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                                 Re...
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       Minority Business Enterprise...
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                        KEY INFORMATION ...
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Pre-Proposal Conference: Friday, Se...
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                    SECTION 1:...
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MDE’s goal is to enhance the d...
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1.2 Non-Exclusive Use

     I...
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8   Data Conversion/Data Mi...
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22 Payment Schedule and Deliver...
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   parties’ responsibilities. ...
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accommodation.

1.6 Questions

...
SECTION 1 - 5                                                                       9/10/02a

after the due date for Propo...
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1.15 Compliance with the La...
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1.19 OFFEROR Responsibilities

...
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A current directory of MBE...
SECTION 1 - 5                                                                     9/10/02a

portions of this price at spec...
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       using the BLS-CPI - Seri...
SECTION 1 - 5                                                                    9/10/02a

Street, Baltimore, Maryland 212...
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incorporated by reference into ...
SECTION 1 - 5                                                                   9/10/02a

proposal and submittals in respo...
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                   SECTION 2:    ...
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                     SECTION...
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3.2 Phased Project Methodolog...
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otherwise substandard or if i...
SECTION 1 - 5                                                                   9/10/02a



MDE’s SNA-based network consis...
SECTION 1 - 5                                                                      9/10/02a

3.3.2   One Stop / Department...
SECTION 1 - 5                                                                    9/10/02a

           that Regulated Entit...
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3.4 Proposed COTS Software Su...
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SECTION 1: GENERAL INFORMATION.doc

  1. 1. SECTION 1 - 5 9/10/02a Request For Proposals MARYLAND DEPARTMENT OF THE ENVIRONMENT – ENTERPRISE ENVIRONMENTAL MANAGEMENT SYSTEM – SOFTWARE, IMPLEMENTATION AND MAINTENANCE SERVICES PROCUREMENT PROJECT NO.: U00R3200174 Maryland Department of the Environment Administrative and Employee Services Administration Issue Date: September 10, 2002 NOTICE Prospective Offerors who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and mailing address so that the amendments to the Request for Proposals (RFP) or other communications can be sent to them. 1
  2. 2. SECTION 1 - 5 9/10/02a Minority Business Enterprises are Encouraged to Respond to this Solicitation STATE OF MARYLAND NOTICE TO OFFERORS In order to help us improve the quality of State Proposal solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your Proposal. If you have chosen not to submit a proposal on this Contract, please fax this completed form to: 410-537-7054. Title: Maryland Department of the Environment – Enterprise Environmental Management System – Software, Implementation and Maintenance Services Project No.: U00R3200174 1. If you have responded with a “no bid” please indicate the reasons below: () Other commitments preclude our participation at this time. () The subject of the Contract is not something we normally provide. () We are inexperienced in the work/commodities required. () Specifications are unclear, too restrictive, etc. (Please explain in Remarks Section) () The scope of work is beyond our current capacity. () Doing business with Government is simply too complicated. (Please explain in Remarks Section) () We cannot be competitive. (Explain in Remarks Section) () Time allotted for bid/proposal is insufficient. () State-up time is insufficient. () Bonding/Insurance requirements are prohibitive. (Explain in Remarks Section) () Bid/Proposal requirements (other than specifications) are unreasonable or too risky. (Explain in Remarks Section) () MBE requirements. (Explain in Remarks Section). () Prior experience with State of Maryland contracts was unprofitable or otherwise unsatisfactory. (Explain in Remarks Section) () Payment schedule too slow. () Other: 2. If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the Remarks section below. (Use reverse or attach additional pages as needed.) REMARKS: Contractor Name: Date Contact Person: Phone Address: 2
  3. 3. SECTION 1 - 5 9/10/02a KEY INFORMATION SUMMARY SHEET STATE OF MARYLAND Request For Proposals Maryland Department of the Environment – Enterprise Environmental Management System – Software, Implementation and Maintenance Services Project No.: U00R3200174 RFP Issue Date: September 10, 2002 RFP Issuing Office: The Maryland Department of the Environment Project Manager: Lawrence Priebe, Deputy CIO Maryland Department of the Environment 1800 Washington Boulevard Baltimore, Maryland 21230 Office Phone- 410-537-3099 Fax Phone: 410-537-3093 e-mail: lpriebe@mde.state.md.us Contract Officer: Soraya Thompson-Brashears, Procurement Officer Maryland Department of the Environment 1800 Washington Boulevard Baltimore, Maryland 21230 Office Phone: 410-537-3075 Fax Phone: 410-537-7054 e-mail: sbrashears@mde.state.md.us Proposal(s) are to be sent to: Procurement Officer Maryland Department of the Environment Administrative and Employee Services Administration 1800 Washington Boulevard Baltimore, Maryland 21230 Attention: Soraya Thompson-Brashears 3
  4. 4. SECTION 1 - 5 9/10/02a Pre-Proposal Conference: Friday, September 27, 2002 at 9:00 AM 1800 Washington Boulevard Baltimore, Maryland 21230 Closing Date and Time: November 14, 2002 at 2:00 PM NOTE This RFP is available on the Internet currently at http://www.mde.state.md.us/procure/index.html - COMMODITIES or future MDE website at “Business Info Center – Procurement Opportunities” or “Work with MDE – Procurement Opportunities” or CD in MS Word, MS Excel. Potential Offerors wishing to receive this information on diskette may submit a written request along with four blank formatted 3-1/2" IBM compatible diskettes to the Issuing Office. Information supplied on diskette, CD, or obtained via the Internet is for convenience only. For copies of the written document, contact the Issuing Office. 4
  5. 5. SECTION 1 - 5 9/10/02a SECTION 1: GENERAL INFORMATION......................................................................11 1.1 Summary Statement..............................................................................................................11 1.2 Non-Exclusive Use..................................................................................................................13 1.3 Abbreviations and Definitions..............................................................................................13 1.4 Contract Officer/Procurement Officer ...............................................................................16 1.5 Pre-Proposal Conference.......................................................................................................16 1.6 Questions.................................................................................................................................17 1.7 Proposal Due Closing Date....................................................................................................17 1.8 Duration of Offer...................................................................................................................17 1.9 Revisions To The RFP...........................................................................................................17 1.10 Cancellations; Discussions...................................................................................................18 1.11 Oral Presentation.................................................................................................................18 1.12 Incurred Expenses...............................................................................................................18 1.13 Economy of Preparation......................................................................................................18 1.14 Protest/Disputes....................................................................................................................18 1.15 Compliance with the Law....................................................................................................19 1.16 Access To Public Records Act Notice.................................................................................19 1.17 Confidentiality......................................................................................................................19 1.18 Loss of Data..........................................................................................................................19 1.19 OFFEROR Responsibilities................................................................................................20 1.20 Mandatory Contractual Terms..........................................................................................20 1.21 Proposal Affidavit................................................................................................................20 1.22 Contract Affidavit................................................................................................................20 5
  6. 6. SECTION 1 - 5 9/10/02a 1.23 Minority Business Enterprise.............................................................................................20 1.24 Arrearages............................................................................................................................21 1.25 Procurement Method...........................................................................................................21 1.26 Contract Duration................................................................................................................21 1.27 Contract Type.......................................................................................................................21 1.28 Contract Price Adjustments................................................................................................22 1.29 Reciprocal Preference..........................................................................................................23 1.30 Verification of Registration and Tax Payment.................................................................23 1.31 Compensation and Method of Payment.............................................................................24 1.32 Best and Final Offers...........................................................................................................24 1.33 Acceptance of Terms and Conditions................................................................................24 1.34 Non-Visual Access................................................................................................................25 1.35 Intellectual Property............................................................................................................25 1.36 Incorporation by Reference................................................................................................25 1.37 Performance Bond...............................................................................................................26 1.38 Insurance..............................................................................................................................26 SECTION 2: SOURCE CODE ESCROW.......................................................................27 SECTION 3: STATEMENT OF WORK...........................................................................28 3.1 MDE’s Organizational Environment00...............................................................................28 3.2 Phased Project Methodology- Master Project Contract - Tasks Orders .........................30 3.2.1 IT Operating Environment................................................................................................31 3.2.2 State of Maryland Standards.............................................................................................32 3.3 COTS System Support of General Business Functionality Specifications.......................32 3.3.1Web/Database Interface.....................................................................................................32 3.3.2 One Stop / Department-Wide Integration.........................................................................33 3.3.3Regulated Entity.................................................................................................................33 3.3.4Location.............................................................................................................................33 3.3.5Standard language library..................................................................................................34 6
  7. 7. SECTION 1 - 5 9/10/02a 3.3.6Workflow...........................................................................................................................34 3.4 Proposed COTS Software Support of Business Functions Specifications .......................35 3.4.1 Permits and Applications..................................................................................................35 3.4.2 Compliance/Enforcement/Corrective Action....................................................................38 3.4.3 Remediation and Corrective Action..................................................................................41 3.4.4 Personnel...........................................................................................................................43 3.4.5 Managing Environmental Performance Data....................................................................43 3.4.6 Managing Environmental Monitoring Data......................................................................44 3.5 Proposed COTS Software Support of Technical Requirements.......................................45 3.5.1User Interfaces/System Navigation....................................................................................45 3.5.2External Database System Interfaces.................................................................................47 3.5.3Hardware, Software, and Communications Interface Specifications................................48 3.5.4 Web-based Intranet and Internet Information and Applications Specifications ..............49 3.5.5 COTS System Support of Architectural Specifications....................................................50 3.5.6 COTS Software Support of Access Specifications...........................................................51 3.5.7 COTS Software Support for Data Entry and Validation Specifications...........................51 3.6 COTS Software Support General System Specifications...................................................54 3.6.1 System Performance Metrics ...........................................................................................54 3.6.2 IT System Administration.................................................................................................55 3.6.3 Security............................................................................................................................55 3.6.4 Configuration Management..............................................................................................58 3.6.5 Disaster Recovery Management.......................................................................................58 3.6.6 Miscellaneous Technical Specifications...........................................................................59 3.6.7 Reporting...........................................................................................................................59 3.7 Technical Support Services-COTS Software Implementation .........................................61 3.7.1 Phase I-System Software Acquisition and Operational Model.........................................62 3.7.2 Phase II-Analysis System Software Fit (functional and technical) Assessment ..............63 3.7.3 Phase III - System Integration ..........................................................................................64 3.7.3.1 Phase III-A-System Implementation Detailed Design (SIDD)......................................64 3.7.3.2 Phase III-B – Modification, Development, Configuration, Integration and Test ........65 3.7.3.3 Phase III-C Data Conversion and Migration ................................................................66 3.7.3.4 Phase III-D Documentation...........................................................................................66 3.7.3.5 Phase III-E Implementation ..........................................................................................67 3.7.3.6 Phase III-F Training.......................................................................................................67 3.7.4Phase IV- Warranty and Maintenance Support ...............................................................68 3.7.4.1 Defects...........................................................................................................................69 3.7.4.2 Warranty Period.............................................................................................................69 3.7.4.3 Maintenance Period ......................................................................................................70 3.7.4.4 Single Point Of Notification for Warranty & Maintenance Support.............................71 3.8 Project Administration and Management Services............................................................71 3.8.1EEMS Project Management Methodology........................................................................73 3.8.2Milestones and Deliverables..............................................................................................73 7
  8. 8. SECTION 1 - 5 9/10/02a 3.8.3 00Progress Reporting........................................................................................................74 3.9 Project Personnel Services and Qualifications....................................................................75 3.9.1 Labor Categories And Qualifications...............................................................................76 3.9.1.1 Program Manager-*.......................................................................................................76 3.9.1.2 Project Manager-*..........................................................................................................77 3.9.1.3 Senior Computer Software/Integration Analyst-*.........................................................77 3.9.1.4 Senior Computer Specialist............................................................................................78 3.9.1.5 Computer Specialist.......................................................................................................78 3.9.1.6 Senior Computer Systems Analyst-*.............................................................................79 3.9.1.7 Junior Computer Systems Analyst.................................................................................80 3.9.1.8 Applications Programmer..............................................................................................80 3.9.1.9 Computer Systems Programmer....................................................................................81 3.9.1.10 Database Manager-*....................................................................................................81 3.9.1.11 Database Management Specialist................................................................................82 3.9.1.12 Quality Assurance Manager.........................................................................................82 3.9.1.13 Quality Assurance Specialist.......................................................................................83 3.9.1.14 Senior Systems Engineer.............................................................................................83 3.9.1.15 Systems Engineer.........................................................................................................84 3.9.1.16 Software Engineer........................................................................................................84 3.9.1.17 Senior Computer Security Systems Specialist.............................................................84 3.9.1.18 Computer Security Systems Specialist........................................................................85 3.9.2.19 Testing Specialist-*......................................................................................................85 3.9.1.20 Training Specialist/Instructor *....................................................................................86 3.9.1.21 Documentation Specialist............................................................................................86 3.9.1.22 Technical Writer/Editor...............................................................................................87 3.9.1.23 Project Control Specialist............................................................................................87 3.9.1.24 Internet/Intranet Site Developer...................................................................................87 3.9.1.25 Internet/Intranet HTML Developer..............................................................................88 3.9.2 Key Personnel Profiles......................................................................................................88 3.10 00Invoices..............................................................................................................................88 3.10.1 0Submission Schedule....................................................................................................89 3.10.2 Invoice Submission Procedure........................................................................................89 3.10.3 Payments........................................................................................................................89 3.11 Acceptance Criteria.............................................................................................................90 3.12 00Substitution of Personnel................................................................................................91 3.13 Privacy..................................................................................................................................92 3.14 Ownership.............................................................................................................................92 3.15 00Place of Performance.......................................................................................................92 3.16 00Hours of Work..................................................................................................................92 8
  9. 9. SECTION 1 - 5 9/10/02a 3.17 00Security.............................................................................................................................92 3.18 Century Compliance Warranty..........................................................................................92 3.19 Facilities, Supplies, and Services........................................................................................93 3.20 Software General All OFFERORS shall:..........................................................................93 3.21 00Information Sources........................................................................................................94 SECTION 4:000 PROPOSAL FORMAT.........................................................................95 4.1 Two Part Submission.............................................................................................................95 4.2 Submission .............................................................................................................................95 4.3 Proposals.................................................................................................................................95 4.4 Format of Volume I – Technical Proposal...........................................................................95 4.5 Transmittal Letter.................................................................................................................96 4.6 Title Page................................................................................................................................96 4.7 Table of Contents..................................................................................................................97 4.8 Executive Summary..............................................................................................................97 4.9 Project Management .............................................................................................................97 4.10 OFFEROR Experience and Capabilities.........................................................................100 4.11 Proposed Software and Tools ..........................................................................................101 4.12 Financial Capabilities and Insurance .............................................................................101 4.13 Legal Actions Summary....................................................................................................102 4.14 Economic Benefit Factors..................................................................................................102 4.15 Required Submissions to be Provided by OFFEROR....................................................103 4.16 Format of Volume II – Financial Proposal......................................................................103 4.17 Price Proposal Form..........................................................................................................104 4.18 Labor Category Rate.........................................................................................................104 ....................................................................................................................................105 9
  10. 10. SECTION 1 - 5 9/10/02a SECTION 5: 000EVALUATION CRITERIA AND SELECTION PROCEDURES.........106 5.1 Selection Process .................................................................................................................106 5.2 Technical Proposal Evaluation Criteria............................................................................107 5.2.1The Technical Proposal....................................................................................................107 5.2.2OFFEROR Experience and Capabilities..........................................................................107 5.2.3Project Management........................................................................................................108 5.2.4Financial Stability (see section 4.12, 4.13)......................................................................108 5.2.5General Economic Benefit to Maryland (see Section 4.14)............................................108 5.3 Reciprocal Preference..........................................................................................................108 5.4 Financial Proposals Evaluation Criteria...........................................................................109 10
  11. 11. SECTION 1 - 5 9/10/02a SECTION 1: GENERAL INFORMATION 1.1 Summary Statement A. Background Most State environmental permitting programs were consolidated in the Department of the Environment (MDE) when it was created in 1987 and throughout the transfer of additional permitting programs to MDE in 1995. The Department’s mission is to protect and preserve the State's environmental resources, and the health and welfare of Maryland citizens. MDE fulfills its mission through its environmental permitting and enforcement activities and the promulgation of regulations, performance of long-term planning and research, and provision of technical assistance to industry and communities working to reduce pollution. The Department's four principle environmental Administrations are the Air and Radiation Management Administration; the Technical and Regulatory Services Administration; the Waste Management Administration; and the Water Management Administration. A fifth Administration, Administrative and Employee Services, is responsible for managing personnel, fiscal and procurement activities. The agency operates a Baltimore-based headquarters with regional facilities located in Annapolis (2), Frostburg, Centerville, Cambridge, Salisbury, Westport, Hagerstown and Prince Frederick. MDE presently employs a staff of over 1000 which is predominantly comprised of engineers and scientists. Approximately 850 employees are located at headquarters. An organizational chart of the Agency is attached as Attachment G. B. Intent of this RFP MDE is currently operating over 177 separate permitting, compliance and enforcement databases. These information technology (IT) business application systems currently in use by MDE were typically developed to support the needs of a specific regulation, business activity or the environmental media (ie, air, water, waste). As a result of this development process, the current standalone systems have extremely limited interfaces with the systems used to support other media types, or even other business requirements within the same media. Operating numerous databases has also resulted in duplicate data entry, redundancy of stored data, and reduced system efficiency. Through this procurement, MDE is seeking to replace multiple databases and corresponding applications with a single, integrated database, Enterprise Environmental Management System (EEMS), that would, to the maximum extent possible, allow MDE to standardize its business processes across all media and all administrations. MDE is seeking proposals to acquire and integrate a proven Commercial-Off-The-Shelf (COTS) environmental management system that is based upon a centralized database and electronic processing of environmental permitting, reporting, enforcement and compliance activities. 11
  12. 12. SECTION 1 - 5 9/10/02a MDE’s goal is to enhance the delivery of services to the public and regulated parties, improve the efficient use of the Department’s human and financial resources and improve performance of MDE’s mandate to protect public health and the environment. A single OFFEROR will be selected to provide a COTS system, and implementation and support activities in the following phased approach: Phase I - System Software Acquisition and Operational Model-The Contractor must provide a production capable COTS software and make it operational on the Department’s development server environment as MDE’s Working System Model that will support the assessment activity at MDE for subsequent Phase II; Phase II - Analysis of Software Fit (Functional and Technical Assessment)-The Contractor must provide the expertise to assess MDE’s current business functions, technical architecture, and related needs using the Working System Model to create an accurate assessment and System Software Sit Report that will outline requirements to successfully implement the COTS software in a production environment. Phase III - System Implementation-The Contractor must provide a System Implementation Detail Design (SIDD) document detailing all developmental tasks, staffing requirements, schedules and costs for business functions to be included in the system. The Contractor must perform programming, unit testing, system testing, integration testing, regression testing, and stress testing of the integrated software based on the specifications in the SIDD. The Contractor must develop training materials and a training program for administrative and technical staff. The contractor must provide the data migration effort necessary for the business function support of the integrated COTS. The Contractor must install the integrated COTS software into the production environment; Phase IV - Operations and Maintenance Support-The Contractor must provide support of the system for the contract period as described in Section 3.7.4.3 after the mandatory warranty periods have expired. This RFP is intended to generate the Master Contract, which will be further comprised of multiple, individual Task Orders used to incrementally develop the project in the phases described above. These Tasks Orders will be executed for all of Phase III to accommodate a specific assembly of prioritized MDE programs and defined subsequent work to facilitate implementation of the COTS software. MDE will identify and prioritize the assembly of programs in each Task Order based on several selection factors, i.e. level of effort for integration required for the proposed COTS software to meet programs needs, political mandates, and funding. MDE will provide written notice to the Contractor to commence work on each Task Order. MDE will continuously assess the viability of the project based upon the Contractor’s performance of completed and on-going phases and judge the Contractor’s ability to complete subsequent phases. MDE may terminate any Task Orders and/or Master Contract at any time if contract deliverables provided are sub-standard, do not meet specifications, are not provided within the time period specified in each Task Order, or if in the best interests of the State. 12
  13. 13. SECTION 1 - 5 9/10/02a 1.2 Non-Exclusive Use It is the State's intention to obtain goods and services, as specified in this RFP, from the contract between the selected Contractor and the State. However, these contracts will not be construed to require the State to procure exclusively from the Contractor. The State reserves the right to procure goods and services from other sources when it is in the best interest of the State to do so and without notice to the Contractor. The State makes no guarantee to the selected OFFEROR that the State will purchase any minimum or maximum amount of goods and services. The resulting contract will fix the unit prices for the term of the contract and any subsequent renewal period for any goods or services ordered by the State. 1.3 Abbreviations and Definitions For the purposes of this RFP, the following definitions and abbreviations have the meaning indicated below. The OFFEROR acknowledges understanding and agreement with these definitions. 1 Contract Documents - In order of precedence, the Master Contract resulting from this procurement, all Statements of Work issued as Task Orders, as each may be amended from time to time, this RFP, and OFFEROR’s Technical and Financial Response as submitted in response to this RFP. 2 Change Order - Changes in the scope of work or project plans, which are approved and agreed to in writing by MDE and the Contractor. 3 Consultant – The entity (OFFEROR) that responds with a proposal under the procedures as described in this RFP. 4 Contract – Means the agreement for the provision of items of tangible personal property or services described herein. 5 Contract Officer - The individual identified in section 1.4 in this RFP, or any successor as may be named by MDE. 6 COTS software – Means the Commercial-Off-The-Shelf enterprise environmental database software product/application being procured and implemented under this RFP that will be integrated to provide the business process support for MDE’s environmental regulatory programs. Once delivered and accepted by MDE for production use, the COTS software becomes the EEMS system. 7 Cutover - The time, tasks and activities required to move the current information system out of production and move the new information system into production. This event usually occurs over a weekend so that business operations are not impacted. 13
  14. 14. SECTION 1 - 5 9/10/02a 8 Data Conversion/Data Migration - The process of converting data from the existing information system into a format that is recognizable to the new information system, and then moving the converted data from the old system to the new system. 9 DBM - The Maryland Department of Budget and Management 10 Deliverables - Means any tangible material to be developed and/or delivered by the Contractor to MDE that is designated in a Task Order/Statement of Work as being subject to a formal acceptance process. These deliverables may be either Written Deliverables (such as reports, systems designs, documentation) or Software Deliverables. 11 EEMS - Means the Enterprise Environmental Management System that is the collection of COTS software and all associated data files, the underlying Relational Database Management System, and any and all modules, modifications, and functionality that has been delivered, integrated and accepted into MDE’s production environment. 12 Fully Loaded Rate - The inclusion in labor category billing rates of all profit, direct and indirect costs associated with performing a requested service. The indirect costs shall include all costs that would normally be considered General and Administrative costs. 13 Implementation - Means all activities that are required to put the system into operation. 14 IT - means Information Technology. 15 License Agreement - Means a document that demonstrates proof that a software product has been lawfully purchased by MDE and is being lawfully utilized by the prescribed number of users. 16 Local Time – Time in the Eastern Time Zone as observed by the State. 17 MDE - Means the Maryland Department of the Environment. 18 Milestone Met Payment Schedule - Means a mutually agreed upon schedule of payments to be made only upon Acceptance of Deliverable(s). 19 Non-Software Deliverable - Means any plan, analysis, standard, documentation, manual, procedure, test, training, support or any other item in any Project Plan that is not specifically excluded in writing by the Contractor. 20 Proprietary Software – Means a program owned or copyrighted that is available for use only through purchase and/or license to MDE under a license agreement pursuant to the specifications of this RFP. 21 OIMT - MDE’s Office of Information Management and Technology. 14
  15. 15. SECTION 1 - 5 9/10/02a 22 Payment Schedule and Deliverable List - Means the mutually agreed upon Project schedule documented in the applicable Task Order/Statement of Work for the delivery of services, the Deliverables, and the amount that the State is obligated to pay the Contractor for completion of such Deliverables. 23 Offeror - The entity (Consultant) that responds with a proposal under the procedures as described in this RFP. 24 Procurement Officer - The individual identified in Section 1.4 in this RFP, or any successor as may be named by MDE. 25 Project - Means collectively the analysis, design, development and implementation services and associated Deliverables to be performed by the Contractor as described in the Project Plan. 26 Project Manager - The individual identified in section 1.4 in this RFP, or any successor as may be named by MDE. 27 Project Plan - Means a mutually agreed upon document that sets forth at a detailed level the responsibilities and tasks that the parties each have under a particular Statement of Work. The Project Plan will include such items a description of the services to be performed, the location of the work to be performed, list of resources that will be provided, the names of Project Manager and staffing, reporting requirements, milestones, timeline and description of the deliverables. A Project Plan may be amended from time to time in writing, as mutually agreed to by both parties. Each amended Project Plan, when approved by both parties in writing, will supersede all prior Project Plans with respect to the applicable Statement of Work for the Task Order. 28 Regulated Entity – Means any facility, site, person or object that must, due to the nature of its operation or involvement in producing a byproduct that is introduced into the environment, apply for, receive and comply with appropriate State environmental permits, licenses, registrations or certifications. 29 RFP – This Request for Proposals for the Maryland Department of the Environment Enterprise Environmental Management System – Software, Implementation and Maintenance Services, Project Number U00R3200174, dated September 10, 2002. 30 Rollout - Means the process of migrating system users and business functions from current information systems to the EEMS system in phases over a specified period of time. 31 Services - Means the consulting, software development, maintenance and other professional services provided by Contractor pursuant to a Statement of Work. 32 Statement of Work / Task Order - Means a mutually agreed document signed by an authorized representative of both parties under which Contractor agrees to perform Services at a Not-To-Exceed Price for MDE and that describes the Services to be performed and both 15
  16. 16. SECTION 1 - 5 9/10/02a parties’ responsibilities. The terms “Statement of Work” and “Task Order” may be used interchangeably. 33 System - The fully functional, integrated data management application designed/configured in accordance with the mutually agreed and accepted Master Contract/Task Order together with support documentation, integrated and installed for the MDE. 1.4 Contract Officer/Procurement Officer Contract Officer/Procurement Officer The sole point of contact in the State for purposes of this RFP is the Contract Officer/Procurement Officer at the address listed below: Soraya Thompson-Brashears, Procurement Officer Maryland Department of the Environment 1800 Washington Boulevard Baltimore, Maryland 21230 Telephone #: 410-537-3075 Fax #: 410-537-7054 E-mail: sbrashears@mde.state.md.us 1.5 Pre-Proposal Conference A Pre-Proposal Conference will be held at Montgomery Park Business Center, 1800 Washington Boulevard, Baltimore, Maryland 21230 on Friday, September 27, 2002 at 9:00 AM. Attendance at the Pre-Proposal Conference is not mandatory, but all interested OFFEROR(s) are encouraged to attend in order to facilitate better preparation of their proposals. In addition, attendance may facilitate the OFFEROR(s) understanding to meet the State’s Minority Business Enterprise (MBE) goals. The conference will be transcribed. A copy of the transcript of the Pre Proposal conference will be made available to potential OFFEROR(s) at a nominal charge directly from the transcription company. The identity of the company and details of how to obtain a transcript copy will be provided at the conference. In addition, a summary of the Pre-Proposal Conference and all questions and answers known at that time will be distributed, free of charge, to all prospective OFFEROR(s) known to have received a copy of this RFP. In order to assure adequate seating and other accommodations at the Pre Proposal Conference, it is requested that by 4:00 p.m. (Local Time) on September 20, 2002, all potential OFFEROR(s) planning to attend, return the Pre-Proposal Conference Response Form or call the MDE Contract Officer at (410) 537-3075 with such notice. The Pre-Proposal Conference Response Form is included as Attachment F to this RFP. Sign language interpretation and/or if there is a need for other special accommodations due to a disability can be made available if requested with at least five days advance notice. MDE will make reasonable efforts to provide such special 16
  17. 17. SECTION 1 - 5 9/10/02a accommodation. 1.6 Questions The Procurement Officer will accept written questions from prospective OFFEROR(s) prior to the pre-proposal conference. As reasonably possible and appropriate, such questions will be answered at the pre-proposal conference. (No substantive question will be answered prior to the pre-proposal conference.) Questions may be submitted to the Procurement Officer by mail, facsimile, or by e-mail by at least five (5) days prior to the pre-proposal conference. Questions, both oral and written, will also be accepted from prospective OFFEROR(s) attending the pre- proposal conference. As reasonably possible and appropriate, these questions received will be answered at the pre-proposal conference. Questions will also be accepted subsequent to the pre-proposal conference. All post-conference questions should be submitted in a timely manner to the Procurement Officer only. In case of questions not received in a timely manner, the Procurement Officer shall, based on the availability of time to research and communicate an answer, decide whether an answer can be given before the proposal due date. Answers to all questions that have previously been answered, and are not clearly specific to the requestor, will be distributed to all OFFEROR(s) who are known to have received a copy of the RFP. 1.7 Proposal Due Closing Date An unbound original and nine (9) bound copies of each proposal must be received by the Procurement Officer no later than 2:00 PM. (local time) November 14, 2002 in order to be considered. Requests for extension of this date or time will not be granted. OFFEROR(s) mailing proposals should allow sufficient mail delivery time to ensure timely receipt. Except as provided in COMAR 21.05.02.10, proposals received after the due date, November 14, 2002 at 2:00 PM. (local time) will not be considered. Proposals may not be submitted by e-mail or facsimile. Proposals shall not be opened publicly, and the identity of an OFFEROR shall not be disclosed prior to contract award. 1.8 Duration of Offer Proposals submitted in response to this RFP are irrevocable for 180 days following the closing date for proposals or Best and Final Offers (BAFOs), if requested. This period may be extended at the Procurement Officer's request and the OFFEROR(s) written agreement. 1.9 Revisions To The RFP If it becomes necessary to revise this RFP before the due date for submission of Proposals, amendments will be provided to all prospective OFFEROR(s) that were sent this RFP or that otherwise are known by the Procurement Officer to have obtained this RFP. Amendments made 17
  18. 18. SECTION 1 - 5 9/10/02a after the due date for Proposals will be sent only to those OFFEROR(s) who submitted a timely proposal. Acknowledgment of the receipt of all amendments to this RFP issued before the Proposal due date must accompany the OFFEROR’(s) Proposal in the Transmittal Letter accompanying the Proposal. Acknowledgement of the receipt of amendments to the RFP issued after the Proposal due date shall be in the manner specified in the amendment notice. Failure to acknowledge receipt of amendments does not relieve the OFEROR(s) from complying with all terms of any such amendment. 1.10 Cancellations; Discussions The State reserves the right to cancel this RFP, accept or reject any and all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified or potentially qualified OFFEROR(s) in any manner necessary to serve the best interests of the State of Maryland. The State also reserves the right, in its sole discretion, to award a contract based upon the written proposals received without prior discussions or negotiations. 1.11 Oral Presentation OFFEROR(s) may be required to make oral presentations with a demonstration of the proposed COTS software to State representatives in order to clarify their proposals. Significant representations made by an OFFEROR during the oral presentation must be reduced to writing. They will become part of the OFFEROR’S proposal and are binding if the contract is awarded. 1.12 Incurred Expenses The State will not be responsible for any costs incurred by an OFFEROR(s) in preparing and submitting a proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities relative to this solicitation. 1.13 Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the OFEROR’S Proposals to meet the specifications of this RFP. Failure to follow any of the proposal preparation instructions may constitute reason for disqualification of the offer. Promotional declarations of the OFFEROR’S organizational accomplishments are not encouraged. 1.14 Protest/Disputes Any protest or dispute related respectively to this solicitation or the resulting contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies). 18
  19. 19. SECTION 1 - 5 9/10/02a 1.15 Compliance with the Law By submitting a proposal in response to this RFP, the OFFEROR, if selected for award, agrees that it will comply with all Federal, State and local laws applicable to its activities and obligations under the contract. 1.16 Access To Public Records Act Notice An OFFEROR(s) should give specific attention to the clear identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Access to Public Records Act, Title 10, Subtitle 6, of the State Government Article of the Annotated Code of Maryland. Information that is confidential is to be placed in the Executive Summary in the OFFEROR’S Technical Proposal, and if applicable, also in it’s Financial Proposal. OFFEROR’S are advised that, upon request for this information from a third party, the Procurement Officer is required to make an independent determination as to whether the information may be disclosed (see COMAR 21.05.08.01) 1.17 Confidentiality Subject to the Maryland Public Information Act and any other applicable laws, all confidential or proprietary information and documentation relating to either party, (including without limitation, any information or data stored within the Contractor’s computer systems) shall be held in absolute confidence by the other party. Each party shall, however, be permitted to disclose relevant confidential information to its officers, agents and employees to the extent that such disclosure is necessary for the performance of their duties under this Contract, provided the data may be collected, used, disclosed stored and disseminated only as provided by and consistent with the law. The provisions of this section shall not apply to information that (a) is lawfully in the public domain; (b) has been independently developed by the other party without violation of the Contract; (c) was already in the possession of such party, (d) was supplied to such party by a third party lawfully in possession thereof and legally permitted to further disclose the information or (e) which such party is required to disclose by law. 1.18 Loss of Data In the event of loss of any State data or records where such loss is due to the intentional act or omission or negligence of the Contractor or any of its subcontractors or agents, the Contractor shall be responsible for recreating such lost data in the manner and on the schedule set by the Procurement Officer. 19
  20. 20. SECTION 1 - 5 9/10/02a 1.19 OFFEROR Responsibilities The selected OFFEROR shall be responsible for all products and services required by this RFP. Sub-contractors, excluding those used solely to meet MBE participation goals, must be identified and a complete description of their role relative to the proposals must be included in the OFFEROR’S proposals. Additional information regarding MBE sub-contractors is required under paragraph 1.23 below. 1.20 Mandatory Contractual Terms By submitting an offer in response to this RFP, an OFFEROR, if selected for award, shall be deemed to have accepted the terms of this RFP and the Contract, included as Attachment A. Any exceptions to this RFP or to the Contract must be clearly identified in the Executive Summary of the technical proposal. A proposal that takes exceptions to these terms may be rejected. 1.21 Proposal Affidavit A proposal submitted by an OFFEROR must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment B of this RFP. 1.22 Contract Affidavit All OFFEROR(s) are advised that if a contract is awarded as a result of this solicitation, the successful OFFEROR will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational purposes as Attachment C of this RFP. This Affidavit must be provided within five-business days following notification of proposed contract award. 1.23 Minority Business Enterprise This RFP is designed to encourage the participation of minority persons (members of a group) as defined in Section 14-301(e)(1)(ii) of the State Finance and Procurement Article and minority business enterprises as defined in Section 14-301(e) of the State Finance and Procurement Article. A minority business enterprise participation goal of 25% has been established for this solicitation. This goal includes the participation of seven percent (7%) African American owned businesses and ten percent (10%) female owned businesses. The OFFEROR shall structure its awards of subcontracts under this contract in a good faith effort to achieve this goal in subcontract awards to businesses certified by the State of Maryland as minority owned and controlled. The Issuer also encourages OFFERORS to include minority business enterprises and minority persons as direct participants in their EEMS bid. The Issuer encourages minority business enterprises to respond to this RFP either independently or as part of a joint venture. OFFERORS are encouraged to submit proposals that reflect the significant participation of minority persons and/or minority business enterprises. MBE requirements are specified in Attachment D of this RFP. 20
  21. 21. SECTION 1 - 5 9/10/02a A current directory of MBEs is available through the Maryland State Department of Transportation, Office of Minority Business Enterprise, and P. O. BOX 8755, B.W.I. AIRPORT, MARYLAND 21240-0755. The phone number is (410) 865-1269. The most up-to-date MBE directory is also available at http://www.mdot.state.md.us (select the MBE Program label). 1.24 Arrearages By submitting a response to this solicitation, each OFFEROR represents that it is not in arrears in the payment of any obligations due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become in arrears during the term of the contract if selected for contract award. 1.25 Procurement Method This contract will be awarded in accordance with the competitive sealed proposals process under COMAR 21.05.03. 1.26 Contract Duration The Master Contract resulting from this RFP shall be for a three (3) year period, with service beginning upon approval of the Maryland Board of Public Works (BPW). Initiation of contract services shall commence upon acknowledgement by MDE with a formal Notice To Proceed issued by the State that the successful OFFEROR can successfully begin providing service. A Task Order end date may extend beyond the termination date of the Master Contract by no more that 12 months. Task Orders for provision of services beyond the Master Contract termination date will be billed at the then current year rates for the period of time that extends beyond the Master Contract termination date. The State, at its sole option, shall have the right to extend the Master Contract term for up to two additional, successive one-year terms beyond the initial 3-year term. Any such contract extension may be exercised by the State for a full one-year term. 1.27 Contract Type The Master Contract shall be an Indefinite Quantity contract as defined in COMAR 21.06.03. Task Orders may be Fixed Price (FP) or Time and Materials (T&M), at MDE’s discretion. Fixed Price is a type of payment for performing a Task Order Agreement whereby the exclusive payment to the Contractor will be the firm, fixed price quoted by the Contractor in its Task Order Request response. The Contractor must fully perform the Task Order for this price, regardless of its actual cost to do so or its level of profit or loss. As per the specific terms of a Task Order, the Contractor may be paid the entire price upon completion of a Task Order, or may be paid 21
  22. 22. SECTION 1 - 5 9/10/02a portions of this price at specified stages of completion, so long as the sum of such payments do not exceed the fixed price. Fixed Price Task Orders are not subject to the adjustment provisions of Section 1.28. Not to Exceed (NTE) Ceiling (Cap) pertains only to Time and Materials Task Order Agreements awarded under this RFP. For Time and Materials Task Order Agreements it means a discrete dollar amount listed in the Task Order Agreement that may not be exceeded without the written approval of the Procurement Officer. Services rendered in excess of the NTE without approval of the Procurement Officer are rendered by Contractors at the risk of non-payment in the event the Procurement Officer declines to increase the ceiling. Material charges cannot exceed the Contractor’s invoiced cost of materials. Materials consumed by the Contractor specifically for this contract will not be invoiced separately and should be included in your overhead. Fixed Houly Labor Category Rates are fully loaded hourly rates established in the Master Contract that include all direct and indirect costs and profit for the Contractor to perform Time and Materials type of Task Order. 1.28 Contract Price Adjustments A) Services Prices Adjustment At least ninety (90) days prior to the third contract anniversary date, and each contract option year, the Contractor may submit a request to the Contract Officer to adjust the contract services rates then in effect based upon a change in the index as described below. The third contract anniversary date shall begin on (date to be assigned at contract award). B) Consumer Price Index Information 1) For services components of the contract, as identified in Attachment K-1, the following index shall be used as the basis for a request to adjust services rates: Series ID: CUURA311SACL1 - U.S. Department of Labor, Bureau of Labor Statistics (BLS), Consumer Price Index (CPI), All Urban Consumers, Washington-Baltimore, DC- MD-VA-WV, Commodities Less Food, Not Seasonally Adjusted. 2) However, in no event shall the price increase exceed 5% of the current contract unit price. 3) The adjustment will be calculated as a percent of the prior year’s annual index number increase. The percent is derived from the difference between the prior calendar year “Annual” index number as published in the BLS-CPI and the most current year final, not preliminary, monthly index number as published by the BLS-CPI. The difference is expressed as a percent of the prior calendar year “Annual” index number. This factor can only be used to document an increase in cost of service rates. The Contractor must submit with the request: a copy of the proposed revised price schedule showing the current contract series rates; the services rates adjustments as calculated 22
  23. 23. SECTION 1 - 5 9/10/02a using the BLS-CPI - Series ID CUURA311SACL1 specified in 1) above; and the proposed revised contract services rates. 4) In the event that the BLS discontinues the use of the CPI Index, the State may consider a request from the Contractor for a price adjustment based upon the most comparable successor index to the CPI, up to, but not to exceed, 5% on each anniversary date. 5) Example: Consumer Price Index - All Urban Consumers Series Catalog: Series ID: CUURA311SACL1 Not Seasonally Adjusted Area: Washington-Baltimore, DC-MD-VA-WV Item: Commodities less food Base Period: December 1997 = 100 Data: Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Ann 1999 99.8 99.6 101.1 100.8 102.6 102.8 101.3 2000 103.4 107.1 Prior Year Annual Index (1999) is 101.3 Current Final Monthly Index (Mar 2000) is 107.1 Difference 5.8 5.8 divided by 101.3 = 5.7% Since the resulting factor of 5.7% is larger than 5%, the Contractor would be allowed to submit a 5% price adjustment request to the State for that calendar year period. 1.29 Reciprocal Preference Although Maryland law does not authorize procuring agencies to favor resident OFFEROR(s) in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland OFFEROR(s). Therefore, as described in COMAR 21.05.01.04, a resident business preference may be given if a responsible OFFEROR(s) whose headquarters, principal base of operations, or principal site that will primarily provide the services required under this RFP in another state submits the most advantageous offer; the other state gives a preference to its residents through law, policy, or practice; and, the preference does not conflict with a Federal law or grant affecting the procurement contract. The preference given shall be identical to the preference that the other state, through law, policy or practice gives to its residents. 1.30 Verification of Registration and Tax Payment Before a corporation can do business in the State of Maryland, it must be registered with the Department of Assessments and Taxation, State Office Building, Room 803, 301 West Preston 23
  24. 24. SECTION 1 - 5 9/10/02a Street, Baltimore, Maryland 21201. It is strongly recommended that any potential OFFEROR(s) complete registration prior to the due date for receipt of Proposals. An OFFEROR’s failure to complete registration with the Department of Assessments and Taxation may disqualify an otherwise successful OFFEROR(s) from final consideration and recommendation for contract award. 1.31 Compensation and Method of Payment MDE will establish a total "not to exceed" amount for all the services to be rendered by the Contractor. The contract will provide that the Contractor be compensated based upon submission of an invoice. The Contractor shall submit an invoice using the following schedule. The first installment shall be paid upon completion of Phase I. The second installment shall be paid upon completion of Phase II. Succeeding payments shall be paid upon completion of Task Orders for Phase III and Phase IV. Billings shall be due and payable within thirty (30) days of receipt and acceptance of an invoice for work performed. 1.32 Best and Final Offers When it is deemed in the best interest of the State, the Procurement Officer may permit qualified OFFERORs to revise their initial proposal by submitting best and final offers. The Procurement Officer shall notify each qualified OFFEROR(s) of the scope of the requested best and final offer. The Procurement Officer shall establish a date and time for the submission of best and final offers and discussions if the agency head or designee makes a written determination that it is in the State's best interest to do so. If more than one submission of best and final offers is requested, an OFFEROR’S immediate previous offer shall be construed as its best and final offer unless the OFFEROR submits a timely notice of withdrawal or another best and final offer. The Procurement Officer may consult with and seek the recommendation of the Evaluation Committee during the best and final offer process. 1.33 Acceptance of Terms and Conditions By submitting an offer in response to this RFP, an OFFEROR, if selected for award, shall be deemed to have agreed to and accepted all of the terms, conditions and specifications set forth in this RFP, and in the applicable general conditions. All management and operating services performed under the Contract will be subject to the Maryland Department of Environment General Conditions for Service Contracts (Attachment A) as herein amended. As indicated, the applicable General Conditions are included as appendices of this RFP. Contracts are also subject to all other requirements of Maryland Law, including the State Finance and Procurement Article, Annotated Code of Maryland, and the Code of Maryland Regulations, (COMAR) Title 21, State Procurement Regulations. The particular attention of all OFFEROR(s) is directed to State Procurement Regulations, COMAR 21.11.03, dealing with the requirements for a Minority Business Enterprise participation goal on contracts. In the event of a conflict between provisions of the Contract, the RFP or any other document 24
  25. 25. SECTION 1 - 5 9/10/02a incorporated by reference into the Contract, the following order of precedence shall determine the prevailing provisions: a) The Master Contract; b) Task Order, as each may be amended; c) The Request for Proposals, including any addenda; d) The OFFEROR’s Technical and Financial Proposal, including any amendments. 1.34 Non-Visual Access The OFFEROR(s) warrants that the information technology offered in response to this RFP (1) provides equivalent access for effective use by both visual and non-visual means; (2) will present information, including prompts used for interactive communications, in formats intended for both visual and non-visual use; (3) if intended for use in a network, can be integrated into the network for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired; and (4) is available, whenever possible without modification for compatibility with software and hardware for non-visual access. See Section 3.5.4 Web-based Intranet and Internet Information and Application Specifications of this RFP for specific specification. The OFFEROR(s) further warrants that the cost, if any, of modifying the information technology for compatibility with software and hardware used for non-visual access will not increase the cost of the information technology by more than 5%. For purposes of this regulation, the phrase “equivalent access” means the ability to receive, use and manipulate information and operate controls necessary to access and use information technology by non-visual means. Examples of equivalent access include keyboard controls used for input and synthesized speech, Braille or other audible or tactile means used for output. OFFEROR(s) can receive additional information about hardware and software accessibility items and supply sources by calling the Maryland Technology Assistance Program (MDTAP) at 1-800-832-4827. For persons with disabilities who need an alternative form of reading this RFP document, alternate forms of this document will be provided upon request. 1.35 Intellectual Property The OFFEROR(s) will agree to indemnify, defend, and save harmless the State, its officers, agents, and employees, with respect to any claim, action, cost or judgment for patent infringement, or trademark or copyright violation arising out of purchase or use of materials, supplies, equipment, or services covered by the contract for all products and services required by this RFP. 1.36 Incorporation by Reference All terms and conditions of the RFP and amendments thereto; all provisions of the OFFEROR’s 25
  26. 26. SECTION 1 - 5 9/10/02a proposal and submittals in response to the RFP, and amendments thereto and all applicable State and federal laws, statutory and regulatory provisions and orders, are incorporated by reference and made a part of the Contract to be entered into as a result of this RFP. 1.37 Performance Bond To secure the Contractor’s performance under this Contract the selected OFFEROR shall procure and submit to the State a performance bond acceptable to the State in the amount equal to the Value of the Contract, within seven (7) days following the approval of this Contract by the Maryland Board of Public Works. The bond shall remain in effect throughout the term of this Contract, and the term(s) of any subsequent renewals under this Contract. The bond shall be accompanied by a duly authenticated or certified document evidencing that the person executing the bond is a licensed Maryland agent for the bonding company. See Attachment E- Form for Performance Bond. 1.38 Insurance The contractor shall maintain, at its expense, general and professional liability insurance at a minimum of $1,000,000 per occurrence for the duration of the contract. The selected vendor shall submit copies of its certification of insurance to the Contract Officer before commencement of work. Failure of the contractor to provide verification of the required insurance shall not waive its responsibility to maintain insurance at the specified level. BALANCE OF PAGE INTENTIONALLY LEFT BLANK 26
  27. 27. SECTION 1 - 5 9/10/02a SECTION 2: SOURCE CODE ESCROW If the OFFEROR(s) proposes use of existing software or an existing software system for which it or others have copyright/ownership rights, the OFFEROR(s) must escrow the source code with an independent third party who will act as an escrow agent and provide the following information is in response to this RFP: Name and address of a third party who will act as escrow agent; Source code escrow procedures; Name and address of party who audits escrow account; Frequency of updates and maintenance of source code by escrow agent; Description of any licensing arrangements. BALANCE OF PAGE INTENTIONALLY LEFT BLANK 27
  28. 28. SECTION 1 - 5 9/10/02a SECTION 3: STATEMENT OF WORK 3.1 MDE’s Organizational Environment00 The Maryland Department of the Environment (“MDE” or the “Department”) administers and enforces State environmental laws and regulations for the protection of public health and the environment. The Department is comprised of four principal administrations. They are the Air and Radiation Management Administration (“ARMA”), with responsibility for administering air pollution control laws, the Waste Management Administration (“WAS”), with responsibility for, among other things, solid and hazardous waste, underground oil storage tanks and lead paint regulations, the Water Management Administration (“WMA”), which administers the State’s water pollution laws, and the Technical and Regulatory Services Administration (“TARSA”), which supports the other three administrations by providing emergency response activities, environmental and public health risk assessments and other technical support services. A fifth Administration, Administrative and Employee Services (“AESA”), provides general administrative and personnel services to the Department. Each of the media-related administrations (ARMA, WAS, WMA) engage in a wide range of regulatory activities, including development of policy and regulations, issuance of various permits, licenses and certifications, oversight of environmental remediations, inspection of Regulated Entities, facilities and sites, and enforcement of State environmental laws, regulations and permits issued by the Department. Department staff in each of the Administrations regularly receive environmental compliance reports from thousands of Regulated Entities. In Fiscal Year 2001 alone, Department staff issued more than 9,500 permits and licenses to Regulated Entities, bringing to 62,000, the total number of permits, licenses and certifications in effect at year’s end. In that same fiscal year, Department personnel inspected more than 39,000 sites, performed more than 100,000 inspections, audits and spot checks of Regulated entities, and facilities and brought more than 2,500 enforcement actions. Descriptions of the major regulatory and administrative programs within the four environmental Administrations are provided in Attachment H. 00 MDE’s database systems presently consist of 177 separate permit, compliance, enforcement and other databases that correspond to the Department’s various regulatory activities. The Department’s IT systems developed over time as needed to support evolving and expanding regulatory programs and were typically developed around the needs of a specific regulation, permit or other regulatory activity. As a result, the existing databases are each standalone systems with limited capacity to interface. The current systems are maintained in a multitude of database languages, require duplicate data entry, and consume an excessive amount of system storage. Consequently, these systems are typically independent of one another, necessitating the manual entry of permit and other data into each system. Similarly, in order to identify all permits issued to a specific Regulated Entity, it is necessary to separately query each of the individual systems that contain permit related data for that requested entity. The results of these individual queries must then be either manually collated or processed through yet another system. MDE’s current database system also limits opportunities for interstate data sharing and collaboration with EPA and other states on environmental initiatives. 28
  29. 29. SECTION 1 - 5 9/10/02a MDE is seeking to replace its present system with a single integrated, database management system to increase the efficiency of its business processes. The activities involved in issuing permits, monitoring compliance and conducting enforcement activities are essentially the same across the different media (air pollution, water pollution, waste pollution). The Department is aware of a number of states that have successfully replaced their media specific systems with an enterprise-based system that addresses the needs of the organization as a whole from the perspective of the Regulated Entity. The key component to the Enterprise Environmental Management System (“EEMS”) is the unified, relational database that would evolve around the Regulated Entities managed by the agency. Figure 1 illustrates the enterprise system concept. The development of an EEMS system based on a Commercial-Off-The-Shelf software solution will improve the Department’s overall operating efficiency and customer service, and address many of the problems created as a result of operating 177 different database systems. M D E E n te r p r is e S y s te m E P A T r a d in g P a rtn e r -D a ta E xchange D is c h a r g e P u b lic I n f o r m a t io n M o n it o r in g R e p o r t A ct R equest D a ta P r o c e s s in g G e o g r a p h ic I n f o r m a t io n P e r m it P r o c e s s in g S y s te m D a ta R e g u la t e d E n t it y D a ta b a s e I n s p e c t io n C ase M anagem ent R e s u lt s / A c tio n s W W W A c c e s s to S e r v ic e s a n d I n f o r m a t io n Figure 1 – Enterprise System Concept 29
  30. 30. SECTION 1 - 5 9/10/02a 3.2 Phased Project Methodology- Master Project Contract - Tasks Orders This project will be contracted as a Master Project Contract and be developed in Sequences through the issuance of separate multiple Task Orders for various activities within each major phase. The results of the Phase II Analysis of System Software Fit may lead to further groupings of the MDE programs (See Attachment H). The major project phases include: 1. Phase I - System Software Acquisition and Operational Model- Provide for the actual purchase of a proposed COTS software system and services required to install, configure, debug and model the software to make it operational on the Department’s development server. This will establish the system as a baseline Working System Model that will support the assessment activity at MDE for Phase II. 2. Phase II - Analysis System Software Fit (functional and technical) assessment analysis - Assess the COTS software for technical and functional suitability to each of MDE’s Programs, see Attachment H, MDE’s Environmental and Administrative Program Descriptions, (7 pages). This assessment will identify the level of integration and customization (minor, significant or major) required by each MDE program necessary for the COTS software to meet the Department’s requirements. Phase II will establish the overall project scope, cost and identify the level of work for each of MDE’s programs as one of the criteria to be used in assigning implementation priorities. 3. Phase III - System Implementation: Detailed Design, Configuration and Development, Integration and Test; Data Conversion, Data migration; Implementation; Training; (an iterative process for each assembly of programs) - The primary project implementation effort will occur during Phase III. The Contractor’s COTS software will be integrated with MDE programs prioritized for implementation by MDE through Task Orders that will be issued by MDE. Implementation of subsequent, separate Task Orders for integration of multiple programs will occur simultaneously, wherever feasible. Multiple Task Orders will be acceptable so long as the deliverables and schedules for the other Task Orders are not compromised. 4. Phase IV - Operations and Maintenance Support –Following the expiration of warranty periods for each deliverable, and completion of the entire project, provide the operational and maintenance support services. MDE will provide separate written notice to the Contractor in order to begin work on each Task Order. The value of any single Task Order under the Master Contract will vary depending upon the scope of work for that particular Task Order. MDE will continuously assess the continued viability of the project, based on the Contractor’s performance and may terminate any Task Order or the Master Contract if deliverables are not met within the time period specified within each Task Order, if the Contractor’s performance is 30
  31. 31. SECTION 1 - 5 9/10/02a otherwise substandard or if it determines, in its sole discretion, that termination is in the best interests of the State. 3.2.1 IT Operating Environment The current operating environment at MDE consists of a multi-network LAN for the headquarters and a number of WAN connections for field office connectivity, Inter-agency connectivity, and Internet access. MDE's LAN backbone is based on a Cisco 6509 Router/Switch, with two router modules, two 1000Mbps fiber modules and one 45-port, 100Mbps module. The 6509 is connected to each of the ten wiring closets via fiber optic cables which are in turn terminated at a Cisco 2980 switch. Completing the wire closet configuration are the requisite numbers of Cisco 2924 switches that provide LAN connectivity for the Agency’s 1200 desktop PCs and workstations of various capacities and manufacturers, printers and other peripheral devices. The PCs are configured for MS 9X, 2X, XP operating system and MS Office 98, 2000. MDE's LAN consists of 16 class C networks with IP the primary protocol. A limited number of servers (2) are currently using the IPX protocol for Novell NetWare based services. It is anticipated that these IPX servers will be upgraded or decommissioned in the future. A separate SNA protocol network is currently in operation at MDE. It is anticipated that all SNA traffic will be converted to IP in the future. MDE maintains approximately 15 Novell servers, 11 Windows NT or 2000 servers and seven UNIX servers of various versions connected directly to the 6509 router/switch. The Novell servers provide most file and print services, run several FoxPro for DOS, FoxPro for Windows, and Paradox legacy database applications. Agency email services utilize Novell’s GroupWise (version 6) groupware application. The UNIX servers provide special application services such as computer modeling, DHCP/DNS and firewall services. Most of the Agency’s ORACLE and Microsoft SQL Server database applications reside on the Windows servers. The ORACLE production server is a Compaq Model ML570 with 2 processors, 2 GB RAM and 145 GB disk storage. Current applications assigned use 25 GB of disk space for 121 server based licensed clients. The ORACLE development server has the same characteristics as the production server but is licensed for only 50 named users. The Internet access is facilitated via a dedicated T-1 with Intermedia Communication providing ISP services. MDE’s Internet presence consists of three locally hosted, publicly available servers: an HTTP access server, an FTP server and a Web-based applications server. These servers reside in the “DMZ” between MDE’s public and private network with access controlled by a UNIX-based firewall (Checkpoint). MDE uses network address translation incorporated into the firewall to prevent “advertising” MDE’s IP addresses. MDE is in the early stages of implementing WAN connectivity for its field offices. At this time, two field offices (Annapolis Legislative Office and Annapolis Field Office) have connectivity with MDE HQ. The Legislative Office is located at 45 Calvert St. and interfaces directly to DBM’s network for connectivity back to MDE. The Annapolis Field Office utilizes a 512 CIR Frame Relay to ATM Service Interconnect (FRASI) connection. MDE desires to fully utilize the services available via Net.Work.Maryland as they become available to connect the Agency’s remaining field offices. 31
  32. 32. SECTION 1 - 5 9/10/02a MDE’s SNA-based network consists of an IBM 3270 controller and approximately 32 workstations and printers with access to Annapolis Data Center (ADC) mainframe resources and access to Environmental Protection Agency's (EPA) mainframe resources located at Research Triangle Park, NC. Connections to both of these agencies are via two separate 56K Frame relay links. MDE is transitioning the EPA connection to an IP VPN Internet connection and will establish a more reliable IP connection to ADC so that SNA services are no longer required. Finally, MDE maintains an ISDN circuit for video conferencing with the Maryland Emergency Management Agency, and a 56K Frame Relay circuit to facilitate data sharing between the Vehicle Emission Inspection Program in ARMA and its VEIP Contractor. 3.2.2 State of Maryland Standards The proposed COTS software and subsequent integration into MDE’s programs must comply with the State Information Technology Standards. These Standards consist of: a) System Lifecycle Development Cycle (see Attachment I). b) Information Technology Security policy Summary (see Attachment J). c) State Internet/Intranet Standards (see Attachment M). 3.3 COTS System Support of General Business Functionality Specifications The COTS software needs to support general functional specifications that are based on relational aspects deemed essential for the system’s support of MDE’s programs’ general business functions. The OFFEROR’s COTS software must be designed and be operational from the business operations perspective of an environmental regulatory agency. 3.3.1 Web/Database Interface Maryland’s Electronic Government Initiative law became effective July 1, 2000. The law requires that Maryland State agencies provide information and services to the public over the Internet at the rate of 50% by the end of calendar year 2002, 65% by the end of 2003, and 80% by the end of 2004. To satisfy this mandate the COTS software must, to the greatest extent possible, provide the mechanisms, security and means for MDE’s business processes, environmental permitting, compliance, enforcement and reporting be provided via the Internet. The COTS software will support MDE’s commitment to the eGov Initiative by: 1. Allowing the general public and Regulated Entities access to certain information stored in the system. 2. Allowing Regulated Entities to submit permit, license or certification applications and to pay fees electronically. 3. Allowing Regulated Entities to submit environmental monitoring data electronically 32
  33. 33. SECTION 1 - 5 9/10/02a 3.3.2 One Stop / Department-Wide Integration The COTS software will have a common set of shared database tables to store information on the businesses, places and people that MDE regulates and interacts with. These MDE interests are further defined as either Locations or Regulated Entities. The COTS software must be able to: 1. Accommodate a Regulated Entity’s association with none, one or more Locations. 2. Accommodate Location association with none, one or more Regulated entities. 3. Retain and make available historical information for Regulated Entities and Locations. 4. Provide logs for transaction history for a given record. 5. Provide data management features that eliminate or greatly reduce the creation of duplicate records. 3.3.3 Regulated Entity The COTS software must allow for the creation, editing and deletion of a single, unique set of records for Regulated Entities. Regulated Entities include but are not limited to, any facility, site, person or object that is subjected to environmental regulations, permit, registrations or other requirements administered and enforced by MDE. The COTS software must be able to: 1. Provide names (last, first, middle initial), addresses, phone numbers and other contact information for a Regulated Entity. 2. Provide a central repository of Regulated Entity information for all MDE programs. 3. Accommodate data relationships among Regulated Entities and MDE programs. 4. Track attributes about Regulated Entity relationships. 5. Track Regulated Entity’s specific affiliation with MDE program interests. 6. Maintain a single identifier for each Regulated Entity that allows Department-wide querying of all Locations related to the Regulated Entity. 3.3.4 Location The COTS software will allow for the creation, editing, and deletion of a single set of records about Locations for Regulated Entities including geographic coordinates for a variety of coordinate systems, physical address, method of geographic data collection, and all attributes common to EPA’s facility identification system. Locations may include facility, sampling points, outfalls, and air emissions stack. The COTS software must be able to: 1. Accommodate multiple levels of detailed data needed to describe the Location of a Regulated Entity. 2. Accommodate data for the Locations of specific emission or discharge points within 33
  34. 34. SECTION 1 - 5 9/10/02a that Regulated Entity. 3. Maintain Location information data compatible with ESRI’s ArcSDE GIS database interface. 4. Accommodate a variety of coordinate systems. 5. Create, manage and maintain address information for correspondence. 3.3.5 Standard language library The COTS software will utilize a Standard Language Library that contains consistent, repeatedly used language for use in permits, form letters and other generated documents. The Standard Language Library shall include: Federal and State Regulations, procedures, protocols, policies, legally required boilerplate language, numeric and narrative environmental standards and phrases commonly used in correspondence. The Standard Language Library must allow retrieval of standard language and placement into letters or reports, and may store numerical standards that are used for comparison with submitted monitoring data. The COTS software must be able to: 1. Maintain tables that contain consistent, repeatedly used language for use in permits, form letters and other generated documents. 2. Support the management of word processed documents. 3. Organize, secure and relate documents to a program interest. 4. Allow for regular, easy updating as changes are available. 5. Store documents generated by the software without the ability to be changed. 3.3.6 Workflow The COTS Software will support the automation of traditional work management tasks. These tasks encompass the administrative handling and processing of customer service requests and tasks associated with activities that staff perform in their routine support of management and administrative business functions. The COTS software must be able to: 1. Track work activities within the MDE program and between MDE and the regulated community. 2. Track the status of permit applications, permit approvals, inspections, enforcement and corrective actions. 3. Track the review of documents (internally), deliverable due dates and other business processes. 4. Support the automation of traditional work management tasks. 5. Track, flag an action and coordinate reviews, for auto-notification and scheduling of staff. 34
  35. 35. SECTION 1 - 5 9/10/02a 3.4 Proposed COTS Software Support of Business Functions Specifications The following hypothetical scenarios illustrate the processes, interactions and specifications that MDE expects the proposed COTS software to support. Scenarios are utilized to establish the specifications that can be derived from a hypothetical activity. In this way, the OFFEROR can better interpret the relevance of the requirement as well possible and potential relationships with other specifications. 3.4.1 Permits and Applications MDE accepts, and reviews a variety of submittals from the regulated community including: applications for permits, approvals, and licenses, requests for certifications, remediation plans and periodic environmental monitoring reports. The COTS software must assist MDE in establishing Department-wide standardization of the permit process, provide a mechanism to track various permit applications throughout the review process, maintain facility specific data and information generated by permit applications and approvals issued by the Department, and accommodate environmental reporting. MDE programs will use the system to develop and maintain standard formats for permits and certificates. The following scenario illustrates the permits and applications specifications the COTS software must satisfy: ABC Company: Permits, Inbound Environment Reporting, and Compliance Always Been Clean (ABC) Company wishes to begin operations at a new facility in Maryland. ABC’s operation will require various permits from MDE programs. ABC will need an air quality construction permit, and a Title V operating permit, and a groundwater discharge permit. The Department assesses fees for some but not all of these permits. The facility will have underground fuel storage tanks requiring registration. The underground storage tank must be installed by an MDE-certified tank installer. Finally, ABC will generate hazardous waste at its facility. Jack F. Alltrades, a local entrepreneur, owns ABC Company, as well as a number of other businesses that are also regulated by various programs within the Department. He acts as an environmental consultant to others. Department staff in each Administration must assist ABC Company in the preparation of the appropriate permit applications, the development of permits for management review, incorporation of comments by management and other stakeholder comments, staff issuance of the permits, collection of fees where applicable, and tracking of compliance with various permit conditions. In order to meet the Department’s specifications, The COTS System must: 1) Accommodate the following processing steps of permit applications/forms: • Notify applicant of receipt of application. • Review application for administrative completeness. 35

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