RFP 24-00006 Amd 5.pdf

WASHINGTON DEPARTMENT OF FISH AND WILDLIFE

REQUEST FOR PROPOSALS AMENDMENT

RFP No.: 24-00006 Date Issued: January 13, 2024

Title: Electronic Licensing System Amendment No.: 5

Amendment Date: January 13, 2024

Purpose: To provide answers to follow-up questions received after December 13, 2024. Please note that WDFW is making a one-time exception to this deadline.

Change: See WDFW’s response to the vendor questions below.

Question 1: Regarding Tier 2 technical support (VEN 2.1) and the clarification on the purpose of the 24x7x365 Help Desk requirement to support WDFW system administrators and ensure continuous operations.

• A more detailed definition of Tier 2 technical support (e.g., types of issues handled, escalation processes).

• 2. Historical data on Tier 2 support over the past five years, such as the number of calls and total call minutes, ideally broken out by month.

Answer: Tier 2 technical support is defined as technical support provided by the vendor. The types of issues handled must include any that cannot be addressed by WDFW system administrators. The escalation process will be developed with the selected vendor and documented in the Project Management Process outlined in Schedule C of the Sample Contract. Per RFP requirement WBS 2.10, the system must be available with a 99.99% uptime every month for all users (including customers) 24/7, and 365 days a year, except during scheduled maintenance authorized by WDFW.

Per Performance Criteria ID #6 in the Sample Contract:

• Blocker issues must be resolved within twenty-four (24) hours.

• Critical issues must be resolved within seventy-two (72) hours.

Definitions:

• Blocker Defect: A defect that has critically compromised the production environment or is rendering the sale of any product inoperable. This means one or more sales channels are unable to successfully process sales, or a subset of users is unable to purchase a product or complete a process.

• Critical Defect: A defect that prevents a function of the System from being used and has no acceptable workaround. Despite this, all products remain sellable, and all sales channels can successfully process sales.

WDFW expects the vendor to have staff on call to respond to reports from WDFW system administrators about blocker or critical issues impacting the system.

Regarding the request for historical data on Tier 2 support, such as the number of calls and total call minutes broken out by month, we do not track after-hours Tier 2 support incidents as they are not a common occurrence. Following is a summary of defect tickets for the past four years.

Environment 2021 2022 2023 2024 Total Undocumented 105 24 8 14 151

UAT 26 35 33 32 126

Production 87 78 89 67 321

Question 2: Questions # 36, 40, 45, and 47 responses mention no existing document repository, document management or content management system.

Is the existing capture-digitization and document-content management software solution for the DFW Fish Program licensing included in this RFP requirements scope?

Answer: This RFP does not include a requirement for converting physical documents into digital formats

Question 3: Is the existing system to be interfaced with and/or the data migrated?

Answer: Yes, the data must be migrated. Refer to RFP requirements sections WEB 3.0 Data Migration and WEB 4.0 Data Management for more details.

Also, see Amendment 3 Q&A Nos. 38 and 41:

Question 38: Data migrations:

a. How many existing systems will be involved in the data migration, and can you provide a list of these systems along with their primary functions and data types?

b. Are there files to be migrated?

c. Can you share details of WDFW’s Records Retention Schedule to clarify the scope of historical data to be migrated?

Answer: Please see the General and DFW Records Retention Schedules in the WEBS document repository for detailed data retention requirements.

a. Data must be migrated from the current licensing system.

b. No, there are no files to be migrated.

c. In addition to the attached retention schedules, WDFW is required to maintain certain records to comply with legal, regulatory, and operational requirements.

Question 41: How much historical data will need to be migrated, and how is it currently stored?

Answer: The current production database is approximately 1.67 TB. In addition to the production database, WDFW staff have access to 5 real-time replications that are refreshed every 15 minutes when not in use. These replications are approximately 1.30 TB each.

The specific requirements for the data migration, including the number of tables and records, will be determined collaboratively with the vendor. Based on state records retention schedules, we do not intend to migrate all data. We do have artifacts from the last migration to use as a starting point for planning. This planning process will ensure that all necessary data is accurately and efficiently migrated.

Question 4: Based on data-document retention requirements mentioned in the DFW and General Retention Attachments released on 12/23/2024 – is the proposed solution to include a data-document archive repository for search and retrieval?

Answer: A document repository is not within the scope of this project; however, WDFW would consider this a value-added feature. Search and filter functionality is in scope. See RFP Requirements WBS 6.0, specifically:

WBS 6.7 The system must provide back-office search functionality for all components of the system.

WBS 6.8 During development, vendor must work with WDFW to define technical requirements for system search & filtering.

Question 5: In the RFP Section WBS 4.16 it says, “The system must be in MS-SQL database format”. We have a solution that runs on the PostGreSQL database, with the underlying query language being SQL.

Would that be acceptable? If not, would it be permissible to replicate the data to a Microsoft SQL Server database?

Answer: Yes, we are open to the use of a PostGreSQL database if it is replicated to a Microsoft SQL Server for WDFW report writers.

Question 6: Does a new Mobile App have to be developed to engage with the end-users along with the web-based system?

Answer: Yes, WDFW requires a fully integrated native mobile application that provides access to the customer-facing features of the web application and supports electronic harvest reporting. Please refer to RFP Attachment I System Requirements, specifically the Mobile Application sections MOB 1.0 through

MOB 6.0.

Question 7: If yes, will the WDFW Mobile Application Team manage the deployment to the Stores (Google Play Store and Apple App Store) for consumption, as they do with the other mobile applications?

Answer: WDFW will retain ownership of the app store accounts but will share access with the vendor for the purpose of publishing updates and managing deployments. The WDFW Mobile Application Team will manage the deployment to the Google Play Store and Apple App Store, ensuring consistency with the management of other mobile applications.

Question 8: Are the API-based mobile integrations requested as part of the RFP - the Fish Washington and my WDFW mobile apps?

Answer: Yes, the vendor-developed mobile application will be referred to as myWDFW. The vendor must collaborate with WDFW application developers to establish an A.P.I. that sends data to and collects data from the WDFW-supported Fish Washington mobile application. Please refer to RFP Attachment I System Requirements, specifically the Mobile Application sections MOB 1.0 through MOB 6.0.

Question 9: Does the WDFW mobile application team manage the internal mobile device access, using some Mobile Device Management (MDM) system? Is the MDM used Microsoft Intune or something else – please clarify?

Answer: Yes, the WDFW IT department manages internal mobile device access using a Mobile Device Management (MDM) system. The MDM system currently in use is Microsoft Intune.

Question 10: Could recommended “new” capabilities be introduced through the existing apps that users are familiar with?

Answer: WDFW has not yet deployed a mobile licensing application. It is expected that the selected vendor will develop and deploy a fully integrated mobile application that provides access to the customer-facing features of the new web application.