RFI 0035-N.pdf

RFI 0035-N Page 1 of 6 Boilerplate dated – October, 2024

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION AND INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY, 82002

REQUEST FOR INFORMATION NUMBER 0035-N

Department of Environmental Quality Water Quality Division

Nonpoint Source Program Data Management System

DUE DATE AND TIME

OCTOBER 7, 2026, 2:00:00 P.M. (MOUNTAIN TIME)

AGENCY REPRESENTATIVE:

Ron Steg

PROCUREMENT REPRESENTATIVE:

JAMIE RAFF

Jamie.raff1@wyo.gov 307-777-6721

RFI 0035-N Page 2 of 6

REQUEST FOR INFORMATION FOR NONPOINT SOURCE

PROGRAM DATA MANAGEMENT SYSTEM

1. GENERAL INFORMATION:

The State of Wyoming Department of Environmental Quality (WDEQ) is issuing this Request for Information (RFI) to identify potential sources and products for a Nonpoint Source Program Data Management System.

Vendors must supply written information demonstrating their products and experience developing and deploying this type of programmatic system. Vendors shall be prepared to answer questions from the WDEQ who may, in turn, write an RFP that will be released following this RFI.

A Request for Proposal (RFP) may be issued after receiving and evaluating vendors’ responses. Responses may be used in developing the RFP. Answering this RFI shall allow vendors to provide information about their products and services for consideration to be included in a subsequent RFP. Following the RFP, the WDEQ intends to enter into a contract with the vendor who satisfies the requirements of the RFP for a Nonpoint Source Data Management System.

2. OVERVIEW:

2.1 BACKGROUND:

The Wyoming Nonpoint Source (NPS) Program works to reduce unregulated nonpoint sources of pollution to Wyoming’s water resources by providing technical and financial assistance for voluntary, locally led projects to protect and restore waterbodies. The Environmental Protection Agency (EPA) allocates approximately $1,000,000.00 annually to the Wyoming Department of Environmental Quality (WDEQ) under Clean Water Act Sections 319 and 604(b)/205(j) (i.e., “319 and 205(j) Grants”). These grants are issued to eligible subrecipients and are used to reduce and remove nonpoint source (NPS) pollution to achieve and maintain designated uses of waters.

The 319 and 205(j) Grants are five-year and two-year grants, respectively. So, at any given time, WDEQ has up to seven active grants and 30 to 40 projects (with nearly as many subrecipients) to manage and track.

2.2 Problem

Currently, NPS grant and project data/files are housed across multiple platforms, including Google Drive, SharePoint, and WDEQ’s server in various MS Word, PDF, and Excel formats making it a challenge to search for and efficiently find the desired data or files. There is no central repository, which often leads to duplication of effort and the opportunity for error with NPS Program and Accounting Program staff storing and tracking information separately. Additionally, while much of this data is also stored in EPA’s Grant Reporting and Tracking System (GRTS), EPA’s system is not set up to

RFI 0035-N Page 3 of 6 accommodate all DEQ’s project, data, and accounting needs.

Also, Google Drive is currently used as the platform for sharing project files, reports, contracts, and reimbursement requests between DEQ and our grant subrecipients.

Working in Google Drive is inefficient, many of our grant subrecipients struggle with it, its search capabilities are limited, and information stored in Google Drive is not secure given limitations on the platform’s permission structure, requiring an additional step to transfer all information stored within Google Drive to SharePoint upon project closeout.

The State SharePoint solution is not publicly accessible for outside collaboration.

2.3 Desired Solution

DEQ is seeking potential solutions for centralizing this information into a web database application or content management system to improve our workflow and data security, including the following:

2.3.1. Centralized Repository: A single searchable database housing all grant and project data, information, and files.

2.3.2. Multi-User Access: The ability for multiple internal DEQ staff and external subrecipients to access the database, with varying degrees of permissions based on the specific user’s role.

2.3.3. Financial Tracking: Robust budget and report tracking capabilities at both the grant and project levels.

2.3.4. Invoicing: The capability for grant subrecipients to submit and WDEQ and grant subrecipients to track invoices within the system and generate financial reports.

2.3.5. Automated Notifications: A notification feature to alert DEQ staff when subrecipients submit invoices and required reports.

2.4 PURPOSE AND INTENT:

The purpose of this RFI is to solicit information from vendors who can offer all services in support of the Nonpoint Source Program Data Management System project, as described within this RFI, to potentially develop an RFP.

2.5 SUBMISSION OF RESPONSES:

Extensions to this date shall not be granted.

2.5.1 All responses shall be submitted complete and in writing. All requests for information in all sections of this document must be answered as concisely as possible while providing all information necessary to understand the outsourcing process proposed. Any deviations from requirements, or requirements that cannot be satisfied by the vendor, must be clearly identified.

2.5.2 Responses should include a statement that indicates that the vendor understands the requirements of the RFI and accepts the terms and conditions under which the RFI was issued to the vendor.

RFI 0035-N Page 4 of 6

2.5.3 Any information of a confidential or proprietary nature contained in a vendor response should be clearly marked ‘PROPRIETARY’ or ‘CONFIDENTIAL’ by item or at the bottom of each page. Reasonable precautions will be taken to safeguard any part of the response identified by a vendor as being confidential or proprietary.

2.5.4 Written questions should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on September 8, 2026.

Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the vendor’s responsibility to check the Public Purchase online bidding system for answers to questions, or addenda. Telephone calls, emails or faxes may not be accepted.

2.5.5 All responses must be uploaded completely through the Public Purchase online bidding system no later than the 2:00:00 p.m. Mountain Time on October 7, 2026. If your submission has not completely uploaded by the 2:00:00 p.m. MT deadline, the Public Purchase system will lock and your response will be incomplete and deemed non-responsive and eliminated from the evaluation process.

2.6 RESTRICTION ON COMMUNICATIONS WITH AGENCY STAFF:

2.6.1 From the date the Request for Information (RFI) is issued and the

RFI due date/time, vendors shall not communicate with Agency staff except through written questions through the Public Purchase online bidding system.

2.6.2 If a vendor violates this restriction, the State reserves the right to reject their response.

3. KEY DATES:

Event Description Date Time (Mountain Time)

RFI Release Date August 12, 2026

Closing Date for Questions September 8, 2026 2:00 P.M.

Response to Questions Returned September 22, 2026 2:00 P.M.

RFI Submission Due Date October 7, 2026 2:00:00 P.M.

RFI 0035-N Page 5 of 6

4. SUBMISSION REQUIREMENTS – SEQUENTIAL ORDER:

In order to facilitate a timely and comprehensive evaluation, all responses should be submitted using the format requested in this RFI. Any deviation from this format may lead to the rejection of the response.

4.1 Vendor response should provide the following information in the requested order:

4.1.1. Understanding of the problem and desired solution.

4.1.2. Description of the vendor’s qualifications and experience in developing database and tracking systems. Demonstrated familiarity with state and/or federal nonpoint source management/grant programs and GRTS is a bonus.

4.1.3. Proposed solution for development of a Nonpoint Source Program Data Management System.

5. GENERAL INFORMATION:

Vendor Name: Phone:

Email Address:

Mailing Address:

City: State: Zip:

Employer Identification Number (EIN):

6. OWNERSHIP AND CONTROL:

Vendor’s Legal Structure

Sole Proprietorship General Partnership Corporation

Limited Partnership Other

The vendor shall provide to the Agency a certificate of good standing from the Wyoming Secretary of State or other proof that vendor be authorized to conduct business in the State of Wyoming before performing work under this Contract. The vendor shall ensure all annual filing and corporate taxes due and owing to the Wyoming Secretary of State’s office are

RFI 0035-N Page 6 of 6 up-to-date before signing the contract. Vendors may contact the Wyoming Secretary of State’s office, Corporate Division at (307) 777-7311 for assistance.

7. VENDOR VERIFICATION:

I certify under penalty of perjury, that I am a responsible official (as identified above) for the business entity described above as the vendor, that I have personally examined and am familiar with the information submitted in this disclosure and all attachments, and that the information is true, accurate and complete. I may be charged significant penalties for submitting false information, including criminal sanctions, which can lead to fines and/or imprisonment.

Signature Date