RFI-_2024CARB__ACC_II-RFI002_-_ACC_II_-_Original.pdf

REQUEST FOR INFORMATION (RFI)

2024CARB_ ACC II-RFI002

Advanced Clean Cars (ACC) II

ZEV Regulation Tracking System

Release Date:

7/16/2024

California Air Resource Board (CARB)

REQUEST FOR INFORMATION

Event Number: 2024CARB_ ACC II-RFI002

Intentionally left blank

I. Table of Contents

I. Table of Contents

II. Request for Information (RFI)

A. Introduction and Overview

B. Purpose of RFI

C. RFI Key Action Dates

D. Contact Information

E. RFI Response Instructions

F. Vendor Requests for Clarification

G. Demonstrations

H. Disclaimer

III. Project Description

I. Background

J. Current System

K. Proposed System

L. Data Migration

IV. Appendices & Attachments

Appendix A: Contractor Profile

Appendix B: Proposed Solution

Appendix C: Cost Information (Rough Order of Magnitude)

Appendix D: Vendor/Contractor Questionnaire

Attachment A: High Level Process Flows

Attachment B: Functional Requirements

Attachment C: ZEV CRDTS Database Details

Attachment D: ZEV CRDTS Database Diagram

II. Request for Information (RFI)

DATE: July 16, 2024

To: Interested Respondents

From: California Air Resources Board, Office of Information Services, hereafter referred to as the State

Subject: Event Number: 2024CARB_ ACC II-RFI002, Advanced Clean Cars (ACC) II Zero Emission Vehicle (ZEV) Regulation Tracking System

A. Introduction and Overview

This Request for Information (RFI) is being released by the California Air Resources Board (the State), Office of Information Services. The RFI requests information from the vendor community to assist the State in determining what is currently available in the marketplace based on the objectives and requirements as described herein, to identify a technology, approximate the funds (a Rough Order of Magnitude (ROM) cost and effort estimate), anticipated vendor tasks, and the duration that may be needed to acquire or build a reporting and recordkeeping tool.

B. Purpose of RFI

The purpose of this RFI is to solicit information, suggestions, and best practices on the technical resources available to provide the State with the development of the ACC II ZEV Regulation Tracking System. This system aims to provide a comprehensive solution for tracking and reporting ZEV compliance across multiple jurisdictions, enhancing data verification processes, and ultimately contributing to the success of ACC II in reducing emissions from passenger cars and light-duty trucks.

Completion of this RFI shall be performed at no cost to the State. This RFI is solely for information and planning purposes and does not constitute a solicitation. A contract will not be awarded based on this RFI.

Please read this RFI document thoroughly and adhere to the response submission guidelines.

Event Number: 2024CARB_ ACC II-RFI002

C. RFI Key Action Dates

Listed below are the RFI Key Action Dates and times (all times noted are Pacific Time) by which actions should be taken or completed.

Key Action Date/Time

Release of the RFI 07/16/2024, by 5:00PM PDT

Last Day to Submit Questions 08/02/2024, by 5:00PM PDT

Release of Answers and/or Addenda 08/09/2024, by 5:00PM PDT

Intent to Respond Due (Optional but Encouraged - Response Due Via Email)

08/14/2024, by 5:00PM PDT

RFI Response Due 08/23/2024, by 5:00PM PDT

Confidential Discussion with vendor, if requested by the State tbd

D. Contact Information

The primary contact for this RFI is mentioned below: (Include both email addresses shown below in all communication and responses)

Primary Contact: Nick Chiley Email: nick.chiley@arb.ca.gov

California Air Resources Board:

Email: itprocurements@arb.ca.gov

E. RFI Response Instructions

1. Responses to this RFI must be submitted via e-mail, preferably in the native file format of Microsoft Word, to the State’s contact listed in Section D - Contact Information and must include the following information in the email subject line:

2024CARB_ ACC II-RFI002

2. Include contact information including the name, title, address, phone number, and e-mail address of the primary contact person for the RFI response.

3. Responses must be submitted by the date and time stated in the Key Action Dates.

4. Vendors must submit a signed cover letter with their response to the RFI that also includes a statement by the individual certifying the information in the response is true and accurate to the best of his/her knowledge at the time of submittal.

5. Vendors should respond to all applicable information in Appendix A-D:

Appendix A – Contractor Profile Appendix B – Proposed Solution Appendix C – Cost Information Rough Order of Magnitude (ROM) Appendix D – Vendor/Contractor Questionnaire

6. Vendors should review the project requirements and state if the requirement is achievable and if not, the reason for it. Also, please provide your review comments on the requirements.

7. The State is requesting Cost Information from Vendors to this RFI. The State may use cost information provided to develop cost estimations and budgets.

Vendors are encouraged to provide a general cost value (or range of costs) for each product or solution identified in the RFI Response.

8. After providers submit their responses, CARB may contact or hold informal meetings or teleconferences with vendors to ask questions or for clarification of vendor responses. CARB’s primary goal of any questions or informal meetings will be to understand the responses submitted.

F. Vendor Requests for Clarification

Vendors shall promptly notify the CARB Point of Contact via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error that the Vendor discovers upon examining this RFI. This should include any RFI terms or requirements that either precludes the Vendor from responding to the RFI or add unnecessary cost. This notification must be accompanied by an explanation and suggested modification. It must be received by the deadline for inquiries as set forth above in Section C – RFI Key Action Dates.

Any requests for clarification related to this RFI must be submitted on or before the last day for questions and in accordance with the provisions outlined in this RFI.

CARB will not interpret the meaning of any provisions, nor correct any apparent ambiguity, inconsistency, or error, or any other matter pertaining to this RFI unless the Vendor makes such a request in writing to the CARB Point of Contact. Oral and other interpretations or clarifications shall be without legal or contractual effect.

The Purchasing Department will make any final determination concerning changes to the RFI. It is the responsibility of each Vendor to ensure CARB has their correct business name, address, phone number, and email on file.

Interpretations or clarifications considered necessary in response to questions will be issued by addenda.

Event Number: 2024CARB_ ACC II-RFI002

Vendors must submit questions regarding this RFI, via e-mail, by the specified date and time stated in the Key Action Dates to the email contact stated in the Contact Information section above.

What to Include in an Inquiry:

1. Include in the subject line of the e-mail: 2024CARB_ACC II-RFI002, and “Question(s).”

2. Vendor name and contact, telephone number, e-mail address.

3. A description of the subject or issue in question, or discrepancy found.

4. RFI section, page number, or other information useful in identifying the specific problem or issue stated in the question.

5. All questions will be responded to in writing (via e-mail) to all parties that have expressed an intent to respond to the RFI.

G. Demonstrations

Additional information will be provided to vendors if the State chooses to hold demonstrations.

H. RFI Disclaimer

This RFI is issued for information 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 to form a binding contract.

This RFI is solely designed to provide the State with meaningful information to enable the State to determine how to proceed with the development of the solicitation.

Respondents are solely responsible for all expenses associated with responding to this RFI. The State is not responsible for any expenses associated with responding to this RFI.

The submission of a response does not constitute any commitment on the part of the interested party. However, the Respondent agrees that the submitted information is correct to the best of the Respondent’s knowledge. Also, the right to compete in future procurements is not affected if the party chooses not to submit a response to this RFI. The State is also interested in learning the reasons for not submitting a response.

Respondents are advised that all documents submitted in response to this RFI will become the property of the State of California and will be regarded as public records under the California Public Records Act (CPRA) pursuant to Government

Event Number: 2024CARB_ ACC II-RFI002

Code section 6250 et seq. The intent of this RFI is only to validate project objectives and requirements for possible future solicitations. Please do not include any confidential or proprietary information in responses to this RFI as it will be subject to the CPRA and may be disclosed to the public under the CPRA.

Participants are admonished that the responses to this RFI may be subject to the Public Records Act. The State is not requesting a solution; rather the intent of the RFI is to validate the project objectives and requirements to better utilize bidder and state resources when responding to the project Request for Proposal (RFP).

Please do not include any proprietary information or any specific solutions in your response to this RFI.

Refer to Budget Change Proposal / Hyperion Budget Request Name: 3900-011- BCP-2024-GB for additional Information.

III. Project Description

I. Background

The transportation sector, including all passenger cars and light trucks, heavy-duty trucks, off-road vehicles, and the fuels needed to power them, is responsible for half of California’s greenhouse gas emissions. It is also responsible for 80% of smog causing pollutants and is a significant source of toxic air contaminants that directly impact community health, the environment, and the economy.

Advanced Clean Cars (ACC) combines several regulations into one package including the Low-Emission Vehicle (LEV) criteria and greenhouse gas regulations and the zero-emission vehicle (ZEV) regulation. ACC I was adopted in 2012 to address model years 2015-2025 and ACC II was adopted in 2022 to address model years 2026-2035. These regulations rapidly scale down emissions of light-duty passenger cars, pickup trucks, and SUVs and require an increased number of zero-emission vehicles to meet air quality and climate change emissions goals.

ACC II imposes the next level of low-emission and ZEVs standards that contribute to meeting federal ambient air quality ozone standards and California’s carbon neutrality targets that contribute to meeting federal ambient air quality ozone standards and California’s carbon neutrality targets.

Fifteen states, including New York, New Jersey, Maine, Massachusetts, Maryland, Rhode Island, Oregon, Vermont, Colorado, Connecticut, Washington, Minnesota, Nevada, Virginia, and New Mexico, have adopted California’s current ACC I ZEV regulations (as outlined in §177 of the Clean Air Act (42 U.S.C. §7507)).

Event Number: 2024CARB_ ACC II-RFI002

J. Current System

To implement the ACC I ZEV regulation, which affects model years 2018 through 2025, CARB staff utilizes the Zero Emission Vehicle Credit Reporting and Data Tracking System (ZEV CRDTS). The ZEV CRDTS application is on the Microsoft .NET framework using C#, JavaScript, and T-SQL for SQL Server stored procedures and functions.

Current Business Process Flow:

While the current ZEV CRDTS reporting tool is sufficient for implementing the ACC I ZEV regulation, the system was not built to support the size, complexity, and security needs of the ACC II ZEV regulation, and still has some significant gaps and underlying issues which require extensive staff time to analyze and rectify.

Furthermore, manufacturers in California and the §177 states will be reporting an unprecedented volume of data as they ramp up ZEV sales and comply with the 100% ZEV standard.

K. Proposed System

The ACC II ZEV regulation introduces heightened complexities, security demands, and altered reporting requirements compared to its predecessor, the ACC I ZEV regulation. Developing a comprehensive ACC II ZEV compliance reporting tool and an associated data storage system would not only simplify compliance

Event Number: 2024CARB_ ACC II-RFI002 assessments for California and the §177 states but would also build upon the successful and streamlined processes established during ACC I ZEV compliance.

The proposed reporting system would facilitate compliance both for California and §177 states, and should include at minimum the following:

Provide a single, seamless web user interface for participant registration, ZEV account management, reporting and administration.

Allow manufacturers to report their vehicles for California and all the §177 states, and the §177 states to verify manufacturer compliance with the ZEV regulation on the same platform.

Include a single sign-on attribute to communicate forgotten user ID or password.

Provide a secure process (i.e., Multi-Factor Authentication (MFA)) that allows a locked-out user to obtain a forgotten user ID, forgotten password, and to reestablish a password.

Maintain secured role-based user authorization levels and restrict access at the report, file, table, screen, and field level based on user authorization.

Provide the Program Administrator with the ability to dynamically define, assign and maintain roles and permissions for all roles.

Allow manufacturers to efficiently report vehicle identification numbers (VINs) of ZEVs delivered for sale in each state, accounting for the increased volume of reporting and eliminating the need of collecting VINs via Excel spreadsheets.

Provide a secure way to upload a spreadsheet from the DMV database containing VINs and convert the data into database records within the system.

Implement automated validation checks that the VINs submitted by manufacturers match with the VINs in the DMV database.

Interface with a CARB database maintained by the Emissions Compliance and Certification Division (ECCD) that contains certification data for light-duty ZEVs, for verification of ZEV regulation compliance. The data is used to validate that vehicles reported by manufacturers are certified for California’s emission requirements before approving that the manufacturer has demonstrated compliance with the regulation.

Allow uploading/importing of documents in various file formats, including CSV, Excel, PDF, XML, etc.

Establish a secure, scalable, and compliant database system that efficiently stores, retrieves, and safeguards all submitted data.

Develop calculation logic to track ZEV requirement compliance in “values” based on set business rules.

Develop a notification system to communicate with users via email as well as real-time notifications within the system.

Event Number: 2024CARB_ ACC II-RFI002

Provide the ability to generate reports, both pre-designed and ad hoc.

Allow downloading/exporting and printing of documents, forms, and reports in desired format (i.e., .xlsx, .pdf) if applicable Comply with security standards set by the CARB Security Officer, the California

Office of Information Security and Privacy Protection and where appropriate National Standards.

L. Data Migration

The current system’s database server is on-premises, using SQL Server 2019 Enterprise Edition, with approximately 1.3 GB of production data. ZEV CRDTS employs the server file system to store .csv documents (uploaded or downloaded by the end users). When uploaded, the files are parsed, and the data is recorded in the database. There are 93 relational tables, with 1,039 columns and 1,840,916 rows of data. See Attachment C – ZEV CRDTS Database Details.

The selected vendor needs to perform a one-time data migration process to transfer data from ZEV CRDTS to the new system. The System shall copy, save, and archive all data and tables from the Zero Emission Vehicle Credit Reporting and Data Tracking System (ZEV CRDTS) and convert it to legacy data. Program administrators need to have read/write access, all other users will have read-only access to this legacy data.

***Note that the detailed requirements attached (Attachment B – Functional Requirements) are preliminary and likely do not represent all requirements that will eventually be determined for this system. They are included in this RFI for informational purposes only to provide additional context and promote subsequent questions and clarifications.

IV. Appendices and Attachments

Appendix A: Contractor Profile

The Respondent is required to submit a primary RFI response with the following content areas.

1. Company Information

Company Name

Address Parent corporation and/or subsidiaries, if applicable

Website

2. Primary Contact for this RFI

Name

Title Email Telephone

3. Company Overview (do not exceed 2 pages)

Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Experience with projects of similar size and scope. Indication of your company or subcontractor’s Small Business or Disabled Veteran Business Enterprise status, as applicable.

4. Identify any parent corporation and/or subsidiaries, if applicable.

Appendix B: Proposed Solution

1. Proposed Solution (do not exceed 10 pages)

In your response, please provide a brief description of:

a. Your proposed solution

b. Estimated implementation timeline

c. List project phases

d. List all the deliverables in each phase

e. List of vendor staff with their titles and roles & responsibilities

2. RFI Assumptions and Limitations

a. What assumptions have you made in preparing a response to this RFI?

For any additional materials, please submit separate appendices / attachments.

This may include additional product/solution details, marketing materials, client testimonials, or other information that you deem pertinent to the State’s understanding of your product.

Vendors may recommend more than one solution and for each solution recommended, the vendor will provide separate proposed solution documentation.

Appendix C: Cost Information (Rough Order of Magnitude)

The State is requesting Contractors to provide rough order of magnitude (ROM) cost estimates for the solution described in the requirements document in addition to technical. Please complete the responses to the below cost table.

Respondents should consider including the following components, or a relevant variation of the following components that fits their pricing model:

Cost item Estimated ROM

Cost Notes / Explanation

1. System Design $

2. Configuration $

3. Development/Coding $

4. System Testing (Test Plan, Test

Cases, and Execution)

5. User Acceptance Testing (Test Plan, Test Cases, and Execution)

6. Technical Documentation $

7. End User Training $

8. Organization Change

Management

9. Maintenance & Support $

10. Project Management $

11. Hardware $

12. Software $

13. Subscription/ License Fees $

14. Hosting Software or Other

Software

15. Others (please describe) $ Total Cost $

Appendix D: Vendor/Contractor Questionnaire

Technologies and Tools:

1. Which technology stack, tools, frameworks, and programming languages do you plan to use for building this application.

2. Can you justify the choice of these technologies and how they align with the project requirements listed in Attachment B.

3. Would you classify this as a COTS, MOTS, or Custom solution? Why?

4. Would the solution be cloud native, or utilize servers in a more traditional architecture?

5. Which cloud environments would be capable of hosting your solution?

6. Describe if the proposed solution will utilize or incorporate Generative AI?”

Development Approach & Methodology:

1. What development methodology (Agile, Waterfall, Hybrid) do you plan on using to carry out the development and implementation of the solution.

Hardware, Software & Storage

1. Provide a list of hardware and additional equipment that will be required based on the requirements and the vendor’s chosen approach/strategy.

2. What type of software licenses are to be purchased. Include a separate line item on the ROM for the cost of licensing.

3. How is the vendor going to handle documents uploaded to the application.

Attachment A – High Level Process Flows

See attached document

Attachment B - Functional Requirements

Attachment C - ZEV CRDTS Database Details

Attachment D – ZEV CRDTS Database Diagram