WaterTAP_Bidder_Conference_FINAL.pptx

Water Technical Access Portal (WaterTAP)

Solicitation No. 25-020-280

Bidder’s Conference 2 December 2025

2:00 PM

State Water Resources Control Board

California Water Boards

Agenda Purpose and Reminders State Team Introductions Executive Sponsor Opening Remarks Part 1: WaterTAP Project Overview Part 2: Request for Proposal (RFP) Overview Questions

Purpose and Reminders Purpose:

Modern RFP process and What SWRCB is seeking with the WaterTAP project Bidder’s Conference will not be recorded or transcribed WaterTAP is in active procurement Any comments and responses provided by the State are non-binding All correspondence must be directed through the Procurement Officer Official questions will be handled in writing using Attachment 1: Template for Question Submittal/Request for Changes in the solicitation due by 12 PM PST on December 8th, 2025

Questions?

Send to:

Nichole Gutiérrez Primary Procurement Officer nichole.gutierrez@state.ca.gov

Copy to:

Kerry Jones Secondary Procurement Officer Kerry.jones@state.ca.gov

Contact Person:

Contact Email and Phone Number:

State Team Introductions California Department of Technology (CDT), Office of Statewide Technology Procurement (OSTP) Nichole Gutiérrez, Primary Procurement Officer Kerry Jones, Secondary Procurement Officer

California State Water Resources Control Board (SWRCB) Darrin Polhemus, Executive Sponsor (Division of Drinking Water) Corey Dickman, Executive Sponsor (Division of Information Technology) Karen Nishimoto, Project Director (Division of Drinking Water) Joe Emond, Product Owner (Division of Drinking Water) Dirk Unger, Enterprise Application Architect (Division of Information Technology)

Executive Sponsor Opening Remarks Welcome to

Part 1: WaterTAP Project Overview

Impetuous for Change – Major Lead and Copper Regulation Updates Lead and Copper Rule Revisions (LCRR) Lead and Copper Rule Improvements (LCRI)

New Data Requirements:

40+ New Certifications Compliance Forms Data Collection – e.g., Lead Service Line Inventories Plan Collection / Review / Approval – e.g., Sampling Plans, Lead Service Line Replacement Plans Distribution System & Site Assessments School and Childcare Monitoring

Background

Current Regulatory Data Set Overview 7,200+ public water systems 56,000+ contacts information 112,000+ inspections 544,000+ regulatory documents 51,000+ physical locations & GIS coordinates Lead and Copper Rule 2,400+ lead service lines inventories Updated annually for next 10+ years Tracked at street address level Public notification requirements tracking Milestone compliance tracking Compliance Data Over 27 million electronic water quality results 80,000+ violations 113,000+ enforcement actions

Regulatory Responsibilities and Core Functions Regulates Over 7,200 Public Water Systems Communities, schools, prisons, businesses Performs Inspections Evaluates Treatment Efficacy Issues Permits Evaluates Drinking Water Quality Makes Compliance Determinations and Issues Enforcement Actions Regulatory Oversight Through:

Over 300 Division Staff:

30 Districts in 13 office locations

24 Counties delegated as Local Primacy Agencies

Existing Challenges Changing Data Needs New Regulatory Requirements Dispersed State-Wide Regulatory Implementation Inadequacy of Existing Tools Siloed Reporting Systems Siloed Data Publishing Lack of Transparency

Introduction of Systems

Problem Statement:

Numerous Disparate Methods of Data Collection Lack of Centralized Data Lack of Interoperability Difficulty Accessing Data Limited Transparency Increasingly Complex Regulations Increasing Staff Burden for Data Management

Solution:

Develop and Implement Consistent State-Wide Business Practices Develop and Implement a Data System, Which Supports Business Practices

WaterTAP

CLIP

SAFER Clearinghouse Childcare Lead Reporting eAR System Area Boundary Layer WQIr

DFA

DWR

OEHHA

Water Rights Monthly Reports

SWAT

Other Required Reporting Sanitary Surveys Public Dashboards & Data Portals Permits

DDW Databases

Other Gov. Agencies

Data / Document Submission

Report Generation Enforcement Documents Drinking Water Watch

USEPA

Introduction of Proposed System

Applications to Remain Applications replaced with WaterTAP

SDWIS

WaterTAP Project Objectives Better Data

Better Decisions

Improved Planning and Management Tools

Easier Access for Everyone

Increased Transparency and Accountability

Single, Enterprise-Wide Solution

WaterTAP Overview / Business Functions Contact Management and Credentialling Data / Document Submission / Management Workflow Routing Water System Record Management Milestone Tracking and Management Reporting / Transparency Customer Relationship Management

WaterTAP Proposed Approach & Timeline Contract Award – September 2026 Product Backlog Elaboration Phase Business Process Development User Story Development Construction Phase Pilot Deployment Production / Go-Live

Primary Platform: Salesforce, State hosted

Part 2: Request for Proposal (RFP) Overview

Modern Request for Proposal (MRFP) Overview This MRFP is published on Cal eProcure (Event ID: 0000037301) This MRFP will result in a single contract award Proposal responses are electronic The MRFP requires Bidders to use Electronic Vendor Application of Qualifications (eVAQ) (Refer to RFP Section 3.2.1) Up to the three highest scoring and compliant Bidders will proceed to Phase 2 The Contract shall be three (3) years, including the first year (12-month) of Maintenance and Operations (M&O) services, which shall run concurrently with the 12-month Warranty period. Design, Development, and Implementation (DD&I) must be completed within the first 21 months of the base term, followed by three (3) months of system stabilization and full system acceptance period.

The State, at its sole discretion, may exercise its option to execute a one (1) one-year extension for time-only to perform system implementation and full system acceptance. This time-only extension would be at the originally agreed-upon deliverable rates in EXHIBIT D: COST WORKBOOK specified in this Contract.

The State, at its sole discretion, may exercise its option to execute up to two (2) additional one-year (1-year) optional extensions to perform maintenance and operations for the maximum Contract term of six (6) years.

RFP Overview, cont’d Bidder Questions Ask questions when you are unclear – don’t guess All questions and requests for changes must go through the Procurement Officers Questions for Bidders’ Conference – responses are non-binding Narrative Response Requirements (Attachment 18 & Attachment 19) Critical piece of RFP response Refrain from using marketing content Page limits provide guidance on the level of detail the State seeks Each response must be specific to SWRCB and the WaterTAP requirements Do not include conditional statements, assumptions, or exception language with proposals Up to the three (3) highest scoring compliant Bidders will take part in Demonstrations and Interviews in Phase 2

Multi-Phase Solicitation

Phase 1

Release Solicitation

Conduct Bidder’s Conference

Bidders Develop and Submit Procurement Phase 1 Responses

State Evaluations

Notify Most Qualified Bidders to Move to Phase 2

Phase 2

Bidders Develop and Submit Procurement Phase 2 Responses

State Evaluations and Invitation to Continue

Bidder Demonstrations and Interviews

State Evaluations

State Releases Notification of Invitation to Negotiate

Phase 3

State/Bidder Negotiations

Bidder Submits Best and Final Offer

State Evaluations

Execute Contract

Next Steps

12:00 PM PST

12:00 PM PST

5 Last Day to Obtain eVAQ Approval and Submit Phase 1 Responses Due January 29, 2026

12:00 PM PST

12:00 PM PST

8* State's Evaluation of Phase 2 Responses and Invitation to Demonstrations and Interviews March 12- April 1, 2026

* Estimated date & time and may be adjusted without issuance of an addendum to this solicitation.

Solicitation Key Action Dates - Phase 2

* Estimated date & time and may be adjusted without issuance of an addendum to this solicitation.

Questions?

Send to:

Nichole Gutiérrez Primary Procurement Officer nichole.gutierrez@state.ca.gov

Copy to:

Kerry Jones Secondary Procurement Officer Kerry.jones@state.ca.gov

Contact Person:

Contact Email and Phone Number:

Thank you!

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