Request_For_Information_No._25-280-001_CalWRAPP.pdf

REQUEST FOR INFORMATION (RFI)

Event Name: California Wetland and Riparian Area Protection Portal (CalWRAPP) Event ID Number: 25-280-001 Project Number: 3940-110 Release Date: November 3, 2025

Responses Requested no later than: December 3, 2025, by 12:00 PM PST Issued by: State Water Resources Control Board

RFI No. 25-280-001 1 California Wetland and Riparian Area Protection Portal (CalWRAPP)

Table Of Contents Section 1 Response Preparation

1.1 Introduction

1.2 Purpose

1.3 RFI Disclaimer

1.4 Contact Information

1.5 Key Action Dates

1.6 Submission of Questions

1.7 Deadline for Questions

1.8 Cancellation of RFI or Postponement of RFI Closing

1.9 Response Instructions

1.10 Participation

1.11 Limited Use of Responses

1.12 Demonstrations

Section 2 Scope of Request for Information

2.1 Background

2.2 Statement of Need

2.3 Future State System Requirements

2.4 Functional Requirements

2.5. Non-functional Requirements (NFRs)

RFI No. 25-280-001 2

Request for Information (RFI) No. 25-280-001

1 RESPONSE PREPARATION

1.1 Introduction

This Request for Information (RFI) is being released by the California State Water Resources Control Board (State Water Board), Division of Water Quality (DWQ) to survey suppliers/vendors (Respondents) regarding the current marketplace conditions to understand what products and/or services may be available and to estimate the funding that may be required for future procurement(s). The intent of this RFI is to aid the State Water Board to determine what is currently available in the marketplace based on the project objectives, business requirements, functional, and non-functional requirements as detailed within this RFI document.

1.2 Purpose

A. The purpose of this RFI is to solicit information regarding the availability of

Commercial off-the-Shelf (COTS) or Software as a Service (SaaS) system(s) capable of providing an application to support customer relationship management, workflow management, data and document management, geospatial data collection and integration, water permit records management, and data analytics.

1.3 RFI Disclaimer

A. This RFI is issued for informational and planning purposes only and does not constitute a solicitation. A response to this RFI is not an offer and cannot be accepted by the State Water Board to form a binding contract.

B. Respondents are solely responsible for all expenses associated with responding to this RFI. The State Water Board is not liable for any costs incurred by Respondent in the preparation and evaluation of responses submitted.

C. If applicable, samples of items required must be submitted to the location and by the date and time specified as identified in Section 1.5 Key Action Dates.

Unless otherwise specified, samples shall be submitted at no expense to the State Water Board.

D. Participants are advised that the responses to this RFI are the property of the State and may be subject to disclosure under the California Public Records Act (Government Code Section 6250 et seq.).

E. Do not include any proprietary information in response to this RFI.

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F. Responding to this RFI creates no obligation on the part of any Respondent to the State Water Board. Conversely, issuing this RFI and considering the responses creates no obligation on the part of the State Water Board to any Respondent.

G. The State Water Board asks willing Respondents to share non-binding budgetary pricing information for each referenced system and/or service where requested. Pricing information is only for planning and market research purposes. Any pricing provided in response to this RFI will not be considered a proposal/bid on the part of the Respondent.

1.4 Contact Information

A. Respondents must submit their response via email to the State Water Board contact listed below:

Contact: Ana Conrad, Contract Analyst Agency: State Water Resources Control Board, Contracts Section Email: DAS-Contracts@waterboards.ca.gov

B. Respondents are directed to submit questions or clarification inquiries in writing in accordance with the instructions detailed in RFI Section 1.6, Submission of Questions. No other representative of the State Water Board is authorized to communicate with respondents with respect to this RFI.

1.5 Key Action Dates

Listed below are the RFI Key Action Dates and times (all times are Pacific Standard Time) by which events should occur or be completed.

1.6 Submission of Questions

The following should be included in the email inquiry:

Event Description Date / Time Release of RFI: November 3, 2025 Due Date to submit questions: November 14, 2025, by 12:00 PM (Noon) PST The State Water Board will respond to questions via a Q&A posted to CSCR website by:

November 21, 2025

Due Date to Submit RFI Response: December 5, 2025, by 12:00 PM (Noon) PST

Product Demonstrations: December 16-18, 2025 Estimated Completion Date of RFI: December 19, 2025 mailto:DAS-Contracts@waterboards.ca.gov https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

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• On the subject line of the email, include RFI No. 25-280-001 (CalWRAPP Project).

• Respondent’s company name, contact person, telephone number, and email address

• A description of the subject or issue in question, or discrepancy found in the RFI

• RFI section, page number, and/or other information useful in identifying the specific problem or issue in question

• The respondent’s question(s)

1.7 Deadline for Questions

A. All questions and any clarifications must be requested in writing and directed to the identified contact in this RFI no later than deadline indicated within the Key Action Dates table in Section 1.5. Questions about this RFI may be submitted on or before the deadline via email to:

DAS-Contracts@waterboards.ca.gov

B. The State Water Board will respond to questions via a Question-and-Answer (Q&A) document which will be published and made available for viewing in the California State Contracts Register (CSCR) Portal on the date indicated within the Key Action Dates table in Section 1.5. Respondents shall direct to the CSCR at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx and enter “25-280-001” in the search box titled “Event ID” to view the posted Q&A document.

1.8 Cancellation of RFI or Postponement of RFI Closing

The State Water Board reserves the right to cancel this RFI at any time. The State Water Board may change the date and time for submitting responses prior to the date and time established for submittal.

1.9 Response Instructions

A. Responses shall address the questions pertaining to the Statement of Need, information requests, and problem statement(s) as described throughout the RFI and in the order presented identifying RFI questions and sections by number (if applicable). Responses need to be specific, detailed, and straight forward using clear, concise, easily understood language and speak to the Respondent’s approach, commitment, and ability to deliver system(s) and perform the services described in the RFI.

B. Respondents answering the RFI questions shall examine the entire RFI document including the instructions, background information, specifications, applicable standards, and regulations. Responses should be as concise as possible and focus on similar experience your company has previously https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

RFI No. 25-280-001 5 provided. Respondents may include active, informative, and up-to-date web links in their RFI response, but web content should not substitute full and complete responses to the questionnaire.

C. Responses to this RFI are due by the date and time stated in Section 1.5, Key Action Dates. Responses should be submitted via e-mail to the State’s contact identified in Section 1.4, Contact Information, and should include the following information in the email subject line: RFI No. 25-280-001 (CalWRAPP).

D. A complete RFI response shall consist of one (1) electronic copy of the “RFI Response Worksheet” (Microsoft Excel format). This worksheet contains the following elements requiring review and responses:

i. Tab 1: RFI Response Completion Instructions

ii. Tab 2: Service and Management Questions

iii. Tab 3: Functional Requirements

iv. Tab 4: Non-Functional Mandatory

v. Tab 5: ROM Cost Estimate

E. The State Water Board may contact respondents to clarify RFI responses, as needed.

1.10 Participation

A. To the extent it is applicable, this RFI is open to any vendor who believes their responses would add to the State Water Board’s understanding of the proposed system and how it fits the needs of this RFI.

B. The State Water Board is interested in learning the reason(s) a vendor chooses not to respond to this RFI. If applicable, please submit an email to:

DAS-Contracts@waterboards.ca.gov by the Response due date and include in the subject line of the email: Declining to Respond to RFI No. 25-280-001 CalWRAPP Project in addition to the following in the email body:

i. RESPONDENT’s NAME has declined to respond RFI No. 25-280-001 CalWRAPP Project for the following reason(s):

a. Reason A

b. Reason B, etc.

ii. Name of person sending declination:

a. Title:

b. Legal Business Name:

c. Address:

d. Phone:

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1.11 Limited Use of Responses

A. Responses to this RFI will not be used in the evaluation of future bids or proposals. This RFI will not be used to pre-qualify a Respondent’s system for a future procurement, disqualify any company from responding to a future procurement, and selection for a demonstration has no bearing on or connection to any future procurement.

B. Responses are strictly voluntary and failure to provide a response will not affect a company’s standing with the State Water Board or its ability to bid or propose on future procurements. By submitting a response to this RFI a Respondent is implicitly agreeing with these conditions.

1.12 Demonstrations

A. At the discretion of the State Water Board, the top three scoring Respondents to this RFI will be asked to conduct software demonstrations of their proposed system. Demonstrations will be scheduled according to the timeline in Section 1.5, Key Action Dates, and meeting invitations, demonstration scenarios and/or questions are included as a reference attachment. Refer to the Microsoft Excel Worksheet titled “Product Demonstrations Scripts”.

B. Any demonstrations and/or interviews conducted as part of this process are undertaken by a Respondent solely to assist the State Water Board in gaining a better understanding of the product. Selection of a specific Respondent for inclusion in a demonstration and interview does not guarantee or imply that it or its product will be specified in a future solicitation. Any limitations or conditions related to performing demonstrations should be noted in the response.

2 SCOPE OF REQUEST FOR INFORMATION

2.1 Background

A. State Water Resources Control Board

The State Water Board and the nine (9) Regional Water Quality Control Boards (Regional Boards) protect water quality and allocate surface water rights. The mission of the State Water Board is to preserve, enhance, and restore the quality of California’s water resources and drinking water for the protection of the environment, public health, and all beneficial uses, and to ensure proper water resource allocation and efficient use, for the benefit of present and future generations.

B. California Wetland and Riparian Area Protection Portal (CalWRAPP) Project The CalWRAPP system will be used by the State Water Board and nine

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Regional Boards (collectively the Water Boards) to implement the Dredge or Fill Program (Program). The overview below provides a summary of the project and required business needs. The proposed system, CalWRAPP, will be an enterprise-level data system, developed to address current and future information needs. It will include an overarching architecture to connect and replace existing foundational data systems as well as integrate new data systems from the disparate spreadsheets and databases currently used into a single, cohesive system to streamline information access for internal staff and external stakeholders. The system will also include functionality for data and document submission, and provide support for compliance evaluations.

C. Project Background The Water Boards have authority to regulate waters of the state under the Porter-Cologne Water Quality Control Act (Porter-Cologne), and delegated authority to implement the Federal Clean Water Act (CWA). The Water Boards implement the Program by issuing permits for discharges of dredged or fill material that may affect water quality under section 401 of the CWA for federal waters (water quality certifications), and under Porter-Cologne for non-federal waters (waste discharge requirements). Additionally, the Water Boards implement the state Wetland Definition and Procedures for Discharges of Dredged or Fill Material to Waters of the State (Procedures) as a key tool for advancing California’s no net loss policy for wetlands. The Procedures require that regulation of dredge or fill activities be consistent with the state’s No Net Loss Policy (Water Board Executive Order W-59-93), positioning the Water Boards’ Dredge or Fill Program as essential to protecting the state’s wetlands, streams, riparian zones, and headwater areas. The Water Boards have historically maintained several disparate tools and databases to carry out these regulatory responsibilities while processing applications for dredge or fill permits and monitoring for compliance.

However, these tools are inadequate to streamline data intake, manage workflows, and ensure transparency of information. A new data management solution is needed to ensure ongoing, up-to-date compliance evaluations of the large number of dredge or fill projects in California (approximately one thousand three hundred permits per year).

2.2 Statement of Need

A. Problem Statement

The lack of an efficient, centralized data management solution for Water Boards staff to manage, track, and implement dredge or fill permits has led to Program inefficiencies such as delayed permitting decisions, lost fee revenue, inability to track regulatory timelines, too much time spent on data entry, inconsistent communication with applicants, inefficient program tracking, and https://www.waterboards.ca.gov/water_issues/programs/cwa401/docs/wrapp2008/executive_order_w59_93.pdf

RFI No. 25-280-001 8 inconsistent application submittal processes. Additionally, recent regulatory changes to federal jurisdiction and processes have resulted in tighter timelines and an increased number of state-only permits, further straining Water Boards resources and exacerbating the Program’s issues with administering and implementing permits. A secure system is needed to intake applications and supplemental documentation including geospatial data, publish application or draft permit information for public comment, issue or deny permits within regulatory timeframes, compile data from on-site inspection and post-construction requirements, determine post-permit compliance, support staff and management through compliance evaluations, generate documents, serve as a record repository, facilitate data-driven decision making, and provide automated data and program performance publication.

B. Current State The Water Boards currently maintain several disparate tools and databases to help facilitate regulatory oversight of the Dredge or Fill Program. However, these tools are inadequate to ensure ongoing, up-to-date compliance evaluations of all discharges of dredged or fill material that may affect water quality in California.

The Water Boards have utilized data systems that support multiple internal programs and are currently used to meet some of our specific Program needs, as outlined below:

i. California Integrated Water Quality System (CIWQS) – CIWQS is a computer database system used by the Water Boards to track information about places of environmental interest, manage permits and other orders, track inspections, and manage violations and enforcement activities.

Currently, Program staff manually enter certain application and permit data into CIWQS to track billing and contact information, project location, and basic information about the project’s impacts and mitigation requirements. CIWQS data can be accessed publicly through several pre-determined reports and internally by staff via internal reports that staff can generate as needed.

ii. Local file storage – The majority of the Program’s application, permit data, and related information is stored on disparate internal shared drives as a collection of emails, reports, application and permit related documents, internal notes, and geospatial files. These files are only accessible at the local regional board offices or by requesting files from Program staff.

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iii. Electronic Content Management (ECM) – ECM is a system that provides an information platform to manage electronic documents and automate business procedures. It is primarily used to store and retrieve documents and is partially integrated with CIWQS, allowing access to documents uploaded through CIWQS (e.g., permits, reports). Program use of ECM is inconsistent. Some regional water boards rely on it to store all incoming and outgoing documents (e.g., applications, permits, reports), while others do not use it at all and rely on local file storage.

In addition to the systems listed above, Water Boards staff interact with and send data to the following existing data management systems:

i. Microsoft (MS) Outlook – MS Outlook is an application used to send and receive emails. The Program uses MS Outlook as its primary communication tool with internal and external stakeholders, including receipt of permit applications (in PDF or MS Word format), customer service responses, permit issuance, and ongoing compliance tracking.

Certain communications sent via MS Outlook are manually saved as PDFs in the local files or uploaded to ECM and CIWQS.

ii. EcoAtlas – California EcoAtlas provides access to information for effective wetland management. Program staff use EcoAtlas’ geospatial data, maps, and tools to evaluate environmental impacts from proposed dredge or fill projects within a watershed context, considering existing aquatic resources in the watershed’s landscape, condition and status of similar aquatic resources, and overall impacts and mitigation rates.

iii. Fiscal Management Service (FMS) – FMS is California’s integrated financial and administrative information technology system that supports accounting, budgeting, cash management, and procurement functions.

FMS receives batched data from Annual Fee Billing System (AFBS), which AFBS uses to generate and mail invoices to customers using the United States Postal Service (USPS). After payments are received, FMS transmits payment data directly to CIWQS via text files to update invoice records.

iv. AFBS – This system extracts data from CIWQS for use in the Division of Administrative Services FMS, which calculates fees and produces invoices.

v. CalEPA Environmental Complaint System (CalEPA Complaints) – This complaint form system allows Californians to report an environmental problem anywhere in the state, whether it affects air or water, the handling of hazardous or solid waste, or the use of pesticides. Complaints can be submitted anonymously and are sent to the appropriate state or local agency. Program staff manually review CalEPA Complaints reports and

RFI No. 25-280-001 10 may upload individual compliant and inspection results to CIWQS or ECM on a case-by-case basis.

vi. GIS Portals – The Water Boards maintain an internal ArcGIS Portal for creating, saving, analyzing, and sharing geographic information within the organization. A subset of the datasets maintained by the Water Boards can be found on the State of California's Open Data Portal under the 'Water' category.

2.3 Future State System Requirements

A. High Level Business Requirements

The system shall provide an overarching enterprise architecture to replace three essential Program systems – CIWQS, ECM, and local file storage – and integrate other existing data management systems to support Program business operations and provide the following benefits:

i. Increase Program effectiveness and efficiency, and reduce costs by centralizing all application data in one system with a common set of review procedures;

ii. Allow consistent entry and upload of geospatial data for project boundaries, impacts, and mitigation;

iii. Report Program actions across the state through one database and create new summaries as new reporting needs are identified;

iv. Allow for automatic email notifications to assist with workflow and deadlines;

v. Leverage existing investments and tools developed for online visualization tools;

vi. Summarize Program effectiveness in mitigating impacts;

vii. Track when monitoring reports are due and have been received;

viii. Exchange information or integrate with other systems, such as EcoAtlas, California Open Data Portal, GIS Portals, and other applications developed for displaying and visualizing data;

ix. Provide a central electronic repository for all documents related to an application and assist with paperless office requirements;

x. Increase Program consistency across all the Water Boards and improve administrative processes;

xi. Centralize access for data and documents to support Program business operations;

xii. Efficient control of data elements and data architecture to accommodate changing requirements;

xiii. Flexibility to expand capacity and scale the system as needed;

https://data.ca.gov/

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xiv. Seamless interaction with digitized records including Case Management functions that streamline information reporting, compliance and enforcement actions, as well as improve transparency of data;

xv. A new data quality assurance and control framework that is sustainable long-term;

xvi. Customizable dashboards and reports for viewing and understanding data collected by the system;

xvii. Data collected by the system being open and available while ensuring information security by providing different levels of access to Water Boards staff, applicants, and the public;

xviii. Provide staff ability to aggregate and review geospatial and other data that will allow staff to analyze and report on statewide trends and program effectiveness;

xix. Comply with CROMERR requirements for account registration, signature process, data submission process, signature validation and COR (Copy of Record).

B. System/Interface Requirements The CalWRAPP system shall interface with multiple applications that are running in different technology stacks. The diagram below (Figure 1) shows key applications that CalWRAPP needs to interface with or that are desired for future integration. This includes applications that are maintained by the Water Boards or by external entities. The CalWRAPP system shall be technically flexible and capable of interfacing not only with the applications shown in Figure 1 but also with other internal/external applications with limited to no code changes.

https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.epa.gov%2Fsites%2Fdefault%2Ffiles%2F2015-02%2Fcromerr_rule_language_checklist_crosswalk.xls&wdOrigin=BROWSELINK

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Figure 1: Interface with Applications

2.4 Functional Requirements

Refer to the Microsoft Excel Worksheet titled “RFI Response Worksheet”. Tab 3 includes the requested Functional Requirements. Tab 1 (Instructions) must first be reviewed before completing this portion of the worksheet response.

2.5. Non-functional Requirements (NFRs)

Refer to the Microsoft Excel Worksheet titled “RFI Response Worksheet”. Tab 4 includes all mandatory Non-Functional Requirements.