Sole_Source_Notification__All-Inclusive_Wildfire_Mitigation_Software.pdf

Sole Source Notification All-Inclusive

Wildfire Mitigation and Planning Software

State of Arizona Department of Forestry and Fire Management

Procurement Services 1110 West Washington, Suite 500 Phoenix, Arizona 85007

April 4, 2025

Purpose

Sole Source Definition: The term “sole source procurement” means a material or service procured without competition when:

1. There is only a single source for the material or service, or

2. No reasonable alternative source exists.

In accordance with A.R.S. § 41-2536 and A.A.C. R2-7-E301 Sole Source Procurements, this letter serves as notification to registered vendors within the State’s eProcurement System to invite comment on the sole-source request for three (3) working days.

This request is an opportunity for Suppliers to acknowledge whether the same services can be provided. Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within the published time frame will be reviewed.

The commenting period shall open on April 4, 2025 and close at 3pm (Arizona time) on April 9, 2025.

All comments shall be entered within the State’s eProcurement System, APP at www.app.az.gov.

For additional instructions on submitting your response, you may also contact the APP Helpdesk at (602) 542-7600 or visit the State Procurement Office’s Quick Reference Guides (QRGs) at https://spo.az.gov/app/supplier/QRG.

Notices

Department of Forestry and Fire Management (DFFM) anticipates entering into a 1-year, with up to four one (1) year renewal options, sole source agreement with Intterra Group to provide a fully integrated and customizable software for wildfire mitigation and planning.

Background and Justification for Sole Source

Intterra is the sole provider for license acquisition, software deployment, interface development and installation; including, ongoing support, maintenance, enhancements, which are all integral to DFFM wildfire mitigation efforts.

http://www.app.az.gov/ https://spo.az.gov/app/supplier/QRG

Sole Source Notification April 4, 2025

Proposed Scope of Work

1. Contractor Qualifications

1.1. Contractor shall provide all-inclusive out-of-the-box software that includes pre-planning, incident management, reporting, analytics; and, all associated maintenance, support, upgrades, and enhancements.

1.2. Contractor shall provide an all-inclusive customizable software that integrates the following systems:

1.2.1. Computer Aided Dispatch (CAD)

1.2.2. Integrated Reporting of Wildland-Fire Information (IRWIN)

1.2.3. United Stated Forest Service (USFS) Enterprise Geospatial Portal (EGP)

1.2.4. Flight Field Maps

1.2.5. Interagency Resource Order Capability (IROC)

1.2.6. Automatic Vehicle Locators (AVL)

1.2.7. Geographic Information System (GIS)

1.3. Contractor shall have licenses to access all of the required systems through data sharing agreements.

2. Contactor software shall:

2.1. Deliver real-time geospatial data.

2.2. Create map-based wildfire preplans for any region.

2.3. Monitor weather patterns, track fire progression, assess population density, and analyze vegetation types.

2.4. Have tools to allow users to collaboratively mark-up incident maps.

2.5. Provide real-time access to aerial data.

2.6. Provide direct access to high-resolution aerial imagery of wildfires.

2.7. Integrate ADOT GPS data into a mapping system to determine closest response to emerging wildfires or reports of smoke.

2.8. Serve as a comprehensive information hub for fire chiefs and shall integrate CAD, AVL, and GIS data to create a dynamic, common operational picture.

2.9. Provide the location and status of all incidents and resources in near real-time and shall be contextualized with local mapping data.

2.10. Provide live drive-time estimates, unit status, and unit availability.

2.11. Be compatible with any device.

2.12. Identify the distance between resources to wildfires, provide the exact number of threatened structures, and provide infrared videos and images.

3. Contractor’s Responsibilities

3.1. Contractor shall provide training materials and deliver Train-The-Trainer programs.

3.2. Contractor shall facilitate a meeting with DFFM leadership and GIS group to integrate available services and GIS layers with software.

3.3. Contractor shall hold a discovery meeting to understand DFFM user roles and responsibilities and workspace configurations.

3.4. Contractor shall hold a discovery meeting for adding external services, such as cameras, AVL, and other resources location services.

3.5. Contractor shall provide initial configuration and full environment setup.

4. State Responsibilities

4.1. DFFM shall assign a project manager who is responsible for directing, reviewing, and approving the Contractor’s work product and invoices.