RFI_No._25-280-001_-_RFI_Response_Worksheet.xlsx
XLSX spreadsheet 63 KB Posted
- Attached to
- RFI No. 25-280-001 entitled "California Wetland and Riparian Area Protection Portal" (CalWRAPP)
- Solicitation number
- 25-280-001
- Issued by
- Alameda County, Alpine County, Amador County, Butte County, Calaveras County, Colusa County, Contra Costa County, Del Norte County, El Dorado County, Fresno County, Glenn County, Humboldt County, Imperial County, Inyo County, Kern County, Kings County, Lake County, Lassen County, Los Angeles County, Madera County, Marin County, Mariposa County, Mendocino County, Merced County, Modoc County, Mono County, Monterey County, Napa County, Nevada County, Orange County, Placer County, Plumas County, Riverside County, Sacramento County, San Benito County, San Bernardino County, San Diego County, San Francisco County, San Joaquin County, San Luis Obispo County, San Mateo County, Santa Barbara County, Santa Clara County, Santa Cruz County, Shasta County, Sierra County, Siskiyou County, Solano County, Sonoma County, Stanislaus County, Sutter County, Tehama County, Trinity County, Tulare County, Tuolumne County, Ventura County, Yolo County, Yuba County, Alameda City, Alpine Village CDP, Amador City, Amador Pines CDP, Sutter Creek City, Butte Creek Canyon CDP, Butte Meadows CDP, Butte Valley CDP, Rancho Calaveras CDP, Colusa City, Contra Costa Centre CDP, Auburn Lake Trails CDP, El Dorado Hills CDP, Placerville City, South Lake Tahoe City, Fresno City, Kingsburg City, Orange Cove City, San Joaquin City, Shaver Lake CDP, Blue Lake City, Humboldt Hill CDP, Imperial City, Alta Sierra CDP, China Lake Acres CDP, Glennville CDP, Inyokern CDP, Kernville CDP, Lake Isabella CDP, Lake of the Woods CDP, Lakeside CDP, Hidden Valley Lake CDP, Lakeport City, Lower Lake CDP, North Lakeport CDP, Upper Lake CDP, East Los Angeles CDP, Elizabeth Lake CDP, Lake Hughes CDP, Lake Los Angeles CDP, Lakewood City, Los Angeles City, Marina Del Rey CDP, Monterey Park City, San Marino City, Sierra Madre City, Bass Lake CDP, Madera City, Madera Acres CDP, Madera Ranchos CDP, Yosemite Lakes CDP, Corte Madera Town, Lucas Valley-Marinwood CDP, Marin City CDP, Lake Don Pedro CDP, Mariposa CDP, Mendocino CDP, Merced City, University of California-Merced CDP, Lake City CDP, Crowley Lake CDP, June Lake CDP, Mammoth Lakes Town, Mono City CDP, Twin Lakes CDP, Virginia Lakes CDP, Marina City, Monterey City, Napa City, Lake of the Pines CDP, Lake Wildwood CDP, Nevada City, Lake Forest City, Orange City, Kings Beach CDP, Bucks Lake CDP, Lake Almanor Country Club CDP, Lake Almanor Peninsula CDP, Lake Almanor West CDP, Lake Davis CDP, Plumas Eureka CDP, Canyon Lake City, Lake Elsinore City, Lakeland Village CDP, Lake Mathews CDP, Lake Riverside CDP, Lakeview CDP, Riverside City, Orangevale CDP, Sacramento City, Big Bear Lake City, Lake Arrowhead CDP, San Bernardino City, Silver Lakes CDP, Spring Valley Lake CDP, Alpine CDP, Imperial Beach City, Lake San Marcos CDP, Rancho San Diego CDP, San Diego City, San Diego Country Estates CDP, San Francisco City, Lake Nacimiento CDP, San Luis Obispo City, Emerald Lake Hills CDP, San Mateo City, South San Francisco City, Santa Barbara City, University of California-Santa Barbara CDP, Santa Clara City, Santa Cruz City, Lakehead CDP, Shasta CDP, Shasta Lake City, Sierra Brooks CDP, Sierra City CDP, Sierraville CDP, Lake Shastina CDP, Mount Shasta City, Sonoma City, Sonoma State University CDP, Monterey Park Tract CDP, Orange Blossom CDP, Sutter CDP, Yuba City, Lake California CDP, Rancho Tehama Reserve CDP, Tehama City, Trinity Center CDP, Trinity Village CDP, East Tulare Villa CDP, Tulare City, Mono Vista CDP, Phoenix Lake CDP, Pine Mountain Lake CDP, Sierra Village CDP, Tuolumne City CDP, Lake Sherwood CDP, West Sacramento City, Yolo CDP, Plumas Lake CDP, California
About this file
This is a Request for Information (RFI) Response Worksheet for RFI No. 25-280-001 issued by the State Water Resources Control Board (State Water Board). The RFI seeks information regarding a comprehensive permitting and application management system designed to streamline Water Board operations across user registration, application submissions, permit management, billing, reporting, inspections, and enforcement activities. The system must support multiple user personas including State Water Board staff, applicants, permittees, regulatory agencies, information partners, and the general public. Respondents are required to complete all five tabs of the worksheet, including service and management questions, functional requirements assessment, non-functional mandatory requirements evaluation, and rough order of magnitude (ROM) cost estimates. The RFI does not specify a submission deadline or award date; however, respondents must address all mandatory requirements and cannot leave any questions blank to be considered for evaluation.
The ROM cost estimate requires respondents to provide non-binding budgetary pricing across implementation tasks (project management, system design, configuration, customization, testing, training, documentation, and go-live support), maintenance costs for three years, hosting expenses for three years (if applicable), and annual licensing fees for three years. The State Water Board emphasizes that all pricing information is for planning and market research purposes only and does not constitute a binding proposal. Respondents are instructed to complete only blue cells in the pricing tables and provide totals without including sales tax. The worksheet also requests that vendors demonstrate experience implementing comparable systems for California state agencies or other government and regulatory entities, confirm willingness to participate in system demonstrations via Microsoft Teams, and identify any applicable state purchasing agreements such as the Software Licensing Program (SLP), California Multiple Award Schedules (CMAS), or NASPO ValuePoint.
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Other files
| File | Type | Posted |
|---|---|---|
| RFI_No._25-280-001-Product_Demonstration_Scripts.xlsx | XLSX spreadsheet | |
| Request_For_Information_No._25-280-001_CalWRAPP.pdf |
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(T1) Instructions Request for Information (RFI) No. 25-280-001 RFI Response Worksheet
| (T1) RFI Response Completion Instructions |
| Tab 1: Instructions |
Reference this tab (T1) for completion instructions of RFI Response Worksheet. Note: All tabs in this excel sheet must be completed, including (T2) Functional Requirements and (T3) ROM Cost Estimate in order to be considered a complete RFI response.
| Tab 2: Service and Management Questions |
| Responses shall follow the order and enumeration listed to assist the State Water Board in analyzing the responses in a uniform, manageable way. The information requested is in an outline format with topics and prompts for the types of information desired. Respondents are encouraged to provide a level of thoroughness that will enable the State Water Board to achieve the RFI objectives. |
Respondents must answer each question in the white boxes provided below the question (Vendor Response). Respondents may expand the boxes as needed, or attach additional materials for questions that require submittal of more complex information. Do not leave the response for any question blank. Please describe the solution(s) your company has that might support the business processes and needs listed in this RFI.
| Tab 3: Functional Requirements |
| Note: Persona columns G through J indicate the targeted audience/group of users impacted and requirements can impact one or many personas. |
1. Requirements (Column D): Respondents are instructed to review all the requirements detailed in Column D (Requirement) in their entirety.
2. Requirement Type (Column F):
Mandatory = High priority and required to meet business need Desirable = Medium priority and a desirable function to enhance business process, but not a critical need Optional = Low priority function and not necessary for business needs
3. Available in System (Column K): Respondents shall select the appropriate value to indicate how the proposed system will meet the requirement. The available values are defined as follows:
B = Out-of-the-box feature of your product/solution including system configuration C = Update to code (customization) required F = Functionality to be added in the future as part of your product roadmap T = Provided by third-party software integration U = Unable to meet requirement
4a. Supporting Information (Columns L-O): Respondents shall complete the appropriate column if the requirement cannot be met with an out-of-the-box feature.
Column L - If column K = 'C,' indicate the level of effort required to complete the necessary customization (see #4b below for LOE descriptions) Column M - If column K = 'F,' indicate the date on which the necessary functionality is expected to be available as a standard product feature Column N - If column K = 'T,' indicate the third-party software what would be integrated into the solution to meet the requirement Column O - If column K = 'U,' provide an explanation on how or why the proposed system is unable meet the requirement
4b. Level of Effort Descriptions (Column L):
L = Low (Minimal) (i.e. < 8 hours including testing). An example might be a few lines of code changed in a single module or a simple GUI update.
M = Moderate (i.e. 8-40 hours including testing and documentation). An example might be a code change in one or two modules plus the addition of new attributes to existing database tables and GUI updates to reflect the new attributes.
H = High (i.e. 41-160 hours including design reviews, testing and documentation). An example might be code changes in multiple modules plus the addition of new attributes to existing database tables and the creation of new database tables and GUI updates to reflect the new attributes.
XH = Extremely high (i.e. > 160 hours of effort including design reviews, impact analysis, demonstrations, testing and documentation). An example might be addition of a function that has an impact on the architecture of the product/solution including creation of new modules, new database tables, and new GUI screens.
| Tab 4: Non-Functional Mandatory |
| Respondents are instructed to review the NFR information and provide a response to the RFI Question(s) contained in column C (RFI Question). Respond to the question by choosing the selection that best describes the solution from the drop down list options: NA, Minimal Capability, Basic Capability, Meets General Expectations, Exceeds Expectation, or Best-in-Class Capability. |
| Tab 5: ROM Cost Estimate |
| The State Water Board is requesting Respondents to provide rough order of magnitude (ROM) cost estimates for the solution described in Section 2.2 (Statement of Need) of the RFI document. Please complete Tab 3, ROM Cost Estimate. Respondents are instructed to complete all applicable pricing within the tables provided. Only fill in the blue cells and include totals (Tables A-D + 3 year estimated totals). Do not include sales tax. |
(T2) Service and Mgmt Questions Request for Information (RFI) No. 25-280-001 RFI Response Worksheet
| (T2) Service and Management Questions | |||
| Vendor Name: | Date of Completion: | ||
| Completion Instructions: | Please refer to Tab 1 for completion instructions. | ||
| Section | Questions | Vendor Response | |
| 1) Company Information | 1(a): Company/firm legal name: | ||
| (List all alternative business names used by this vendor, including but not limited to fictitious business names.) | 1(a) Response: | ||
| 1(b): Business Address: (Street, City, State, Zip) | 1(b) Response: | ||
| 1(c): Company web page: | 1(c) Response: | ||
| 1(d): Main products/services: | 1(d) Response: | ||
| 1(e): Main market/customers: | 1(e) Response: | ||
| 1(f): Number of years on the market and/or years providing relayed services: | 1(f) Response: | ||
| 1(g): Company CEO: | 1(g) Response: | ||
| 1(h): Identify any parent corporation and/or subsidiaries, if applicable | 1(h) Response: | ||
| 2) Contact Information Regarding this RFI | 2(a): Full Name, Title | 2(a) Response: | |
| 2(b): Mailing Address: | 2(b) Response: | ||
| 2(c): Telephone and Email: | 2(c) Response: | ||
| 3) System Specific Questions | 3(a): Name of the primary system/service: | 3(a) Response: | |
| 3(b): Type of system(s): (Commercial off-the-Shelf or Software as a Service) | 3(b) Response: | ||
| 3(c): Does your system have any known conflicts with any other software (infrastructure software, applications, etc.)? | 3(c) Response: | ||
| 3(d): Describe your licensing model: | 3(d) Response: | ||
| 3(e): Hardware needs of proposed system: | 3(e) Response: | ||
| 3(f): Operating system: | 3(f) Response: | ||
| 3(g): Software used: | 3(g) Response: | ||
| 3(h): Data center location: | 3(h) Response: | ||
| 3(i): Does the system support single sign on? | 3(i) Response: | ||
| 3(j): Does the system support multifactor authentication? | 3(j) Response: | ||
| 3(k): Is the system ADA accessible for assistive technology user (e.g., screen readers)? | 3(k) Response: | ||
| 3(l): Are there any significant quantifiable limitations to be aware of in terms of supported user accounts, data records, or bandwidth usage of the software? | 3(l) Response: | ||
| 3(m): Once implemented, what is the process for modifying your system and how often? Does the system allow no-code configuration changes by trusted internal users? What is the level of ease to modify business rules? | 3(m) Response: | ||
| 4) Project Management Approach | 4(a): Describe a typical lifecycle of implementation and duration to implement a statewide system including any recommended phasing of implementation to ease adoption or facilitate user productivity. The State Water Board wants to learn what lifecycle methodology you use (e.g., Agile, Waterfall, Hybrid), and the average number of months for statewide implementation. | 4(a) Response: | |
| 4(b): What would a recommended timeline be for the implementation process? Include a suggested implementation schedule. Please include time for deliverable reviews, project planning, end user acceptance testing, and regression testing. This response does not need to be an MS Project file. | 4(b) Response: | ||
| 5) Training | 5(a): Types of training offered? (e.g., training, technical assistance, user manuals, on-site visits, etc.) | 5(a) Response: | |
| 5(b): Describe the assistance and training provided during go-live and post-live to ensure that users are successfully working with the new system. | 5(b) Response: | ||
| 5(c): What general system documentation do you provide, including ongoing access to training and/or updated system resources? | 5(c) Response: | ||
| 6) Data and Reporting | 6(a): Can the system produce standard (pre-configured) reports and custom (user-built) reports? | 6(a) Response: | |
| 6(b): Can a non-technical user obtain reports from the system without assistance? How? | 6(b) Response: | ||
| 6(c): Can the system integrate with an enterprise data warehouse? On-premises or Cloud? | 6(c) Response: | ||
| 6(d): Can the system integrate with external Business Intelligence (BI) reporting tools? If so, please describe integration capabilities and the effort needed to integrate. | 6(d) Response: | ||
| 6(e): Does the system support reading from and writing to the Water Board’s ArcGIS Enterprise Portal, including the ability to ingest, edit, and manage geospatial (GIS) data, with geospatial visualizations and reports generated within the portal based on the collected data? | 6(e) Response: | ||
| 6(f): Does the system allow configurable business rules to ensure data quality? | 6(f) Response: | ||
| 7) Security and Privacy | 7(a): What is your process for notifying customers of a data breach? | 7(a) Response: | |
| 7(b): Does the system allow control of who can update/view data? Describe the role-based access control offered by the system. | 7(b) Response: | ||
| 7(c): Describe any access that third parties might have to private data. | 7(c) Response: | ||
| 7(d): Describe protective security measures offered by the proposed system (e.g. technical security, physical security, identity authorization & authentication, backup & recovery, other). | 7(d) Response: | ||
| 7(e): What type of secure data connection is used to transmit account information to comply with industry standards? | 7(e) Response: | ||
| 8) Support and Response Times | 8(a): What technical support is available for customer personnel, and when? | 8(a) Response: | |
| 8(b): What are typical and guaranteed customer service application response times? | 8(b) Response: | ||
| 8(c): What level of customer support will be provided during start up, new releases, and ongoing? | 8(c) Response: | ||
| 9) Experience | 9(a): Has your company implemented comparable systems with the State of California? If yes, what was the system and how many months did it take to implement? | 9(a) Response: | |
| 9(b): Does your company have experience implementing comparable systems for government and/or regulatory agencies outside of the State of California? If yes, describe. | 9(b) Response: | ||
| 10) Miscellaneous | 10(a): Would you be willing to provide a demonstration of the system proposed for this RFI? (demonstrations will be conducted via Microsoft Teams video conference) | 10(a) Response: | |
| 10(b): What other emerging technologies are available that we should know about that are not already addressed in this RFI? | 10(b) Response: | ||
| 10(c): Could your company provide the solution under Software Licensing Program (SLP), California Multiple Award Schedules (CMAS), Master Settlement Agreement (MSA), National Association of State Procurement Officials (NASPO) or other agreements with the State of California? If yes, provide agreement numbers or elaborate if number is unknown. | 10(c) Response: | ||
| 10(d): Were any assumptions made when responding to this RFI? If yes, please explain. | 10(d) Response: | ||
| 10(e): The State Water Board wishes to thank you for your participation in the RFI process by providing us with the above information. The State Water Board will also consider suggestions and/or recommendations for improving our contract and procurement process. If you have recommendations concerning this effort which have not been addressed by questions in this attachment or which you believe are relevant to this project effort, please provide them below. | 10(e) Response: |
(T3) Functional Requirements Request for Information (RFI) No. 25-280-001 RFI Response Worksheet
| (T3) Functional Requirements | ||||||||||
| REQUIREMENTS | PERSONA GROUP | Complete Based on Response to 'Available in System' | OPTIONAL USE | |||||||
| Requirement Number | Main Business Capability/Function | Sub Business Capability/Function | Requirement | Requirement Type | Priority | SWRCB Staff | Applicant | |||
| (or Permittee) | Agency Information Partners | General Public | Available in System | |||||||
| Matsunami, Mischa@Waterboards: Click for option descriptions | Level of Effort |
(C)
| Matsunami, Mischa@Waterboards: Click for option descriptions | Release Date | |||||||||
| (F) | Third-Party Software | |||||||||
| (T) | Explanation | |||||||||
| (U) | Supporting Information | |||||||||
| 1 | Register User | Register User | The system provides an external user registration process to create a user profile. | Functional | Mandatory | x | x | |||
| 2 | Register User | Register User | The system provides a secure environment to upload information | Functional | Mandatory | x | x | |||
| 3 | Register User | Register User | User profile must include contact information for user and user's organization (if applicable). | Functional | Mandatory | x | x | |||
| 4 | Register User | Register User | The system provides self-service function for users to update profile. | Functional | Mandatory | x | x | |||
| 5 | General Requests | Submit Question | The system will provide instructional materials for how to use the system, including how to register, how to submit a general question, how to request a pre-application consultation, how to submit an application, how to submit reports, and how to submit amendment requests. The instructional materials will include searchable FAQs, hovering/contextual HelpTips, and step-by-step instructional text on key pages where users are expected to take action. | Functional | Mandatory | x | x | x | x | |
| 6 | General Requests | Submit Question | The system allows requestors to submit questions to a specific Water Board and view responses. | Functional | Mandatory | x | x | x | ||
| 7 | General Requests | Manage Questions | The system allows staff to respond to questions within the system. | Functional | Mandatory | x | ||||
| 8 | General Requests | Manage Questions | The system notifies staff when a question is received and allows staff to mark questions as answered/completed. | Functional | Mandatory | x | ||||
| 9 | Request Consultation | Request pre-application consultation | The system provides process for applicants to submit a request for a pre-application consultation. | Functional | Mandatory | x | x | |||
| 10 | Request Consultation | Request pre-application consultation | The system routes requests for pre-application consultations to the appropriate Water Board. | Functional | Mandatory | x | x | |||
| 11 | Request Consultation | Review pre-application consultation | The system allows staff and manager review and assignment of requests for pre-application consultations. | Functional | Mandatory | x | x | |||
| 12 | Request Consultation | Respond to pre-application consultation | The system allows staff and managers to respond to requests for pre-application consultations. | Functional | Mandatory | x | x | |||
| 13 | Request Consultation | Manage pre-application consultation | The system allows staff and managers to mark requests as completed. | Functional | Mandatory | x | ||||
| 14 | Request Consultation | Submit Application | The system allows applicants to create a new project application associated with their profile and organization. | Functional | Mandatory | x | ||||
| 15 | Application and Enrollment | Submit Application | The system allows applicants to save an in-progress application and reurn to complete it at a later time. | Functional | Mandatory | x | ||||
| 16 | Application and Enrollment | Submit Application | The system provides place to enter project location information including project coordinates, or project impact area in GIS format. | Functional | Mandatory | x | x | |||
| 17 | Application and Enrollment | Submit Application | The system includes a GIS interface that gives applicants the option to: (a) upload GIS georeferenced shape files or .kml files; or (b) draw points, lines and polygons to create a map of the project area. | Functional | Mandatory | x | x | |||
| 18 | Application and Enrollment | Submit Application | The system provides a standard template for uploading single and bulk GIS files of the project location and aquatic resources in either: (a) CSV format; or (b) file geodatabase format. | Functional | Mandatory | x | x | |||
| 19 | Application and Enrollment | Submit Application | The system uses the project's location information and project information to assign and route to the appropriate Water Board. | Functional | Mandatory | x | x | |||
| 20 | Application and Enrollment | Submit Application | The system requires unique project information from the applicant based on the type of permit they identify they are applying for (general or individual) | Functional | Mandatory | x | ||||
| 21 | Application and Enrollment | Submit Application | The system shall control and validate applicant-submitted information according to a configurable set of business rules. These rules shall define what types of data, values, and document types are required, allows, or restricted based on the context of the application (e.g., application type, project category). | Functional | Mandatory | x | ||||
| 22 | Application and Enrollment | Submit Application | The system will allow applicants to upload and select misc file types (ex: pre-project photographs, federal permits, supporting information/reports). | Functional | Mandatory | x | ||||
| 23 | Application and Enrollment | Submit Application | The system requires application sections marked as mandatory are popuated before allowing applicant to submit the application. | Functional | Mandatory | x | ||||
| 24 | Application and Enrollment | Submit Application | The system retains a history of application data. | Functional | Mandatory | x | x | |||
| 25 | Application and Enrollment | Submit Application | The system allows applicants to specify proprietary information in the application materials that should not be publicly released. | Functional | Mandatory | x | x | x | x | |
| 26 | Application and Enrollment | Submit Application | The system does not publicly display any content that has been specified as proprietary. | Functional | Mandatory | x | x | x | x | |
| 27 | Application and Enrollment | Submit Application | The system allows Water Boards staff to validate content that has been flagged as proprietary and to remove flags as necessary. | Functional | Mandatory | x | x | x | x | |
| 28 | Application and Enrollment | Submit Application | The system ensures applicants are legally authorized to submit an application. | Functional | Mandatory | x | ||||
| 29 | Application and Enrollment | Submit Application | The system provides a process for applicants to identify delegated authority from a legally responsible party (their organization). | Functional | Mandatory | x | ||||
| 30 | Application and Enrollment | Submit Application | The system will route the submitted application to the assigned Water Board based on the location data provided by the applicant. | Functional | Mandatory | x | x | |||
| 31 | Application and Enrollment | Submit Application | The system notifies the appropriate Water Board upon receipt of a new application. | Functional | Mandatory | x | ||||
| 32 | Application and Enrollment | Review Application | The system allows staff and managers to assign or re-assign records to other Water Boards or staff. | Functional | Mandatory | x | ||||
| 33 | Application and Enrollment | Review Application | The system generates notifications to Waer Boards and staff when a record is assigned to them. | Functional | Mandatory | x | ||||
| 34 | Application and Enrollment | Review Application | The system notifies applicants or permittees when their record changes status or requires action from them. | Functional | Mandatory | x | ||||
| 35 | Application and Enrollment | Review Application | The system uses simplified workflow functionality (application under review, pending applicant input, permitted, denied) to manage, and track the status of, application review and approval activities. | Functional | Mandatory | x | x | |||
| 36 | Application and Enrollment | Review Application | The system allows staff to enter comments on a record viewable by all users except the public. | Functional | Mandatory | x | x | |||
| 37 | Application and Enrollment | Review Application | The system allows staff to enter internal comments on the record viewable only by staff and managers. | Functional | Mandatory | x | ||||
| 38 | Application and Enrollment | Review Application | The system alows staff and managers to upload documents to an existing record. | Functional | Mandatory | x | ||||
| 39 | Application and Enrollment | Review Application | The system will include a GIS interface that allows staff to analyze multiple layers of information for the purpose of setting permit conditions, including integration with existing Water Board GIS databases. | Functional | Mandatory | x | ||||
| 40 | Application and Enrollment | Review Application | The system's GIS interface will allow staff to view an interactive map displaying all records in the system, at various scales (watershed, region, etc.). | Functional | Mandatory | x | ||||
| 41 | Application and Enrollment | Approve or Deny Application | The system allows staff and managers to create permits using application information and templates. | Functional | Mandatory | x | ||||
| 42 | Application and Enrollment | Approve or Deny Application | The system allows staff, managers, applicants, and permittees to upload documents to the system according to document type (permit, denial, amendment, monitoring report, etc.). | Functional | Mandatory | x | x | |||
| 43 | Application and Enrollment | Approve or Deny Application | The system allows staff to change the status of records (under staff review, pending applicant action, permit issued, declined, monitoring compliance, etc.). | Functional | Mandatory | x | x | |||
| 44 | Application and Enrollment | Approve or Deny Application | The system requires staff update defined set of application record information (fees, billing codes, upload permit/denia/final report) before changing the record status to denied, permit issued, or record closed. | Functional | Mandatory | x | ||||
| 45 | Application and Enrollment | Approve or Deny Application | The system allows staff to configure future notifications that alert designated staff and permittees when a permit is approaching an expiration or report due date. | Functional | Mandatory | x | x | |||
| 46 | Billing | Application Fee | The system directs applicants to review and submit payment information before submitting an application to the Water Board. | Functional | Mandatory | x | x | |||
| 47 | Billing | Application Fee | The system provides applicants external links to fee information and how to pay fees. | Functional | Mandatory | x | ||||
| 48 | Billing | Track Payments | Payment history should be visile to both staff and external users (applicant and permittee), depending on permissions. | Functional | Mandatory | x | x | |||
| 49 | Billing | Track Payments | Exernal users (applicants and permittees) must have the ability to securely view and update their billing-related information - such as contact details, billing address, and payment method - to ensure accurate and timely invoicing. | Functional | Mandatory | x | ||||
| 50 | Billing | Track Payments | The system includes functionality for tracking payment and invoice information. Authorized staff must be able to view, update, and mange payment statuses, due dates, refunds, and invoice details within the application. | Functional | Mandatory | x | ||||
| 51 | Billing | Track Payments | The system allows staff and managers to enter internal billing-related data for reporting and invoicing purposes. | Functional | Mandatory | x | ||||
| 52 | Billing | Track Payments | All updates must be logged for auditing purposes, and the system should support status tracking (e.g., pending, paid, overdue) for each payment due. | Functional | Mandatory | x | x | |||
| 53 | Billing | Track Payments | Role-based access should ensure only authorized users can view or modify sensitive payment info. | Functional | Mandatory | x | x | |||
| 54 | Billing | Track Payments | The system sends a notification to applicants and permittees when staff and managers modify fields related to billing or invoicing. | Functional | Mandatory | x | x | |||
| 55 | Billing | Track Payments | The system allows staff to generate template invoices with amount due, deadline, and instructions for making the payment. | Functional | Mandatory | x | ||||
| 56 | Billing | Track Payments | The system allows staff and applicants to input special project values to trigger different types of annual billing. | Functional | Mandatory | x | x | |||
| 57 | Billing | Track Payments | The system alows staff and managers to pull congregated biling information in a report. | Functional | Mandatory | x | ||||
| 58 | Billing | Invoicing | The system allows an existing external system to access specific invoice and billing data to generate reports and invoice information. | Functional | Mandatory | x | ||||
| 59 | Billing | Invoicing | The system receives external fiscal management system data and updates invoicing information. | Functional | Mandatory | x | ||||
| 60 | Billing | Invoicing | The system allows staff to generate a refund form populated with billing information. | Functional | Mandatory | x | ||||
| 61 | General | Reporting | The system allows staff and managers to send notifications to applicants and permittees. | Functional | Mandatory | x | x | |||
| 62 | General | Reporting | The system provides staff and managers with a sortable dashboard of assigned records; managers will be able to see a list of their staff's records and statuses. | Functional | Mandatory | x | ||||
| 63 | General | Reporting | The system displays a subset of simple workflow milestones to the project applicant and permittee (under staff review, pending applicant input, permitted, denied). | Functional | Mandatory | x | x | |||
| 64 | General | Reporting | The system allows staff to set deadlines for internal and external milestones (e.g., billing invoices, reports due). | Functional | Mandatory | x | x | |||
| 65 | General | Reporting | The system notifies applicant, permittees, and staff when deadlines are imminent and have passed. | Functional | Mandatory | x | x | |||
| 66 | General | Reporting | The system provides configurable dashboards for managers to monitor local program performance (timelines met, etc.). | Functional | Mandatory | x | ||||
| 67 | General | Reporting | The system provides a public dashboard or summary report (updated annually) with performance measures predetermined by managers. | Functional | Mandatory | x | x | x | x | |
| 68 | General | Reporting | The system allows staff and managers to transfer records from one external user to another when a permit or application owner changes. | Functional | Mandatory | x | x | x | ||
| 69 | General | Reporting | The system provides a public dashboard or map displaying point locations for closed permit records, active permit records, and pending application records. | Functional | Mandatory | x | x | x | x | |
| 70 | General | Reporting | The system provides a public process for searching and viewing active and closed permit records. | Functional | Mandatory | x | x | x | x | |
| 71 | General | Reporting | The system allows staff and managers to compile records for Public Records Act requests. | Functional | Mandatory | x | ||||
| 72 | General | Data Management | The system captures the following types of records: user profile, communication, pre-application request, project (application), complaint, inspection, enforcement, and empty (to be defined later). | Functional | Mandatory | x | ||||
| 73 | General | Data Management | Each individual record created is assigned a unique identifier that is searchable. | Functional | Mandatory | x | x | x | x | |
| 74 | General | Data Management | The system allows staff and managers to link records to each other, regardless of the type of record. | Functional | Mandatory | x | ||||
| 75 | General | Data Management | The system allows for future additional record types to be added to the system. | Functional | Mandatory | x | ||||
| 76 | General | Data Management | The system allows staff and managers to create a new record of any type within the system. | Functional | Mandatory | x | ||||
| 77 | General | Data Management | The system validates internal project information entered by staff against a configurable set of business rules. If a staff member attempts to enter or save a combination that violates these rules, the system shall display a clear error message and prevent submission until issue is resolved. | Functional | Mandatory | x | ||||
| 78 | General | Data Management | The system does not publicly display proprietary information. | Functional | Mandatory | x | x | x | x | |
| 79 | General | Data Management | The system allows staff to search for any type of record within the system. | Functional | Mandatory | x | ||||
| 80 | General | Data Management | The system allows staff and managers to pull congregated data records in a table format (csv, excel, etc.) based on any field type, for the purpose of external data analysis. | Functional | Mandatory | x | ||||
| 81 | General | Data Management | The system acts as the formal "system of record" for all records, including maintaining records of communications, application and permitting data, record milestones, open, active, or historical permits, and GIS data. | Functional | Mandatory | x | x | x | x | |
| 82 | General | Data Management | The system automatically shares data with other systems used for reporting and analysis. It sends updates when new information is available, ensuring reports and dashboards reflect the most current data. | Functional | Mandatory | x | x | x | x | |
| 83 | Permit Amendments | Amend a Permit | The system allows permittees to request an amended permit from the same Water Board that issued the original permit. | Functional | Mandatory | x | x | |||
| 84 | Permit Amendments | Amend a Permit | The system allows permittees to submit information with their request for amended permit. | Functional | Mandatory | x | x | |||
| 85 | Permit Amendments | Amend a Permit | The system notifies staff and managers when a request for amendment has been received. | Functional | Mandatory | x | ||||
| 86 | Permit Amendments | Amend a Permit | The system allows staff and managers to approve or deny amendments. | Functional | Mandatory | x | ||||
| 87 | Permit Amendments | Amend a Permit | The system allows staff to upload an amended permit. | Functional | Mandatory | x | x | |||
| 88 | Permit Amendments | Amend a Permit | The system requires staff update certain data fields before updating the permit record to "amended." | Functional | Mandatory | x | ||||
| 89 | Monitoring | Reporting | The system allows staff to manage and track the status of permit-specific monitoring and reporting requirements and due dates. | Functional | Mandatory | x | x | |||
| 90 | Monitoring | Reporting | The system allows staff, managers, and permittees to update an existing record including monitoring and reporting data. | Functional | Mandatory | x | x | |||
| 91 | Monitoring | Reporting | The system allows permittees to specify if uploaded files contain proprietary content. | Functional | Mandatory | x | x | x | x | |
| 92 | Monitoring | Reporting | The system allows staff to validate and override content flagged as proprietary. | Functional | Mandatory | x | x | x | x | |
| 93 | Inspections | Manage Complaint | The system allows staff to upload spreadsheet file (csv, xlsx). Upon upload, the system will automatically parse the file and create separate individual records for each row of data. Each record shall store the data from its corresponding row as structured fields within the system. | Functional | Mandatory | x | ||||
| 94 | Inspections | Manage Complaint | The system allows staff to search through complaints based on any field. | Functional | Mandatory | x | ||||
| 95 | Inspections | Schedule Inspection | The system allows multiple inspections to be linked to a single record (complaint, permit, application). | Functional | Mandatory | x | ||||
| 96 | Inspections | Schedule Inspection | The system allows staff to schedule inspections associated with a record (permit, application, complaint). | Functional | Mandatory | x | ||||
| 97 | Inspections | Schedule Inspection | The system notifies applicant or permittee of scheduled inspections, unless notification is supressed by staff. | Functional | Mandatory | x | x | |||
| 98 | Inspections | Manage Inspection | The system uses simple workflow funcationality to manage and track the status of inspections (due, scheduled, pending report, completed). | Functional | Mandatory | x | ||||
| 99 | Inspections | Conduct Inspection | The system allows staff to flag projects for future inspections. | Functional | Mandatory | x | ||||
| 100 | Inspections | Conduct Inspection | The system allows staff to view their list of flagged projects for future inspection. | Functional | Mandatory | x | ||||
| 101 | Inspections | Conduct Inspection | The system allows managers to view their staff's list of flagged projects for future inspection. | Functional | Mandatory | x | ||||
| 102 | Inspections | Conduct Inspection | The system exports details of scheduled inspections to mobile devices for use in a disconnected state. | Functional | Mandatory | x | ||||
| 103 | Inspections | Conduct Inspection | The system imports inspection data (including klm and csv files) and photographs from mobile devices and associates it to the appropriate linked record (project, permit, complaint). | Functional | Mandatory | x | ||||
| 104 | Inspections | Conduct Inspection | The system allows staff to conduct and capture inspection results on a mobile device in a disconnected state. | Functional | Mandatory | x | ||||
| 105 | Inspections | Conduct Inspection | The system allows staff to launch and fill out external inspection applications in a disconnected state. | Functional | Mandatory | x | ||||
| 106 | Inspections | Conduct Inspection | The system synchronizes inspection data (including kml and csv files) from external inspection applications when the mobile device reconnects from the disconnected state. | Functional | Mandatory | x | ||||
| 107 | Inspections | Conduct Inspection | The system generates an inspection report and associates it to the linked record. | Functional | Mandatory | x | ||||
| 108 | Inspections | Conduct Inspection | The system allows staff to upload results and outcomes of inspection, including photographs and annotated maps. | Functional | Mandatory | x | ||||
| 109 | Inspections | Conduct Inspection | The system allows managers to review and approve inspection reports. | Functional | Mandatory | x | ||||
| 110 | Inspections | Conduct Inspection | The system notifies the record holder (project applicant, permit, complaint) when a new inspection report is uploaded to the record, unless staff or manager suspends the notification. | Functional | Mandatory | x | x | |||
| 111 | Enforcement | Manage Enforcement Actions | The system maintains a record of informal and formal enforcement actions associated to a project, permit, or complaint record. | Functional | Mandatory | x | x | x | x | |
| 112 | Enforcement | Manage Enforcement Actions | The system uses simplified workflow functionality (pending, open, closed) to manage, and track the status of, informal and formal enforcement actions. | Functional | Mandatory | x | ||||
| 113 | Enforcement | Manage Enforcement Actions | The system allows staff to track outcomes for enforcement actions. | Functional | Mandatory | x | ||||
| 114 | Enforcement | Manage Enforcement Actions | The system allows staff to search and view permit records that are out of compliance (missed a deadline, open enforcement action, open complaint). | Functional | Mandatory | x | ||||
| 115 | Enforcement | Manage Enforcement Actions | The system allows staff to add internal case notes and other forms of documentation (maps, photographs, etc.) to enforcement actions. | Functional | Mandatory | x | ||||
| 116 | Record Closure | Monitor Discharger Compliance | The system allows permittees to submit a request to close out their permit and any supporting documentation online. | Functional | Mandatory | x | x | |||
| 117 | Record Closure | Monitor Discharger Compliance | The system uses simplified workflow functionality (closure request received, under staff review, closed) to manage and track the status of requests for closing out permit records. | Functional | Mandatory | x | ||||
| 118 | Record Closure | Monitor Discharger Compliance | The system notifies permittees when a permit record has been closed. | Functional | Mandatory | x | x | |||
| 119 | Record Closure | Monitor Discharger Compliance | The system allows staff with special permissions to reopen a closed record. | Functional | Mandatory | x | ||||
| D-1 | General | Data Management | The system shall automatically flag discrepancies or outliers in applicant-submitted project information by evaluating the data against predefined business rules, historical data patterns, or threshold criteria. | Functional | Desirable | x | x | |||
| D-2 | General | Reporting | The system shall provide a public interface to search, view, and comment on public notices without requiring user accounts. | Functional | Desirable | x | x | x | x | |
| D-3 | General | Reporting n | The system shall allow administrators to configure, display, and update new performance measures. | Functional | Desirable | x | ||||
| D-4 | General | Data Management | The system shall be designed to support secure data exchange with external systems of unknown type or origin. | Functional | Desirable | x | x | |||
| D-5 | Inspections | Manage Complaint | The system shall enable two-way data exchange with an external system for complaint tracking and updates. | Functional | Desirable | x | x | |||
| D-6 | Application and Enrollment | Review Application | The system shall support integration with external geospatial databases to retrieve, display, and interact with location-based data. | Functional | Desirable | x | x | |||
| D-7 | Application and Enrollment | Submit Application | The system shall provide an interactive, searchable tool to find mitigation banks and in-lieu fee programs by watershed, credit type, availability, and resource type. | Functional | Desirable | x | x | |||
| D-8 | Billing | Payment Processing | The system shall be designed to support full integration with the organization's existing billing and payment systems to intake and process payments within the system. This includes the ability to exchange data related to fee assessments, invoicing, payment statuses, and transaction records. | Functional | Desirable | x | x | x |
(T4) Non-Functional Mandatory Request for Information (RFI) No. 25-280-001 RFI Response Worksheet
| (T4) Non-Functional Requirements | ||||
| NFR | Purpose | RFI Question | Response | Score |
(For Water Boards Use Only)
| Performance and Scalability | Assess ability to handle expected load and future growth | What throughput or response times are typical under standard load? |
| Security and Compliance | Alignment with standards (NIST, SOC2, etc.) | Describe your approach to NIST and data encryption. |
| Availability and Reliability | SLA targets, uptime metrics, redundancy | What SLAs (Service Level Agreements) are standard for this product? What is your typical or guaranteed uptime (expressed as a percentage, e.g., 99.9%)? |
| Maintainability and Upgradability | Vendor approach to updates, patches, API stability | How are patches, bug fixes, and minor updates delivered and applied? Are maintenance activities automated, or do they require customer involvement/downtime? |
| Usability and Accessibility | Ease of use, accessibility compliance (WCAG 2.1) | Describe the overall design philosophy and user experience approach of your system. Does your solution comply with recognized accessibility standards such as WCAG 2.1, Section 508? |
| Configurability | System adaptable and flexible to changes | Does your solution allow full configurability of screens, validations, functions, and behaviors by authorized users. |
NON-FUNCTIONAL MANDATORY
&P of &N &D
(T5) ROM Cost Estimate Request for Information (RFI) No. 25-280-001 RFI Response Worksheet
| (T5) Rough Order of Magnitude (ROM) Cost Estimate | ||||
| 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. | ||||
| Please refer to Tab 1 for completion instructions. | ||||
| A. Implementation | ||||
| Task Description | Estimated ROM Price | |||
| Project Management | $ | |||
| Detailed System Design | $ | |||
| Configuration/Development | $ | |||
| Software Modification/Customization | $ | |||
| Report Development | $ | |||
| Electronic Content Management (ECM) | $ | |||
| Interfaces | $ | |||
| Systems Integration | $ | |||
| Testing | $ | |||
| Training | $ | |||
| Knowledge Transfer | $ | |||
| Documentation | $ | |||
| Go-Live Support | $ | |||
| Other costs not listed above (please provide an explanation below) | $ | |||
| Other Costs Explanation: | ||||
| TOTAL (A) | $ - 0 | |||
| B. Maintenance | Estimated ROM Price | |||
| Year 1 | $ | |||
| Year 2 | $ | |||
| Year 3 | $ | |||
| TOTAL (B) | $ - 0 | |||
| C. Hosting (if applicable) | Estimated ROM Price | |||
| Year 1 | $ | |||
| Year 2 | $ | |||
| Year 3 | $ | |||
| TOTAL (C) | $ - 0 | |||
| D. Annual Licensing | Estimated ROM Price | |||
| Year 1 | $ | |||
| Year 2 | $ | |||
| Year 3 | $ | |||
| Please explain below variations in licensing programs (e.g., tiers)., if applicable. | ||||
| Vendor Response: | ||||
| TOTAL (D) | $ - 0 | |||
| Three Year Estimated ROM Total | Estimated ROM Price | |||
| A. Implementation Price Summary | $ - 0 | |||
| B. Maintenance Price Summary | $ - 0 | |||
| C. Hosting Price Summary | $ - 0 | |||
| D. Annual Licensing Price Summary | $ - 0 | |||
| TOTAL ESTIMATED ROM: | ||||
| (A)+(B)+(C)+(D) | $ - 0 |
File details come from the government source that posted it. Updated .