RFI_Questions_and_Answers.pdf

1. If this RFI greenlights a solicita on, what would the an cipated procurement meline look like?

An cipated in next 6 to 9 months.

2. Can you please provide me with the names and contract numbers of the incumbent vendors/contracts that are currently providing these services?

There are no contracts in place for these services. Current system is a home-grown system.

3. Approximately how many concurrent internal and external users will the system need to support and what is the expected growth in licensing applica ons in the next 5-10 years

CSBP es mated 5-year projec on for external users is 150,000 and internal users is 175 with an es mated 10% growth every 5 years.

4. Approximately how many workflows are handled as of today?

At minimum, we have an applica on workflow, renewal workflow and change no ces workflow.

Within these workflows there could be varia ons.

5. Are there specific payment processors that the State prefers and what payment methods does the State prefer (ACH, CC etc.)

"Payment Processors - All approved payment processors approved by the State of California.

Accepted payment methods are CC, Check, Cash and Money Order"

6. Does the State have a current hos ng environment (on-premises, cloud, hybrid) and if not, do they have a preference? If yes on cloud, do they have preferred/approved cloud pla orms?

Preference Solu on is SaaS/PaaS CLOUD first

7. What, if any, integra on methods are available for the legacy CAS system (e.g. API, database connector, file-based) and does the State need any other integra ons besides ATS and CAS? For example: FR77 states - “The system must support real me secure replica on of data to DCA's data warehouse”

DCA will provide API & documenta on on communica on with CAS. During the detailed requirements phase interfaces will be determined.

8. What are the biggest pain points for the Agency in the current process for the following:

1. Ini al License Request. 2. Renewal License Request

Pain points for:

Ini al License Request - collec ng online payments & online submission of applica ons.

Renewals - Board is unable to do all renewals online.

9. FR51 states - “The system will interface with DCA's inspec on system to send and receive informa on as per pre-defined contracts”. Could you please elaborate on what is DCAs inspec on system, its tech. stack and what types of data needs to be exchanged (viola ons etc.?)

Currently Pharmacy is leveraging a stand-alone system using ARinspect.

10. The system must provide authorized users ability to assign authorized users to a license by sending invita on to delegates to sign up. Please clarify this workflow.

For example of applica on workflow, please see here -h ps://www.pharmacy.ca.gov/forms/phy_app_pkt.pdf

11. The system allow to create scheduled jobs that may run based on business rules or interface.

The system must be able to self-recover from errors during scheduled job. Please describe the scheduled jobs in detail.

This will be determined in detailed requirements phase.

12. The system must have built in collabora on tools so the users can collaborate from within the system. Please elaborate on the exact defini on of collabora on. Are you referring to co-working on the same records with workflows to guide users or are you referring to collabora on tools like Microso Teams func onality?

Yes, collabora on on the same records at the same me.

Yes, collabora on using TEAMS, JIRA, etc.

13. "The system must allow forma ed PDF of all applica on forms. These PDFs shall not be rendered screenshots but exact replicas of published forms. Please elaborate on ""exact replicas PDF"" forms. Do you mean:

1. applicants download fillable PDFs then upload to the system -> system parse the informa on and save the values to records

2. User enters values into online forms and system populates those values into a pdf format (le er template)

3. user downloads PDFs"

The answer to "exact replicas PDF" is op on # 2.

However, the system must support all 3 op ons listed.

14. Please provide a list of all required system outputs, including reports, queries, and correspondences. If specific details are unavailable at this me, please indicate the total number of each output type required.

15. Can the agency clarify its preferences regarding vendor-hosted solu ons?

We are looking at a cloud based system first that is hosted in vendor infrastructure.

Can the State clarify its compliance expecta ons? Will there be mandatory requirements for SOC audits, StateRAMP, or FedRAMP cer fica on?

Yes

16. The RFI states: “The proposed solu on will need to support interac on with the legacy licensing database system, the Consumer Affairs System (CAS), which is a NATURAL/ADABAS mainframe applica on.” Does DCA an cipate a complete replacement of CAS? If so, which database systems (e.g., SQL, Oracle) would be considered for the replacement?

No

17. Please define what the “LOE/ROM Designa on” ranges equate to. Is the range determined by the total number of hours of all resources involved in the Implementa on and Ini al Configura on of the new solu on?

LOE = Level of Effort in Hours ROM = Rough of Magnitude in $$ DCA is looking for informa on to implement the system.

18. Our firm typically provides fixed price LOEs / ROMs and many of the Roles, Hos ng Services, and M&O categories do not apply. Is it acceptable for RFI responses to provide ranges for both Ini al

Implementa on and ongoing costs?

Yes.

19. How many DCA / CSBP staff users will access the system? Please provide a breakdown of the number of DCA employees that will be using the new solu on by DCA Program and role.

CSBP es mated 5 year projec on for external users is 150,000 and internal users is 175 with an es mated 10% growth every 5 years. For CSBP Organiza on chart please refer to -h ps://www.pharmacy.ca.gov/publica ons/sunset_2025_vol2.pdf

20. Does DCA have a required or desired page limit for responses?

No limit.

21. The RFI describes CSBP’s current situa on. When it comes to business moderniza on, does the State intend to also include CSBP’s enforcement processes, including performing inspec ons? If so, please elaborate on all processes to be supported by the future solu on and if bidders assume that the portable tablets for DCA staff and internet connec vity will be supplied by DCA?

Enforcement is not in scope for this project.

Inspec on por on of the applica on will be integrated with ARInspect

22. For data conversion requirements, please inventory all data sources, file formats, and size of the current data sets to be converted and migrated into the new system.

Data Conversion is not in-scope.

23. Does DCA desire to have the op on for staff to be trained on applica on administra on to make changes, updates, and add new capabili es to the system a er go-live? Or is DCA an cipa ng the vendor to perform future updates and changes (such as addi on of new license types, form configura on, business rule changes, etc.) to the system?

This will be a mix of DCA Staff and Vendor staff managing and enhancing the system.

24. Please provide an approximate number of standard email/correspondence templates that will be used by DCA that are to be integrated and automated by the system.

25. How many different or dis nct license applica on types will be supported in this solu on?

Please provide a comprehensive list.

CSBP has 39 Renewal types, 12 Change No ce types and 50 Ini al Applica on types. These are listed as requirements in the RFI A achment I – Requirements.

26. Please iden fy ALL other systems that the new solu on will need to integrate with (i.e. ATS, payment processor, etc.) along with an inventory of which interfaces will need to be whether a one-way (import or export) or two-way data exchange?

27. Please provide the annual number of applica ons / renewals processed by CSBP.

Please review CSBP's annual report Page # 118 -h ps://www.dca.ca.gov/publica ons/2023_annrpt.pdf

28. Can DCA provide an inventory of all the reports that need to be replicated within the new system?

This will be determined in detailed requirements phase. Majority of repor ng will be done through departments exis ng Data Warehouse solu on.

29. Due to the extensive requirements and mul ple documents, including 278 rows in A achment I, can DCA extend the RFI response deadline by at least 2-4 weeks

Due to ght meline, extension will not be possible.

30. How many users are expected to u lize the system? How many internal users? How many external users/licensees are expected to u lize the system? How many concurrent users are expected during peak periods?

CSBP es mated 5 year projec on for external users is 150,000 and internal users is 175 with an

31. Please list and describe the required internal and external interfaces, interface protocols, and integra ons for the new system.

32. In FR18, the requirement is “The system must logically group & display historical user data to user.” How many years of historical data is CSBP requiring to be migrated to the new system? Is there a requirement to access other systems to obtain historical data without migrate the data?

If so, what are those systems?

Reten on of historical data will be determined during the detailed requirements phase.

Data conversion is not in-scope.

The new system will not be required to access systems to obtain historical data in real- me.

33. Will incremental data migra on be required during implementa on?

No.

34. List and describe the systems CSBP is an cipa ng to decommission/re re with the implementa on of the new system.

ATS - Applica on Tracking System

35. How many and what types of documents are required for a license? Is CSBP expec ng historical documenta on to be migrated to the new system?

36. Please list and describe the current reports u lized by CSBP for reviewing applica ons, payments, educa on, etc.

37. Does DCA have an exis ng RTM tool or standard?

DCA leverages JIRA

38. Within the Requirements a achment, reference is made to the licensing system of record.

Please clarify whether the system of record is the Consumer Affairs System (CAS) or another system.

Yes. CAS is the licensing system of records.

39. When is CSBP an cipa ng star ng the project?

Fiscal Year 2026

40. Please describe what are change no ces and how these no ces would be reflected in the new system.

Change No ces are as required by law and they may be applica on or just no fica ons. They are necessary to update change to licenses. For example please see here -h ps://www.pharmacy.ca.gov/licensees/facility/change_facility_lic. shtml

These no ces would reflect as online applica on/form that can be filled out & submi ed in the new system.

41. Are there any exis ng APIs or integra on methods for the CAS system?

Yes. DCA has developed several API for accessing data in the CAS system.

42. "Requirement FR73 states: ""The system must have built in collabora on tools" Can you provide details on the type of collabora on tools you have in mind around this requirement? What are the required collabora on features?"

43. Are there any data synchroniza on requirements between the CAS and the proposed solu on?

Yes.

44. Will the State provide expected transac on volumes for the integra on between CAS and the proposed solu on?

45. "Requirement FR105 states: ""The system shall allow configurable purge/reten on schedule based on business rules" Does the Department have requirements for required reten on periods?

46. Describe whether there is a specific meframe (e.g., beginning of calendar year, fiscal year) where licenses are required to be submi ed and/or renewed.

No. Applica ons & Renewals are on rolling basis.

47. Does DCA prefer A achments I–III to remain separate, or may vendors consolidate them into a single document? Ar cula ng a solu on in a table’s column, specifically A achment II, does not lend itself to an easy read for evaluators and o en mes increases page count significantly.

Yes. Must remain separate.

48. Our licensing structure is based on Named Users, defined as "staff with access to the back-office so ware, regardless of whether such access is concurrent or consecu ve." Based on this defini on, how many Named Users does the agency an cipate for the new system?

49. What is the budget allocated for DCA’s new solu on?

To be determined a er RFI solu ons are reviewed.

50. Can you elaborate on the agency’s need for mobile inspec on and field inves ga on capabili es? If such a need exists, please provide: a. The es mated number of mobile devices that would require system access. b. The number of unique forms currently used in the field that would need to be integrated into the new system.

Inspec on is not in scope for this project.

Currently Pharmacy is leveraging a stand alone system using ARinspect.

51. Please iden fy any instances within the past 24 months where agency personnel have evaluated or discussed a poten al so ware applica on similar to the one described in this RFI. If applicable, provide the vendor names, dates of contact, and the nature of the discussions, including whether pricing was discussed.

This would be a PRA request, it’s not something that could be answered in the RFI.

52. If this RFI leads to an RFP, what is the an cipated release meframe, and what is the expected implementa on schedule?

An cipated solicita on in next 6 to 9 months. Es mated Implementa on Fiscal Year 2026.

53. Can DCA clarify the intended scope of the proposed solu on? Specifically, is the agency seeking to replace its Applicant Tracking System (ATS), or is a broader system replacement being considered? Sec on A states: “The proposed system will establish a Digital Ecosystem that focuses on governmental transparency through a robust, configurable online presence that may leverage exis ng systems of record. DCA intends to implement a replacement system at reasonable costs and with low risks by exploring the availability and use of IT solu ons.” Does this language suggest that DCA envisions a full system replacement in the future, with this ini a ve serving as the ini al phase?

Yes, this will replace ATS.

Broader system replacement is not in-scope of this RFI.

54. In A achment I, Requirements, does DCA expect the comments field to be addressed, or it used for when clarifica on from the vendor is required?

Comments field is for vendor to provide comments, if any.

55. “The system must provide authorized users ability to assign authorized users to a license by sending invita on to delegates to signup” Can DCA clarify this requirement?

For example of applica on workflow, please see here -h ps://www.pharmacy.ca.gov/forms/phy_app_pkt.pdf

56. “The system must allow authorized user to transfer/consolidate revenues between different transac on types” Can DCA clarify this requirement?

If a payment is made on the wrong applica on type and it needs to be transferred to another.

57. “The system shall provide an authorized, external user a list of available applica ons/transac ons in the user portal. The available transac ons shall be based on the license and license type the external user account is linked to, as well as open applica on status and current license expira on date” Can DCA provide an example of this requirement?

Some transac ons/applica ons can only be done in a specific part of the process or post licensure and for specific licensure. The system must allow to prevent opening applica ons that they aren’t ready for, or completely incorrect applica ons. The board should be able to decide what each applicant/licensee can select based on your business process.

Under Start a new applica on some op ons could be:

Pharmacist Intern- License Applica on Pharmacist Examina on Applica on Community Pharmacy Permit Applica on California Wholesaler License Applica on

Under Manage your license informa on, some op ons could be:

Change of Address of Record Change of Residence Address Change of Name Request Replacement License Request a License Verifica on

58. In A achment II, Ques on #29: “Please describe your typical support levels/ ers of support.

What ers is the vendor responsible for vs the State, For. E.g. Vendor will do Tier 3 & 4 but the State is responsible for Tier 1 & 2 (password resets minor configura on etc.) “ Can DCA expound on this example? What does Tier 3 & $ mean?

This is a mistake. It is Tier 3 & 4.

59. A achment I, Non-Func. Requirement tab does not provide response columns like those of func onal requirements tab. Where would you like vendors to provide responses to this tab.

Would it be appropriate to add a Yes/No column as well as a Comments column?

Response can be provided in Yes/No or the response can be descrip ve.

60. A achment II, 1 1. Are any of these requirements arduous? If so, please explain: Can the State provide a defini on of the term arduous within the context of how you would like vendors to respond to this ques on?

Arduous - means something that is very difficult, requiring a lot of effort, energy, or endurance.

It describes tasks or ac vi es that are challenging and hard to accomplish.

61. For named users licensing model, how many staff/named users will need regular access to the solu on? For licensee count licensing model, how many external/licensee users will use the system’s portal?

62. Can the State confirm the me for the response deadline? The RFI cover page indicates 9:00 am PST and Key Ac on Dates on page 3 states 5:00 pm PST.

Response deadline is 5:00 pm PST on February 28, 2025.

63. For so ware Product Licensing, can DCA please provide total concurrent internal users of the system