RFI 2022024 - Permit Lifecycle Management System- Final.pdf

Request for Information

Permit Lifecycle Management System

RFI No.: 2022024

RFI No. 2022024 1 of 11 (Revised 01.19.22)

REQUEST FOR INFORMATION

Permit Lifecycle Management System DEP Posting Number: 2022024

The Florida Department of Environmental Protection (“Department”) is issuing this Request for Information (RFI), as defined in Section 287.012(22), Florida Statutes (F.S.), to interested entities concerning software and services relating to a Comprehensive Environmental Regulatory Management System. Please note that under Section 287.012(22), F.S., responses to this request are not offers and will not be accepted by the Department to form a binding contract.

Interested Entities can view and download this RFI from the Vendor Information Portal (VIP) website at https://vendor.myfloridamarketplace.com/. Once at this site, the steps listed below should be followed to access the VIP.

• Click “Search Advertisements”

• Under the “Organization” search field, select the “Department of Environmental

Protection”

• Scroll down and click on “Search”

• Click on the applicable RFI number https://vendor.myfloridamarketplace.com/

DEP RFI No. 2022024 Page 2 of 11

TABLE OF CONTENTS

SCHEDULE OF EVENTS

Section 1.00 – INTRODUCTION

1.01. Purpose and Scope

1.02. Procurement Officer

1.03. Questions

1.04. Addenda

1.05. Submittal of Response

1.06. Public Records

1.07. RFI Process

SECTION 2.00 – TECHNICAL REQUIREMENTS

2.01. Overview

2.02. Background

2.03. Key Functionality

SECTION 3. 00 – VENDOR CONTACT INFORMATION

SECTION 4.00 – COST INFORMATION

DEP RFI No. 2022024 Page 3 of 11

SCHEDULE OF EVENTS

The following schedule will be strictly adhered to in all actions relative to this posting. The Department reserves the right to make adjustments to this schedule and will notify Interested Entities in the request by posting an addendum on the VIP. It is the responsibility of the Interested Entity to check VIP on a regular basis for such updates.

DATES EVENTS METHOD

04.26.22 RFI Advertised Vendor Information Portal

https://vendor.myfloridamarketplace.com/

05.03.22 Questions Submitted

in Writing

Submit via email:

Attn: Wanda Norton, Procurement Officer E-mail: Wanda.Norton@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

05.10.22 Answers to Questions

Posted

Vendor Information Portal

05.23.22 Response Due

Submit via email:

Attn: Wanda Norton, Procurement Officer E-mail: Wanda.Norton@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

– Remainder of Page Intentionally Left Blank – mailto:XXXXXXXXX@FloridaDEP.gov mailto:Wanda.Norton@FloridaDEP.gov

DEP RFI No. 2022024 Page 4 of 11

Section 1.00 – INTRODUCTION

1.01. Purpose and Scope. The Florida Department of Environmental Protection (“Department”) is requesting information from interested entities with proven, verifiable, and documented expertise in Software as a Service solutions that provide comprehensive environmental regulatory management functions across multimedia permit types/subtypes.

This Request for Information (RFI) is being issued strictly for the purpose of gaining knowledge of the products and services available on the market and demonstrations may be requested to further explain the solution and entertain questions from the Department.

THIS IS NOT A REQUEST OR INVITATION FOR COMPETETIVE BIDS, PROPOSALS OR REPLIES, AND NO

CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS.

If, as a result of the RFI, the Department decides to pursue contract(s) to provide any of the services mentioned and Interested Entities capable of providing such services are identified, a competitive procurement package will be developed and issued at a later date.

1.02. Procurement Officer.

Wanda Norton, Procurement Officer Procurement Section, Carr Building, Room 215 Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 Telephone Number: (850) 245-2516 Wanda.Norton@FloridaDEP.gov

1.03. Questions. Any questions from vendors concerning this RFI shall be submitted in writing, identifying the submitter and RFI number, to the Procurement Officer no later than the time and date specified in the Schedule of Events. All inquiries must be submitted by E-mail. All questions and answers will be posted on the VIP. It is the Vendor’s responsibility to periodically check the VIP. The Department bears no responsibility for any delays, or resulting impacts, associated with a Vendor’s failure to obtain the information made available through the VIP.

1.04. Addenda. If the Department finds it necessary to supplement, modify, or interpret any portion of the RFI documents, a written “Addendum” will be posted on the VIP. It is the responsibility of the Vendor to be aware of any Addenda that might have a bearing on their response.

1.05. Submittal of Response. Responses are due in accordance with VIP and Schedule of Events.

Vendors’ responses must be in writing and submitted electronically via email. Responses must be emailed to the Procurement Officer (Section 1.02). The naming convention for the subject line within your email is:

Subject Line: Your Company Name – DEP RFI No. 2022024

Once received, all RFI responses and attachments shall become the exclusive property of the Department and will not be returned. The Department is not liable for any of the costs incurred by the Vendor in preparing and submitting a response.

DEP RFI No. 2022024 Page 5 of 11

The response package must contain a title page including the below contact information:

• Vendor/Company Name;

• Contact Name and Title;

• Address; and

• Phone Number and email address.

To ensure a clear understanding of the products and service, the Department may use this RFI as the basis for requesting demonstrations. These demonstrations will be at the department’s discretion and at no cost to the Department.

1.06. Public Records. Any material submitted in response to this RFI will become a public record pursuant to Chapter 119, Florida Statutes (F.S.), once it is shared with the Department. Any claim of confidentiality is waived upon submission, unless addressed as set forth below.

Disclosure and Ownership of Response Contents: A Vendor’s response to this RFI shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, F.S. All information in a Vendor’s response (including, without limitation, technical and price information) will be a matter of public record, subject to the provisions of Florida’s Public Records Act, Chapter 119, F.S., regardless of copyright status. Submission of a response to this RFI shall constitute a waiver of any copyright protection which might otherwise apply to the Department’s production, disclosure, inspection and copying of such response and contract, or any part thereof, except those parts asserted to be exempt under Chapter 119, F.S. The response, upon submission shall be the property of the Department (except those parts asserted to be exempt in the manner set forth below), and the Department, in its sole discretion, shall have the right to use, reproduce, and disseminate the response. The Department reserves the right to use any and all information contained in a response received to this RFI.

Any content submitted to the Department which is asserted to be exempt under Chapter 119, F.S., shall be set forth on a page or pages separate from the rest of the response, and clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the response or other document in which the content is set forth.

Per Section 287.012(22), F.S., “Responses to these requests are not offers and may not be accepted by the agency to form a binding contract.” Vendors submitting information to this RFI are not prohibited from responding to any related subsequent solicitation. The Department reserves the right to use or reject any information supplied in response to this RFI.

1.07. RFI Process.

The Department will review and analyze information received in response to this RFI to determine the feasibility of issuing a competitive solicitation for these products/services. Any request for cost information received will be used solely to gain a perspective of the potential budgetary magnitude.

Responses to this RFI will be reviewed for informational purposes only and will not result in the award of a contract. Submitting a response to this RFI shall not disqualify a vendor for responding to any related subsequent solicitation.

DEP RFI No. 2022024 Page 6 of 11

SECTION 2.00 – TECHNICAL REQUIREMENTS

2.01. Overview. The Department is requesting information from interested entities regarding Environmental Regulatory Solutions that provide Enterprise Permit Lifecycle Management Functions such as template driven permit creation, permit lifecycle management, compliance enforcement, inspections, reporting, correspondence tracking, and complaint management. This solution should be able to work for waste, water, air, and other environmental resource permit types and subtypes.

The Department is only interested in fully developed SaaS (Software as a Service) solutions that are highly configurable and require minimal customization for implementation. The Department is not considering Platform as a Service (PaaS) solutions at this time (unless part of a complete, comprehensive solution).

An overview of the Department’s permitting lifecycle is provided below:

2.02. Background. The Department manages statewide coordination of permitting, compliance, and enforcement activities among six district offices and delegated local programs in three major media types (Air, Water, and Waste).

While the Department has implemented electronic permitting and compliance systems in multiple areas, there are gaps in technology solutions across program areas and wide variation in the age and level of functionality of the multiple systems that are in use. The core Department system (Permit Application – PA) originates permits, tracks the permit application process, and integrates with other compliance, enforcement, and permit management systems. It has been determined that PA and several other Department systems lack key functionality and would be improved with more modern technology. Given this situation, the Department is seeking to determine if there is a pre-built environmental system that could be used to address multiple system areas and serve as a core to support other Department systems.

DEP RFI No. 2022024 Page 7 of 11

2.03. Key Functionality.

• General o Applicant portal for status information on permit lifecycle including submissions, correspondence, reminders, and reporting o Workflow including automatic routing of tasks, queue management, task assignments, and relevant reminders o Correspondence & document tracking

RAI (Request for Additional Information) Phone calls, emails, supporting documentation Final agency action o Consume & produce spatial information in order deliver functionality o Integration support for other Department systems o Administrative interface for repository updates including code tables, templates, and permit condition libraries o Method for online fee payment processing o Broad search functionality o Customizable dashboard (including to-do lists) for internal staff and managers o EPA translation support (CDX) o Workflow metric reporting with flexible business rules o Complaint tracking o Ability to selectively adopt full or partial solutions for individual program areas within the Department o Account management: role assignment for internal and external users o Facility information management o Method to specify affected/interested parties per individual permit application for permit activity notifications o Reporting Capabilities

Ad-hoc and predefined reporting capabilities Supports external data access via connectors and/or services Supports multiple file export formats

• Permit Application Processing o Apply

Permit Application Intake o Review

Ability for reviewers to easily change permit type/subtype and supporting information without making the applicant start over

Ability to add related party information at any time during process Flexible workflow that allows for the reset or restart of the process and provides timeclock management Allows for variable fees and the ability to correct/revise the fee assessed during the course of the review Allow for association of related permits o Build Permit Configurable guided workflow based on permit type/subtype Template driven Library of conditions and requirements Ability to modify generated permit for specific requirements and conditions

DEP RFI No. 2022024 Page 8 of 11 o Determine final agency action

Route for review and/or approval Approvals, denials, withdrawals, etc.

• Revise o Process permit condition modifications

• Compliance and Enforcement o Inspect Automated and manual scheduling for compliance inspection based on permit conditions or regulatory requirements, inspector availability, EPA requirements, etc.

Generate prefilled digital inspection forms to include facility information, checklists, permit conditions, etc.

Mobile inspection and field data collection capabilities including support for photos and maps and allows for disconnected mode when mobile data services are unavailable o Monitor Alerts/reminders for missing/late reports Ability for permittees to submit structured monitoring data online Automatic flagging for permit condition violations o Enforce Penalty calculation/generation Generation of consent orders Corrective action tracking including payment and penalty tracking Record and track enforcement items

• Deficiencies

• Findings

• Correlation with permit conditions

2.04. Vendor Response. The Department is requesting information from the vendor community on their product/service offerings. Response requirements are listed below but do not necessarily include all needed or preferred functionality. This document is meant only to assist vendors in providing their responses.

All responses to this RFI must contain, at a minimum, the following information:

• Description of system and services that align with Section 2.03, Key Functionality. Description should include relevant screenshots from the system

• Description of hosting and maintenance model including support levels, availability, and restrictions

• Typical implementation roadmap used in previous implementations

• Availability through any current Florida Agency Term Contract (ATC), State Term Contract (STC), or Alternate Contract Source (ACS)

DEP RFI No. 2022024 Page 9 of 11

• Vendor’s current number of installations and customers and size of each customer base o List of agencies/organizations that are currently using the product

• Descriptions of similar projects including customer examples and case studies

• If/how the proposed solution can integrate/interface with other systems

• Description of system backup, redundancy, and disaster recovery capabilities

• The vendor’s contact information per Section 3.00

• Costs/pricing structure for proposed licensing model(s) per Section 4.00

• Ability to access a sandbox instance of the system that will allow Department staff to review the system over a one-month period (after any requested demonstrations), if requested by the Department

DEP RFI No. 2022024 Page 10 of 11

SECTION 3.00 – VENDOR CONTACT INFORMATION

Providers are asked to provide the following information:

CONTACTS

Primary contact regarding this submission? Name:

Email Address:

Phone:

Title or Role in Organization?

Primary contact to schedule Presentation:

(If other than contact above)

Name:

Email Address:

Phone:

Title or Role in Organization?

Company Website URL:

Type of Organization (Corporation, Partnership, etc.):

How long has your company been in this type of business?

Years:

Months:

Location of Project Manager that would serve the Department:

City:

State:

Location of Regional Sales Manager that would serve the Department:

City:

State:

DEP RFI No. 2022024 Page 11 of 11

SECTION 4.00 – COST INFORMATION

Providers are asked to provide the following cost information: Additional cost information may be provided if relevant and deemed necessary by respondent.

DESCRIPTION

TIMELINE

(If Applicable)

PER/UNIT

OF

MEASURE

QUANTITY ESTIMATED

DOLLAR

AMOUNT

Estimated Support Rates:

Estimated Licensing Cost:

Estimated Upgrades and other Maintenance Costs per Year:

Estimated Third Party Licenses Requirement Costs:

Estimated Cost of Implementation Including Migration Service Fees:

Length of typical implementation: