Pre-Solicitation RFP 25-4-002-1 SMARA-4

The California Department of Technology (CDT) and the Department of Conservation (DOC) are seeking a comprehensive Surface Mining and Reclamation Act (SMARA) Case Management Software as a Service (SaaS) Solution through RFP 25-4-002-1. The procurement aims to replace existing disparate systems with a unified, secure platform supporting state oversight of mine reclamation, enabling mine operators and lead agencies to submit required data and documents electronically. Key deliverables include an integrated system with external-facing portals, internal workflow management, document management, reporting capabilities, and a Geographic Information System (GIS) interface. Bidders must meet stringent qualification requirements, including three years of experience in government projects, implementing complex IT projects, and developing cloud-based SaaS solutions. The evaluation process will use a two-phase approach with up to three bidders invited to negotiations, with cost weighted at 50% of available points (12,000 total points). Critical pre-solicitation dates include a vendor feedback deadline of October 15, 2025, solicitation release on November 14, 2025, final proposal submission by January 20, 2026, and contract award notification on April 22, 2026.

The contract will have a three-year base term starting April 15, 2026, with potential extensions up to nine years total, supporting up to 50 internal users and 1,000 external users. While no specific set-aside designations were explicitly mentioned, the RFP requires compliance with Americans with Disabilities Act (ADA) standards and state technological requirements. The proposed solution must integrate with existing state systems, including Azure Active Directory, and support multiple state agencies such as the State Mining and Geology Board (SMGB) and California Geological Survey (CGS). Vendor qualifications include demonstrating experience with government regulation administration, implementing IT projects over $5 million, and developing cloud-based SaaS solutions with contracts valued at $3 million or more. The cost workbook indicates flexibility in future procurement, with the state reserving the right to not utilize entire proposed quantities or contract amounts. While a specific budget range was not directly stated, the comprehensive requirements and multi-year contract structure suggest a significant investment in modernizing the state's mine reclamation management infrastructure.