Department of Public Safety (DPS) Division of Fire Safety (DFS) Records Management System (RMS) Modernization

Agency: State of Vermont
State: Vermont
Level of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD14408567087115924
Posted Date: Jul 29, 2020
Due Date: Sep 4, 2020
Source: Members Only
Title Question Due Answers posted Due date No posting After
Department of Public Safety (DPS) Division of Fire Safety (DFS) Records Management System (RMS) Modernization 08/07/2020 04:30PM 09/04/2020 04:30PM

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Department of Buildings and General Services
BGS Financial Operations
Office of Purchasing & Contracting
109 State Street
[phone]
Montpelier VT 05609-3001
[fax]
http://bgs.vermont.gov/purchasing
802-828-2211
802-828-2222
Agency of Administration
SEALED BID
REQUEST FOR INFORMATION
Department of Public Safety (DPS) Division of Fire
Safety (DFS) Records Management System (RMS)
Modernization
ISSUE DATE
QUESTIONS DUE
RFI RESPONSES DUE BY
July 29, 2020
August 7, 2020 4:30 PM (EST)
September 4, 2020 4:30 PM (EST)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFI WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFI.
STATE CONTACT:
TELEPHONE:
E-MAIL:
FAX:
Stephen Fazekas, Technology Procurement Administrator
(802) 828-2210
Stephen.Fazekas@vermont.gov
(802) 828-2222
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Contents
1 PURPOSE 3
1.1 LIABILITY 3
1.2 CONFIDENTIALITY3
2 BACKGROUND INFORMATION 3
3 RFI DESCRIPTION 4
4 CURRENT STATE 4
5 STATEMENT OF WORK
5
5.1 ANTICIPATED REQUIREMENTS 5
5.1.1 Business Requirements 5
5.1.2 Functional Requirements
5
5.1.3 On-Going Maintenance /Service Level Requirements 5
5.1.4 Technical Requirements6
5.1.5 Documentation Requirements 6
6 REQUESTED INFORMATION 6
6.1 COVER PAGE 6
6.2 VENDOR QUESTIONNAIRE
6
6.3 CONTACT INFORMATION 7
6.4 EXPLANATION OF EVENTS7
7 VENDOR QUESTIONNAIRE 9
8 APPENDIX A: COST ESTIMATE WORKSHEET 10
8.1: COST ESTIMATE TABLE Error! Bookmark not defined.
8.2 ADDITIONAL MATERIALS 10
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1 PURPOSE
This Request for Information (RFI) is issued for the Department of Public Safety (DPS) Division of Fire Safety (DFS) to
gather input and obtain information and cost estimates to modernize the DFS Records Management System (RMS)
DPS in collaboration with the Agency of Digital Services (ADS) intends to evaluate the submissions by respondents to
explore how they would meet their needs and understand the cost associated with proposed solutions. The State shall
not be held liable for any costs incurred by the vendors in the preparation of their submission, or for any work
performed prior to contract issuance.
1.1 LIABILITY
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes it
does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information
does not commit the State to contract for any materials or service whatsoever. Further, the State is not at this time
seeking proposals and will not accept unsolicited proposals. Respondents are advised that the State will not pay for any
information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will
be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP,
if any is issued. If an RFP is released, it will be posted on the BGS bid opportunities web site:
http://www.bgs.state.vt.us/pca/bids/bids.php. I t is the responsibility of the potential offerors to monitor this site for
additional information.
1.2 CONFIDENTIALITY
The Department of Public Safety retains the right to promote transparency and to place this RFI into the public domain,
and to make a copy of the RFI available as a provision of the Vermont access to public records laws. Please do not
include any information in your RFI response that is confidential or proprietary, as the Department of Public Safety
assumes no responsibility for excluding information in response to records requests. Any request for information made
by a third party will be examined considering the exemptions provided in the Vermont access to public records laws.
The solicitation of this RFI does not commit the Department of Public Safety or the State of Vermont to award a
contract. This RFI is for information gathering purposes only and no vendor will be selected, pre-qualified, or exempted
based upon their RFI participation.
2 BACKGROUND INFORMATION
The Division of Fire Safety's mission is to protect the public and fire service through coordinated efforts in Code
Enforcement, Fire Service Training, Public Education, Hazardous Materials Response, Fire Investigation and Urban Search
and Rescue. These efforts maximize life safety and property conservation and minimize environmental impacts due to
fire, natural disasters and other emergencies in the State of Vermont.
Fire safety is tasked with various functions related to construction and change management, designed to promote safety
for tenants, consumers, visitors and customers. Fire safety is responsible for coordinating inspections of property and
reviewing planned work. They are also charged with maintaining licensure status of individuals and corporations,
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validating that currently licensed parties will be responsible for any commercial work involving plumbing, electrical or
gas installations. DFS also maintains records about maintenance and inspection of infrastructure, such as pressure
vessels, boilers, fire alarms and sprinkler systems.
3 RFI DESCRIPTION
The State is seeking information about off-the-shelf, configurable Fire Safety records management support systems. The
State prefers software-as-a service (SaaS), but will consider any cloud offering. Custom developed, on premise solutions are
not consistent with State strategy, but we will accept proposals in the spirit of fully evaluating options/value.
The RFI has the following key objectives:
Provide prospective respondents with information regarding the business need, and,
Solicit respondent information to assist the State in determine the extent to which desired requirements can be met in a cost-
effective manner.
Solicit respondent information to assist the State in determining if desired requirements can be met by available
software/hardware COTS (Commercial off the Shelf) or other alternatives.
The State is seeking feedback on the information in this RFI and will consider any information, including partial
responses, received in response to this RFI. If the State moves forward in the development of an RFP, the RFP process
will be open to all respondents regardless of their decision to participate in this RFI.
The State envisions that the solution will support the following high-level goals:
Increase the ability of Fire Safety professionals to do their work by
Modernizing technology available to those in the field as well as support staff
Minimizing redundant data entry
Increase accuracy and decrease time related to reporting, public records requests and transaction processing
4 CURRENT STATE
Fire safety uses a solution that now contains decades of historical information (1.9 million interactions). Approximately
1,200 people interact directly with Fire Safety Data.
Limitations
The current workflows for most customer interactions involve manual processes, and often data re-entry to
populate information into templated forms or letters.
DFS cannot easily benefit from the data gathered by other state entities such as the 911 board.
Reporting cannot currently be automated. Tasks are completed periodically to update published datasets where
required.
Extensive ad-hock reporting is difficult. Public records requests and sharing data within state government
require time intensive, direct database queries.
Transactions completed online must be manually moved from one data system to the other.
Employees do not have a mobile interface to complete inspection reports or issue violations, and paper-based
forms are re-keyed by administrative assistants.
Contractors required to do specialized inspections are not provided access to the database due to security
concerns, their inspection reports are re-keyed and filed.
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There is no automatic notification of inspectors or individuals who may be required to take actions such as:
renew a license, perform follow up inspection, or distribute applicable receipts for transactions, etc.
5 STATEMENT OF WORK
5.1 ANTICIPATED REQUIREMENTS
The purpose of this RFI is to determine if there are solutions capable of meeting the State’s anticipated
requirements and to determine alternatives for meeting those requirements that are consistent with the overall
vision for DPS/DFS and the State.
The State’s discovery efforts have led to our desire to evaluate solutions with the following attributes:
5.1.1 Business Requirements
Fire Safety partners and customers expect intuitive features consistent with other contemporary software they may use
day to day in their personal and professional lives. Digital document retention and retrieval is a priority. Fire Safety
would like to understand the cost/benefit related to migrating some or all their historical data. The ability to further
customize/configure a solution with low code or no code would support Fire Safety's future requirements, as their
responsibilities increase/fluctuate.
5.1.2 Functional Requirements
Desired Functionality:
• Integrate with other data sets, such as e911 mapping to benefit from the investments other areas of state
government have made
• Automated submissions of public information to the current state web data publishing partner Socrata
• Seamlessly ingest the data entered by individuals online, accommodating or automating approval workflows
• Continue to provide accounting with reporting required to balance transaction totals with accounting deposits
• Automatically route submissions of web forms to the proper regional office for processing.
• Support workflow notifications when follow up action is required - examples include inspection due, work
permit expiration, remediation period expired
• Provide a flexible reporting interface that allows a common user the ability to build any reports required.
• Provide customizable dashboards per user, displaying live data.
• The solution needs to be mobile friendly, and permissible to allow varying access levels by datatype or field.
• Provide audit history of who, what and when data fields were modified.
Security Assertion Markup Language (SAML) / Active Directory (AD) Integration
Note: Multiple Fire Safety Partners don't currently utilize technological solutions, and will continue to submit data to
Fire Safety in non-digital formats, (fax, US Mail)
5.1.3 On-Going Maintenance /Service Level Requirements
Ideally, the selected vendor would deliver a highly configurable, available and secure SaaS solution. The State will
consider other cloud-based approaches.
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