and Purpose

77 Specific text: "Data submitted to CNDDB on special-status plant and animal species are accepted in various formats. The submission method depends on the amount of data collected, the means and format in which the data was collected, and the type of project being carried out."

What are the decision criteria for determining what data will be accepted and the method it can be submitted?

Also, what formats has the State accepted in the past?

See Data Submission Template in the Bidder's Library. CDFW prefers data to be submitted via either our online field survey form app or our bulk upload tool. We could also accept data that was submitted to us outside of these tools, but this would not not be preferred. We do not have a decision criteria for when we accept data outside of these tools, but would not turn away any data. The decision criteria discussions will occur during the discovery phase post contract award.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

General If additional commerically sold software is required, can the State accept that software vendor's terms and conditions?"

The Bidder must accept the State's Terms and Conditions stated in the RFP as part of their Final Proposal.

No

General Will the state accept reasonable exceptions and comments to the

RFP and Contractual terms and conditions in our proposal?' Bidders must not include conditional statements, assumptions, or exception language with the Proposals.

No

Exhibit A -Functional and Non-Functional Requirements F-D-DA-VD-002

Please define anomalous data ? Anomalous data is data that deviates from the normal pattern of a dataset, and can include unexpected data points, events, or observations. Anomalies can be caused by a variety of factors, including: human error, faulty sensors, instrument malfunction, and fraudulent activity.

No

Exhibit A -Functional and Non-Functional Requirements NF-D-DA-001

Do the third party tools exist and what are they? Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 23.3 Integration.

No

ATTACHMENT 1: APPENDIX A - STATEMENT OF

WORK

78 Will the online field survey form for other mobile interfaces require offline functionality?

Yes, we require offline capability. Refer to Addendum 1, ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 20.5. Online Field Survey Capability for the update. Yes

RFP, Part 1, Section 3.15 39 Can proposers gain small business, TACPA, or DVBE incentive points through subcontracting

Bidders may receive the Small Business Preference and DVBE Incentive using a subcontractor, while also complying with associated requirements as stated in the RFP.

Bidders submitting a Proposal to receive the TACPA preference must meet requirements provided in the RFP Addendum 1, ATTACHMENT 12: TACPA PREFERENCE REQUEST FORMS.

No

General Given that functional requirements mention Standard, Integrated, or Third-Party Customizable solutions, it appears the department is seeking a COTS solution. Considering many COTS solutions are offered on subscription basis and as SaaS/PaaS, could you clarify departments expectations here?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2. Description of Proposed New System or Service.

No

78 The RFP specifies that the solution should be hosted on the Commercial Azure Cloud and mentions the use of a low-code, no-code platform. Could you please clarify if platforms like Microsoft Power Platform, which are typically offered on a subscription basis, are permissible under the project’s guidelines?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2. Description of Proposed New System or Service. CDFW has decided not to pursue subscription based model.

No

86 General How many subscribers currently access the data? Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, 20.1 Permissions and Access. No

General What is the monthly volume of public downloads of the data? We do not track volume of public data. Subscribers can download data packages, and at most there are a few hundred people downloading it monthly. External users (i.e. subscribers) may “download” data from RareFind or BIOS, but we do not have any measure of that, and those apps are out of scope for MODS.

Ultimately, the only way external users touch MODS is via the data input tools.

No

General Considering the significant backlog of unprocessed records, has the state undertaken any Business Process Reengineering (BPR) activities to streamline and automate the existing processes in the new system?

Not formally, but the automation of source feature and EO generation in MODS is meant to address the backlog and streamline the process.

No

General Confirm if observers require read-only access or if they should also be able to make modifications.

Data submitters (who might not be actual observers) would be able to make modifications - see EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS, requirements F-M-DA-ROD-006, F-M-DA-ROD-012,and F-D- DA-ROD-002 (in Addendum 1).

No

General What are the desired data submission methods in the new system? Preferably, data would be submitted via either our online field survey form app or our bulk upload tool app.

No

General Could you please clarify the depth of tracking required (e.g., should all changes be reversible?

Could you please confirm the criteria for triaging and whether there are any automated processes that should prioritize or reroute tasks?

Will be discussed during discovery phase post contract award.

No

General Please confirm and provide details, if there are specific taxonomic databases or standards that the system needs to align with

The CNDDB uses NatureServe’s Biotics application to manage elements (plants and animals). Biotics is a data management platform that provides the framework for managing taxonomic and biological data on elements of biodiversity. See requirement F-M-EM-MER-003 in the latest version of EXHIBIT A FUNCTIONAL AND NON- FUNCTIONAL REQUIREMENTS (in Addendum 1).

No

General What are the specific audit details required for each change logged

(e.g., depth of data recorded, retention policies)?

Will be discussed during discovery phase.

Q# RFP Document/ Section/ Requirement # Page # Vendor Question State Response Change made in

RFP?

General Can you provide specific examples or scenarios where compliance with web content accessibility guidelines has been challenging in the past, to better tailor the new system to meet these standards?

Will be discussed during discovery phase.

No

General How frequently do you need to modify or add data fields, and what has been the impact of these changes on your workflow?

Will be discussed during discovery phase.

No

General Could you provide examples of configurations or customizations that are performed regularly?

Will be discussed during discovery phase.

No

General What are the common data validation errors encountered, and what specific improvements in error messaging would enhance user experience and data handling accuracy?

Will be discussed during discovery phase.

No

General Can you provide examples of complex business rule sequences currently in use that would benefit from visualization and simulation tools?

Will be discussed during discovery phase.

No

General How do you currently conduct impact analyses for changes in business rules?

Will be discussed during discovery phase.

No

General Can CDFW provide a list of vendors who responded to the previous

RFI?

PegaSystems

No

General Can you provide more information about the volume and structure of the legacy data that needs to be migrated? Would the department accept open-source data migration tools and data integrations tools?

Please refer to Data Conversion Plan MODS V.9 in the Bidder's Library.

No

General Can you share projections on future data growth? How do you expect the system to scale over the next 5-10 years in terms of data volume and number of users?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Parameters. See Addendum 1 for the update. Yes

General What is the expected number of concurrent users (internal staff and external data contributors)? Are there any specific peak times when usage spikes (e.g., during a specific survey period)?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 2.1 Solution Sizing Parameters.

No

General What are the specific requirements for mobile or tablet access to the

MODS system? Should the user interface be optimized for mobile use in field data collection scenarios?

Specific requirements and interface optimizations will be discussed in the Discovery Phase. Refer to Addendum 1 EXHIBIT A FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS requirement NF-M-GA-006. No

General Will the system need customizable dashboards or reports for different user roles? What kind of data visualizations or key metrics are most important for end users?

Yes, however details will be discussed during discovery phase.

No

General What systems are in scope for integration? Can you please provide more details in this?

Please refer to ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK, section 23.3 Integration The MODS solution shall be integrated with the following:

CDFW Azure Active Directory ArcGIS (for Survey 123 and Maps SDK for JavaScript for mapping components) Survey 123 Form application

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