Solicitation of Work (SOW) Template - Ohio



NOTICEThis opportunity is being release to Salesforce Contractors pre-qualified as a result of Salesforce RFP #0A1194.This opportunity is being released to Contractors pre-qualified as a result of Salesforce RFP #0A1194. Only Contractors pre-qualified for Supplement 2 are eligible to submit proposal responses and to submit inquiries. The State will not respond to inquiries submitted by organizations not pre-qualified under RFP 0A1194. An alphabetical listing of Contractors pre-qualified to participate in this opportunity are as follows:Supplement Two ContractorsAccentureCGICoastal CloudDevCare SolutionsPersistent Systems, Inc.Solicitation of Work (SOW) Template State of OhioOhio Department of CommerceProject Name: Medical Marijuana Licensing SystemProject Solicitation of WorkSolicitation ID No.Solicitation Release DateSFCOM-18-00-0016/1/2017Section 1: PurposeThe Department of Administrative Services (DAS), Office of Information Technology (OIT) maintains an existing eLicensing system for applications, renewals, enforcement and inspection of a variety of professional and operating licenses for the State’s 120+ agencies, boards and commissions. Recently, the Legislature of the State of Ohio passed House Bill 523 pertaining to the legalization of marijuana for medical purposes. A summary and detailed documents related to this legislation can be found at . The State has developed this solicitation for the design, development and implementation of various Industry Licenses required by the Medical Marijuana Licensees (e.g., cultivators, processors, testing laboratories and dispensaries) designed to support the State’s oversight of the Medical Marijuana industry. This solicitation is for pre-qualified Contractors under Contract 0A1194.Table of ContentsSection 1: PurposeSection 2: Background InformationSection 3: Scope of WorkSection 4: Deliverables ManagementSection 5: SOW Response Submission RequirementsSection 6: SOW Evaluation CriteriaSection 7: SOW Solicitation ScheduleSection 8: Inquiry ProcessSection 9: Submission Instructions and LocationSection 10: Limitation of LiabilitySection 11: Insurance Terms 2.1Agency InformationAgency NameOhio Department of CommerceContact NameJoy McKeeContact Phone(614) 614-644-20052.2Project InformationProject NameDepartment of Commerce Medical Marijuana Licensing SystemExpected Project Duration7/1/2017 – 12/31/2017 (with a possible 2 months additional for performance period)2.3Project ScheduleDate Task8/1/2017Project Kick off meeting8/15/2017Finalize Project Plan12/1/2017Go Live2.4Project MilestonesEstimated Dates Milestone6/16/2017 5:00 pmSubmit response to COM2.5Contractor’s Work Effort RequirementThe Contractor’s full-time regular employees must perform 100% of the effort required to complete the Work.2.6Ohio Certified MBE Set-Aside Requirement As part of our objectives on this Project, the State is committed to improving the number of minority-owned enterprises that do business with the State of Ohio. A "minority-owned enterprise" is an individual, partnership, corporation or joint venture of any kind that is owned and controlled by U. S. Citizens and residents of Ohio, who are and have held themselves out as members of the following socially and economically disadvantaged groups: Blacks, American Indians, Hispanics and Asians. While it is not a condition of award of the SOW, the offeror must use its best efforts to seek and set aside work for Ohio certified minority business enterprises (MBEs). The MBE must be certified by the Ohio Department of Administrative Services pursuant to ORC 123.151. For more information regarding MBE and MBE certification requirements please refer to the DAS Equal Opportunity Division Web site at: In addition, to search for Ohio MBE-Certified Providers, utilize the following search routine published on the DAS Equal Opportunity Division website: Select “MBE Certified Providers” as the EOD Search Area selection; On the subsequent screen, at minimum, select the appropriate Procurement Type, e.g., “Information Technology Service” as a search criterion;Select “Search”; andA list of Ohio MBE Certified Service Providers will be displayed. Section 3: Scope of Work3.1See Attachment 13.2We would reuse as much of the current State of Ohio E-License platform as possible. E-Licensing is being developed for an industry that doesn’t exist today. The finished work product will integrate with the State’s Seed-to-Sale solution.AssumptionsNoneConstraintsNone3.3Detailed Description of DeliverablesDeliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the Agency contract manager or designate. All deliverables must be submitted in a format approved by the Agency’s contract manager. All deliverables must have acceptance criteria established and a time period for testing or acceptance. If the deliverable cannot be provided within the scheduled time frame, the Contractor is required to contact the Agency contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project. A request for a revised schedule must be reviewed and approved by the Agency contract manager before placed in effect. The Agency will complete a review of each submitted deliverable within specified working days of the date of receipt. A kickoff meeting will be held at a location and time selected by the Agency where the Contractor and its staff will be introduced to the Agency.Deliverable NameDeliverable DescriptionProject PlanIncludes (at a minimum):Project Integration;Project Scope;Project Time;Project Quality;Project Staffing;Project Communications;Project Risks/Issues; andProject Procurement elements (if required).The Contractor must develop these plans from information that the State’s Project personnel provide. These State personnel have varying percentages of time to devote to this Project, and the Contractor must consider (and specify) time commitment expectations to the Project in creating the Project schedule and when obtaining information from State staff to create the above plans.Phase Design DocumentPhase Design Document ( Repeats for Each Release, Phase / Cycle)Inclusive of all functionality contained in the phase (business, functional, technical, integration, operational or otherwise)User Interface and Customer Management Requirements Transaction Routing and Processing RequirementsAgency Interfaces, Integration and ReportingBuild Completion DocumentBuild Completion Document ( Repeats for Each Release, Phase / Cycle)Completion of the build phase and all requirements contained in a phaseOther delivery artifacts as well as documentation as required in this SupplementEnvironments Accepted- State approval that represents that all SLDC, operational and disaster recovery environments have been established as required.Version control mechanisms are installed and functional and that all development activities that are subject to version control are managed by the environment prior to any promotion of development objects to User Acceptance and Production environments.Contractor System Test Phase CompletionContractor System Test Phase Completion ( Repeats for Each Release, Phase / Cycle)State acceptance of completion of the System test phase and all Contractor requirements and delivery artifacts as well as documentation as required in this Supplement.State Acceptance Test Phase CompletionState Acceptance Test Phase Completion ( Repeats for Each Release, Phase / Cycle)State acceptance of completion of the Acceptance test phase and all Contractor requirements and delivery artifacts Testing must be sufficient to validate the overall completeness, accuracy and quality of the solution inclusive of all system development activities and as applicable to live production use within the State.Design, Configuration, Reporting and Integration DocumentDesign, Configuration, Reporting and Integration DocumentPresent the final designs and configuration specifications that, at a minimum, include: key processes and workflows, user interaction and user interfaces, user input edit/validation, reporting, and any required interfaces to State systems to the State for approval. These will be considered completed when they are approved by the State.The Contractor will, in its implementation, incorporate the use of configuration standards, reviews, and audit trails, including release control. User walk-through(s) of the system will be provided upon request. Contractor’s configuration will include the creation and testing of test and production procedures and job schedule, as appropriate. Contractor will also perform the following tasks and activities in connection with developing the applications:Configure solution components to support approved design inclusive of: configuration and customize the solution requirements; configuration and customization of solution user interfaces; configuration and customization of solution reports and forms;Configure and customize integrated solution components and interfaces to external systems;Utilize build, prototyping and test environments as required to perform the development work. The build environments will be designed and maintained by the Contractor so that build activities will not adversely affect the production environment and otherwise be representative of the production environment as to minimize issues associated with production release of the developed application software and integrations;Perform unit test for solution components and assess quality and completeness of results;Document solution and refine applicable acceptance criteria;Make use of applicable Contractor practices to enhance code reusability;Compile and maintain issue lists;Develop the Application in accordance with the State’s strategies, principles, and standards relating to technical, data and Applications architectures as communicated to Contractor. Contractor will contribute to the ongoing development of such strategies, principles and standards through, at a minimum, advising the State of developments in technology which may be applicable to the State’s business requirements;Conduct Build progress reviews with appropriate State personnel; andObtain State approval of solution components and verification of applicable acceptance criteria for transition into Test activities.Data Backup (DBK) PlanDisaster Recovery/Data Backup (DR, DBK) Plan ( Repeats for Each Release, Phase / Cycle)Completion of DR testing sufficient to ensure that the system contains features and capabilities as required to meet the State’s disaster recovery requirements, at a minimum as to replicate all technical elements of the system inclusive of code, data and configuration values to an alternate location as to resume operations in the event of an unanticipated disaster.System Test ResultsSystem and Performance Test ResultsAll Functionality Contracted by the State in each Phase/Release/Cycle/Sprint as applicableAll RICEFW elements Contracted by the State in each Phase/Release/Cycle/Sprint as applicableDocumented system and performance test results for State review and acceptance prior to the State’s commencement of acceptance testing. State User Acceptance Testing CompletionPerformance of the user acceptance testing will be deemed to have occurred only after an authorized representative of the State signs off on the UAT.Process to be further defined as part of the Project Plan and Project KickoffFinal State Acceptance and Handoff to State Salesforce Managed Service Provider (post development support period commencement)Completion of all items documented in the State’s Production Acceptance ChecklistResolution of all Severity 1 and 2 Defects and other defects as mutually agreed with the StateTransition solution support responsibility to the State Salesforce Managed Service as appropriate.Conduct a post-implementation review process upon the completion of the Project which will include an analysis of how the business system(s) resulting from the Project compare to the post-deployment performance requirements established for such Project. Establish a performance baseline for the Project business systems, and where appropriate document requirements for future performance enhancement of the business systems implemented as part of the Project.Final AcceptanceObtain a final acceptance document from the State and the State Managed Service Team confirming that all of the above has been delivered and accepted as final.If, during the 45-day period immediately following the introduction to Production, a Severity 1 or Severity 2 issue occurs that can be directly attributable to the efforts of the Contractor, and not the State, the Contractor Managed Service Team or other non-Project parties, the 45 day period will, at the sole discretion of the State, be reset for additional 45 day periods until such time as the system can perform without Severity 1 and Severity 2 issues.3.5Roles and ResponsibilitiesProject or Management Activity/Responsibility DescriptionContractorAgencyWork collaboratively with and in support of COM staff and contractors to provide support in support of this project as described in the Scope of Work section of this documentXXWork with COM Staff and others to define and document high-level business processes and high-level and detailed business requirementsXWhen directed, produce and review (this is not an exclusive list): Project documentation such as project plan, WBS, Gantt charts, schedules, risk assessments, mitigation plans, tracking of timelines, Ad Hoc reporting, work tasks, business requirements, workflows, table of organizationXCommunicate and coordinate with COM regarding all scheduled project activities and events to ensure successful completionXFacilitate and participate in approved project planning, request for change documentation, business requirements, testing, and implementation for projectsXProvide weekly and accurate status reports including identification and documentation of issues and risks following accepted project standards and actively engage in issue resolutions activitiesX3.6Restrictions on Data Location and WorkThe Contractor must perform all Work specified in the SOW Solicitation and keep all State data within the United States, and the State may reject any SOW Response that proposes to do any work or make State data available outside the United States.3.7Resource RequirementsCOM will provide cubicle space with use of terminals, printers, and conference rooms.Section 4: Deliverables Management4.1Submission/FormatPM Artifact/Project Work ProductSubmission FormatAssessment ArtifactsBy vendorMicrosoft Office SuiteRevised policies, procedures, templates and recommendationsBy vendorMicrosoft Office SuitePolicies Procedures and Implementation CriteriaBy vendorMicrosoft Office SuiteRisk assessmentBy vendorMicrosoft Office Suite4.2Reports and MeetingsThe Contractor is required to provide the Agency contract manager with WEEKLY written progress reports of this project. These are due to the Agency contract manager by the close of business on FRIDAY each week throughout the life of the project.The progress reports shall cover all work performed and completed during the week for which the progress report is provided and shall present the work to be performed during the subsequent week. The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. The Contractor will be responsible for conducting weekly status meetings with the Agency contract manager. The meetings will be held on MONDAY at a time and place so designated by the Agency contract manager – unless revised by the Agency contract manager. The meetings can be in person or over the phone at the discretion of the Agency contract manager. 4.3Period of Performance 2 months after go live4.4State Staffing PlanState will have a full-time project manager for the E-License and Seed-to-Sale projects.Staff/Stakeholder NameProject RolePercent AllocatedTo be determinedProject Co-Sponsor50%To be determinedProject Co-Sponsor50%To be determinedProject Manager Co-Lead50%To be determinedProject Manager Co-Lead50%Section 5: SOW Response Submission Requirements5.1Response Format, Content RequirementsDescribe format and content requirements. Include a bullet listing of items to be included within the response.An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered. Each Proposal must contain the following: Cover Letter (include email address)MBE Certification Subcontractor Letters (if applicable)Proof of InsuranceContract 0A1194 Signature PageContractor Proposal in Response to the Statement of Work and Requirements (Sections 1 through 4)Solution DesignStaffing PlanCost Summary Solicitation of Work – (See Statement of Work Section 5)Include the following:Cover Letter. The cover letter must include a brief executive summary of the solution the Contractor plans to provide. The letter must also have the following: Must be in the form of a standard business letter;Must be signed by an individual authorized to legally bind the Pre-Qualified Contractor;Must include a list of the people who prepared the Proposal, including their titles; andMust include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Response.Subcontractor Letters. This requirement only applies, if Contractor will be working with a subcontractor that was not named as part of its initial response to RFP 0A1194. For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:The subcontractor's legal status, federal tax identification number, D-U-N-S number, and principal place of business address;The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;A description of the work the subcontractor will do;A commitment to do the work if the offeror is selected; andA statement that the subcontractor has read and understood the SOW and will comply with the requirements of the SOW.Proof of Insurance. The offeror must provide the certificate of insurance in the form that Section 11 requires. The policy may be written on an occurrence or claims made basis.Contract 0A1194 Signature Page. Any Contractor submitting a response to this Solicitation of Work must submit a copy of its one-page contract signed by the State.Contractor Response to the Statement of Work and Requirements (Sections 1 through 4). These instructions describe the required format for a responsive submission. The Contractor may include any additional information it believes is relevant. The Contractor’s response submission must be submitted using the Microsoft Word? version of the SOW to provide an in-line response to the SOW. An identifiable tab sheet must precede each section of the Proposal. All pages, except pre-printed technical inserts, must be sequentially numbered. Any material deviation from the format outlined below may result in a rejection of the non-conforming Response. Contractor responses should use a consistent contrasting color (blue is suggested to contrast with the black text of this document) to provide their response to each requirement so that the Contractor response is readily distinguishable to the State. To aid Contractors in the creation of the most favorable depiction of their responses, alternative formats are acceptable that use typefaces, styles or shaded backgrounds, so long as the use of these formats are consistent throughout the Contractor’s response and readily distinguishable from the baseline SOW. Alterations to the State provided baseline SOW language is strictly prohibited. The State will electronically compare Contractor responses to the baseline SOW and deviations or alterations to the State’s SOW requirements may result in a rejection of the Contractor’s response. Solution Design. Contractor must submit an overall Solution Design inclusive of Salesforce ( elements), Salesforce Extensions or Methods, Salesforce AppExchange applications, any other 3rd Party software/middleware elements.Staffing Plan. Contractor must submit a Staffing Plan inclusive of all Contractor Staff, Contractor Staff locations (e.g., State premise or Contractor premise) and requirements for State personnel involvement for the duration of the project, by each phase of the project, regardless of implementation methodology that includes all requirements elaboration, design, development, system and acceptance testing and production deployment work elements.Proposed Contractor team inclusive of 1-2 page biographical resumes for all team members that will be on State premise, or interact with State personnel as applicable to perform and complete the Work. Cost Summary Solicitation of Work. The Contractor’s total cost for the Project must be represented as the Not-To-Exceed Fixed Price. The State will not be liable for any costs incurred by any Contractor in responding to this SOW, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion.Pre-Qualified Contractors Experience Requirementsa. Each proposal must include a brief executive summary of the services the Pre-Qualified Contractor proposes to provide and one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);b. Each proposal must describe the Pre-Qualified Contractor’s experience, capability, and capacity to provide Project Management and optional Solicitation Assistance. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW for each of the resources identified in Section 5.2.c. Mandatory Requirements: The Pre-Qualified Contractor must possess the following: The prime Contractor, is prequalified under RFP 0A1194 Assumptions: The Pre-Qualified Contractor must list all assumptions the Pre-Qualified Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Pre-Qualified Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Pre-Qualified Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the SOW that the assumption is applicable to. The Pre-Qualified Contractor should not include assumptions elsewhere in their response.Payment Address: The Pre-Qualified Contractor must give the address to which the State should send payments under the Contract.Staffing plan, personnel resumes, time commitment, organizational chartIdentify Contractor and sub-contractor staff and time commitment. Include Contractor and sub-contractor resumes for each resource identified and organizational chart for entire team.Contractor NameRoleContractor or Sub-contractor?No. HoursContingency Plan A contingency plan that shows the ability to add more staff with the appropriate subject matter expertise if needed to ensure meeting the Project’s due date(s). Project Schedule (WBS using MS Project or compatible)Describe the Project Schedule including planning, defining goals, including milestones, and time for writing, editing and revising. Using MS Project or compatible, create a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project with each descending level representing an increasingly detailed definition of the project munication Plan Describe the methods to be used to gather and store various types of information and to disseminate the information, updates, and corrections to previously distributed material. Identify to whom the information will flow and what methods will be used for the distribution. Include format, content, level of detail, and conventions to be used. Provide methods for accessing information between scheduled communications.Risk Management Plan Describe the Risk Management Plan requirements including the risk factors, associated risks, and assessment of the likelihood of occurrence and the consequences for each risk. Describe your plan for managing selected risks and plan for keeping people informed about those risks throughout the project.Quality Management PlanDescribe your quality policies, procedures, and standards relevant to the project for both project deliverables and project processes. Show examples of the Quality Assurance and Quality Control for documentation, processes, and procedures.Fee Structure for each DeliverablePre-qualified Contractors must submit a Cost for each Deliverable identified in the cost table below:Cost ElementDeliverable TitleScheduled Due DateCostDeliverable 1.Project Plan MM/DD/YYYY$Deliverable 2.Phase Design Document MM/DD/YYYY$Deliverable 3.Build Completion Document MM/DD/YYYY$Deliverable 4.Contractor System Test Phase CompletionMM/DD/YYYY$Deliverable 5.State Acceptance Test Phase CompletionMM/DD/YYYY$Deliverable 11.Design, Configuration, Reporting and Integration DocumentMM/DD/YYYY$Deliverable 6.Data Backup (DBK) Plan MM/DD/YYYY$Deliverable 8.System Test ResultsMM/DD/YYYY$Deliverable 9.State User Acceptance Testing CompletionMM/DD/YYYY$Deliverable 10.Final State Acceptance and Handoff to State Salesforce Managed Service Provider (post development support period commencement)MM/DD/YYYY$Deliverable 12.Final AcceptanceMM/DD/YYYY$Firm Fixed PriceMM/DD/YYYY$Section 6: SOW Evaluation CriteriaContractor must demonstrate an understanding of the Scope and Goals of the Medical Marijuana eLicensing Project, the currently identified Work and Requirements in their entirety inclusive of the Project Due Date (Attachment 1, Section 1)Contractor must demonstrate an understanding of the Solution Requirements of the Medical Marijuana eLicensing Project and the deliver the currently identified Work and Requirements in their entirety inclusive of the Project Due Date .(Attachment 1, Sections 2 and 3)Contractor must leverage, to the extent possible, existing State development requirements, Salesforce, Apex, Middleware, services and design elements (Attachment 1, Section 4)Contractor must demonstrate the quality and experience of the proposed Project Team Contractor must demonstrate the capability to provide effective project management from design through development, testing, deployment and project completion for all Implementation based work Section 7: SOW Solicitation Calendar of EventsFirm DatesSOW Solicitation Released to Pre-qualified Contractors June 1, 2017Inquiry Period BeginsJune 1, 2017Inquiry Period EndsJune 12, 2017 Proposal Response Due DateJune 16, 2017 at 5:00 PM Location of submission: Ohio Department of Commerce77 S. High Street, 23rd floorColumbus, OH 43215Attn: Joy McKee All times listed are local time for Columbus, OHSection 8: Inquiry ProcessPre-Qualified Contractors may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Pre-Qualified Contractors must use the following process:Access the State’s Procurement Website at ; From the Quick Links menu on the right, select “Bid Opportunities Search”; In the “Document/Bid Number“ field, enter the SOW number found on the first page of this SOW (SFCOM-18-00-001)Select “IFP” from the Opportunity Type dropdown; Click the “Search” button; On the Opportunity Search Results page, click on the hyperlinked Bid Number;On the Opportunity Details page, click the “Submit Inquiry” button; On the document inquiry page, complete the required “Personal Information” section by providing: First and last name of the prospective offeror’s representative who is responsible for the inquiry, Name of the prospective offeror, Representative’s business phone number, and Representative’s email address; Type the inquiry in the space provided including: A reference to the relevant part of this SOW The heading for the provision under question, and The page number of the SOW where the provision can be found; and Enter the Confirmation Number at the bottom of the pageClick the “Submit” button. A Pre-Qualified Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Pre-Qualified Contractor will not receive a personalized response to the question nor notification when the State has answered the question.Pre-Qualified Contractors may view inquiries and responses on the State’s Procurement Website by using the “Bid Opportunities Search” feature described above and by clicking the “View Q & A” button on the document information page.The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this SOW.Section 9: Submission Instructions & LocationEach Pre-Qualified Contractor must submit five (5) (one signed and four (4) paper copies complete, sealed and signed of its Proposal Response and each submission must be clearly marked “Medical Marijuana Licensing System” on the outside of its package along with Pre-Qualified Contractor’s name. It is the Contractor’s sole responsibility to ensure that all copies and all formats of the technical proposal are identical.? Any pages or documents omitted from any or all copies can negatively affect the vendor’s score and possibly result in disqualification. In the event of any discrepancies or variations between copies,A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions should be on a CD, DVD or USB memory stick. Each proposal must be organized in the same format as described in Section 5. Any material deviation from the format outlined in Section 5 may result in a rejection of the non-conforming proposal. Each proposal must contain an identifiable tab sheet preceding each section of the proposal. Proposal Response should be good for a minimum of 60 days.The State will not be liable for any costs incurred by any Pre-Qualified Contractor in responding to this SOW Solicitation, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Pre-Qualified Contractors responding to this SOW Solicitation.Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:??Joy Mckee Ohio Department of Commerce 77 S. High Street, 23rd floor ??????????? Columbus, OH 43215Proprietary informationAll Proposal Responses and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a Proposal Response or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Pre-Qualified Contractor. Additionally, all Proposal Response submissions will be open to the public after the contract has been awarded.The State may reject any Proposal if the Pre-Qualified Contractor takes exception to the terms and conditions of the Contract.Waiver of DefectsThe State has the right to waive any defects in any quotation or in the submission process followed by a Pre-Qualified Contractor. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Pre-Qualified Contractors.Rejection of SubmissionsThe State may reject any submissions that is not in the required format, does not address all the requirements of this SOW Solicitation, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any responses from companies not pre-qualified in the Technology Category associated with this SOW Solicitation. In addition, the State may cancel this SOW Solicitation, reject all the submissions, and seek to do the work through a new SOW Solicitation or other means. Section 10: Limitation of Liability(Identification of Limitation of Liability applicable to the specific SOW Solicitation. Unless otherwise stated in this section of the SOW Solicitation, the Limitation of Liability will be as described in Attachment Four, Part Four of the Contract General Terms and Conditions.Section 11: Insurance TermsThe Contractor must provide the following insurance coverage at its own expense throughout the term of this Contract: The Contractor must also provide cyber liability and intellectual property infringement liability insurance of not less than $5,000,000 per occurrence and $10,000,000 in the aggregate for liability for financial loss resulting or arising from acts, errors, and omissions in connection with the Services provided under this Contract, including but not limited to:Breaches of security or privacyData theft, damage, destruction, or corruption, including without limitation, unauthorized access, unauthorized use, identity theft, theft of personally identifiable information or confidential corporate information, transmission of a computer virus or other type of malicious codeParticipation in a denial of service attack on a third partyViolation or infringement of any right of privacy, breach of federal, state, or foreign security or privacy laws or regulationsIntellectual property infringement arising out of software or content (excluding patent and copyright infringement and misappropriation of trade secretsTechnology errors and omissionsBusiness interruptionCyber extortionInvestigation, notification, and related credit monitoring costs from any of the above. Attachment 1: Statement of Work and RequirementsTable of Contents TOC \o "1-2" \h \z \u 1.Business Background and Overview PAGEREF _Toc483291485 \h 201.1.Background and Introduction PAGEREF _Toc483291486 \h 201.2.Deliverable Requirements PAGEREF _Toc483291488 \h 211.3.Project Due-Date: IMPORTANT PAGEREF _Toc483291489 \h 222.License Requirements PAGEREF _Toc483291490 \h 233.Solution Requirements PAGEREF _Toc483291491 \h 243.1.Licensee Application Portal PAGEREF _Toc483291492 \h 243.2.General Business Requirements PAGEREF _Toc483291493 \h 243.3.Application Portal Requirements PAGEREF _Toc483291494 \h 313.4.Inspection/Enforcement Requirements PAGEREF _Toc483291495 \h 324.Development Requirements and State Development Accelerators PAGEREF _Toc483291496 \h 354.1.Existing eLicense, Salesforce, Apex, Middleware and State Services Catalog PAGEREF _Toc483291497 \h 354.2.State Salesforce / eLicensing Standards and Design Guide PAGEREF _Toc483291498 \h 355.Cost Summary Solicitation of WorkBusiness Background and OverviewBackground and IntroductionRecently the Legislature of the State of Ohio passed House Bill 523 pertaining to the legalization of marijuana for medical purposes. A summary and detailed documents related to this legislation can be found at The State has developed this solicitation for the design, development and implementation of various industry licenses required by the Medical Marijuana Licensees (e.g., cultivators, processors, testing laboratories and dispensaries) designed to support the State’s oversight of the Medical Marijuana industry. A general overview of the agencies involved and their role in Ohio’s Medical Marijuana Control Program are as follows:State Agency/BoardGeneral Role & Additional DetailsOhio Department of Commerce (“Commerce”)Regulation and Oversight of cultivators, processors, testing laboratories. Primary agency responsible for establishing and maintaining the electronic database and marijuana compliance/ reporting systems State Medical Board of Ohio (“Medical Board”)Licensing and Oversight of Physicians Pharmacy Board of Ohio (“Pharmacy Board”)Recommendation Tracking, Patient and Caregiver Registry, and Regulation and Oversight of Dispensaries Ohio Department of Administrative Services, Office of Information Technology (“DAS/OIT”)Systems, Technology and Contractual Matters Arising from this RFP General Medical Marijuana Program Information The following conceptual diagram is provided to Contractors as a general orientation of the scope of work in the context of the State’s overall Medical Marijuana program and as it relates to other State systems and process development activities under way to support the program. The scope of work and requirements requested in this solicitation are strictly limited to those elements pertinent to the licensing of the participants in the program.ParticipantApproximate License Count *Responsible AgencyLicensed CultivatorsUp to 12 Level IUp to 12 Level IICommerceLicensed ProcessorsUp to 40CommerceLicensed Testing LaboratoriesTBDCommerceLicensed DoctorsTBDMedical BoardLicensed DispensariesUp to 60Pharmacy* Approximate License Counts are provided for general development effort and system sizing purposes and subject to change upon final adoption of State Rules pertaining to the Medical Marijuana Program in the State. Deliverable RequirementsThe following deliverables were numbered, identified and defined in RFP 0A1194 and are required by the State as part of developing a complete solution. Work shall be quoted on a deliverables basis as a firm-fixed-price cost not to exceed and be included in all Contractor proposals.Deliverable 1.Project Plan Deliverable 2.Phase Design Document Deliverable 3.Build Completion Document Deliverable 4.Contractor System Test Phase CompletionDeliverable 5.State Acceptance Test Phase CompletionDeliverable 11.Design, Configuration, Reporting and Integration DocumentDeliverable 6.Data Backup (DBK) Plan Deliverable 8.System Test ResultsDeliverable 9.State User Acceptance Testing CompletionDeliverable 10.Final State Acceptance and Handoff to State Salesforce Managed Service Provider (post development support period commencement)Deliverable 12.Final AcceptanceProject Due-Date: IMPORTANTThis project must be delivered to the State in a production ready form, and free of any Severity 1, 2 or 3 defects as evidenced by State Acceptance of Deliverable 10 no later than December 31, 2017.License RequirementsThe Contractor will design, develop and implement the following Licenses:ParticipantLicenseResponsible AgencyCultivatorsLevel I Cultivator (Business Entity)Level II Cultivator (Business Entity)Licensed Worker (Individual)CommerceProcessorsLicensed Processor (Business Entity)Licensed Worker (Individual)CommerceTesting LaboratoriesLicensed Testing Laboratory (Business Entity)Licensed Worker (Individual)CommerceDoctors / CaregiverLicensed Physician (Individual) CertificateLicensed Caregiver (Individual)Medical BoardDispensariesLicensed Dispensary (Business Entity)Licensed Dispensary Worker (Individual)PharmacyRules (under development) pertinent to this solicitation and the specific requirements for each license are listed at: space intentionally left blankSolution RequirementsThe following components of licenses will be designed, developed and implemented by the Contractor as part of the overall work effort. The State has grouped requirements using the following taxonomy and nomenclature for the column “Category”:Category:License Specific – those requirements that are unique to a licensee (as an individual or as a business entity) within a license type (e.g., generally not applicable across different licenses or State agencies and highly specific to a license);Board Enabling – those requirements that are unique to a board or agency and pertinent to all licenses issued or managed by a particular board or agency (e.g., must be consistent within a license group for a given board)Enterprise – those requirements that are applicable to the Medical Marijuana licensing set (across all licenses) or applicable to all licenses managed by the State’s eLicensing platform as a whole (e.g., common functions such as authentication, payment processing etc). Licensee Application PortalContractors are required to monitor evolutions to, and the finalization of, the State’s rules, policies and processes pertaining to the oversight, compliance and other aspects of the State’s Medical Marijuana Program, and design all licensing components, in their entirety, to be incorporated into State public and industry facing websites and portals. The actual design of such portals is under active consideration, but in general these website(s) serve the following general purposes: 1) to inform the general public and interested parties in the aspects, operations and other facets of the State’s implementation of the Medical Marijuana program, and; 2) industry-specific portals designed to accept applications from the industry (e.g., cultivators, processors, laboratories and dispensaries), allow the industry to interact with the State in the pursuit of such licenses (e.g., an “Application Portal”), and thereafter, (should a license be granted), follow State required compliance and filing requirements associated with the license, license maintenance, renewals and other facets as of the State’s Medical Marijuana Program as required by the State. Therefore, the Contractor, as part of the delivery of the work, will be required to regularly consult with the State as to the actual design and configuration of such website(s) and portal(s) and ensure that the licensing work developed herein is aligned and compatible with the final design(s) of such websites and portals.General Business Requirements The system must be designed, implemented and deployed to accomplish the following requirements:GroupRequirement DescriptionCategoryAuthenticationThe system must display a security notice or banner at the start of the logon process.2. Board EnablingThe system must display, upon log-on, the last date and time the authorized user logged onto the system.3. EnterpriseEach user account must have a unique identifier, which may be system generated or user assigned.3. EnterpriseThe system must automatically log a user off the system after a pre-defined inactivity period.3. EnterpriseThe system must automatically prompt users to change their password based on password management policies.3. EnterpriseThe system must provide one central login page for all users.3. EnterpriseThe system must allow the system security administrator to set the allowed maximum number of unsuccessful login attempts before the user account is locked.3. EnterpriseAll system authentications must follow State Security standards 3. EnterpriseThe system must verify a user's identity when completing password management activities such as resets.3. EnterpriseAuthorizationThe system must allow an authorized user to set security control at the level of the user interface and at the menu, window, record, and field levels.2. Board EnablingThe system must allow an authorized user to apply field level security at the user, role, department, direct report, or organizational level.2. Board EnablingThe system must allow an authorized user to create templates for user profiles (i.e. roles) so that individual user accounts may inherit privileges.2. Board EnablingThe system must allow an authorized user to create hierarchical security controls to enforce access to specific data reporting tool in the reporting tool applying to ad hoc reporting capabilities: by group of users, individual report, time of day, and/or data element (ex: cannot view data in bank account field, SSN, etc.).2. Board EnablingThe system must allow an authorized user to immediately suspend access temporarily of a certain function to all users due to support circumstances (i.e., all current usage and future usage of the function be halted temporarily until the circumstance is rectified).2. Board EnablingCorrespondence AdministrationThe system must allow an authorized user to select a format for generated correspondence, such as print or email.1. License SpecificThe system must store any correspondence generated and the correspondence method (print, email) used for each correspondence item.1. License SpecificThe system must allow an authorized user to configure and send mass e-mailings.1. License SpecificThe system must allow an authorized user to add comments to each correspondence item. The system must capture the date and user id at the time any comment is added to a correspondence item.1. License SpecificThe system must store all notifications and correspondence, whether system-generated or user-generated, including data such as Subject, To, From, Date, correspondence body, etc.2. Board EnablingThe system must assign a unique identifier for each correspondence item generated within the system.2. Board EnablingThe system must allow an authorized user to view, resend and print correspondence items whether system-generated or user-generated.2. Board EnablingCredit Card ProcessingThe system must comply with the Payment Card Industry (PCI) Data Security Standards.3. EnterpriseData ConfigurationThe system must allow an authorized user to capture, store and maintain (adding, modifying, deleting) license information about each license type including, but not limited to: unique ID, licensee name, license description, application form name, application form number and date, link to a downloadable application form, and a link to the on-line application form, when functional.2. Board EnablingThe system must allow an authorized user to add custom fields for the profile and customize field requirements.2. Board EnablingThe system must allow an authorized user to modify the system terminology (for example, titles and labels).2. Board EnablingData IntegrityThe system must either notify the user or must trigger a workflow when entered information does not match existing information already stored in the system as defined by business rules.2. Board EnablingThe system must enforce the integrity of submitted data by utilizing data input masks and calculating amounts on user input screens to support the entry and submission of correct and adequate information.3. EnterpriseData VariancesThe system must allow an authorized user to change dates, as defined by business rules.2. Board EnablingThe system must support license relationships between superior and subordinate license types as defined by business rules.2. Board EnablingThe system must be able to store an unlimited number of addresses associated with a licensee or registrant; the system must maintain the previous address of each individual or entity as defined by business rules.3. EnterpriseThe system must allow an authorized user to maintain surety information including: surety options, surety instruments, effective dates, surety status, minimum surety, supplemental surety, number of days coverage, surety provider, surety type, date received, active or inactive indicator, inactive date for each surety type.3. EnterpriseThe system must allow multiple licenses to be associated to a licensee.3. EnterpriseDocuments & FilesThe system must allow only a designated, authorized user to delete documents, files, records, action items or rename documents.2. Board EnablingThe system must allow an authorized user to retrieve and view stored documents.2. Board EnablingThe system must allow an authorized user to store photos of licensees and display with the licensee record as defined by business rules.2. Board EnablingThe system must perform virus scans on all external files.3. EnterpriseThe system must allow an authorized user to rename attachments.3. EnterpriseThe system must allow an authorized user to retrieve and send authorized documents in response to an Ohio Public Records Act request and perform overlay redaction as needed.3. EnterpriseThe system must allow an authorized user to categorize all license-related documents, images, and audio/video files.3. EnterpriseThe system must allow an authorized user to view a history for each document (in all areas of the system) including when uploaded, modified, accessed, deleted, and include date and user identification.3. EnterpriseThe system must allow an authorized user to categorize a document as sensitive and prevent all but specifically authorized users to view, retrieve, save, or send due to sensitive or confidential information.3. EnterpriseEnforcement AdministrationThe system must maintain a complete history of enforcement activities.2. Board EnablingEnforcement Post-DisciplinaryThe system must allow an authorized user to submit corrective action plans and compliance statuses for each case.2. Board EnablingThe system must allow an authorized user to maintain violations, corrective actions, and disciplinary actions for a licensee or entity.2. Board EnablingEnforcement WorkflowThe system must manage compliance data and compliance process workflows for compliance activities as defined by business rules.2. Board EnablingThe system must notify the department and the licensee or registrant of an overdue compliance action.2. Board EnablingFees & PaymentsThe system must alert an authorized user when a licensee has made a partial or incomplete payment or an over-payment.2. Board EnablingThe system must associate a repayment with the original payment.2. Board EnablingThe system must mark a payment as "bad" if the payment is returned or rejected (bounced checks, declined credit cards), showing a negative general ledger balance for non-sufficient funds, and placing a flag on the license for insufficient funds.2. Board EnablingThe system must generate a unique fee receipt number for each payment instrument (check, money order, and credit card) received.2. Board EnablingThe system must associate the unique fee receipt number with each license and/or registration that the payment applies to.2. Board EnablingThe system must allow an authorized user to view all fees and payments for licensee or registrant for a specified period of time when processing payments.2. Board EnablingFees AdministrationThe system must calculate license fees based on the user-defined fee schedule and user-defined business rules for the license.1. License SpecificThe system must generate an invoice for license fees according to business rules.1. License SpecificThe system must allow an authorized user to define and configure fees across license types, registration types, transaction types, enforcement actions, miscellaneous sales and other fee-related transactions.2. Board EnablingIntegrationThe system must allow an authorized user to create scheduled, automated data exports and imports of user-specified data to and from external systems, such as Import of background check results and examination results ***(Batch, Individually Inbound and Outbound)***.2. Board EnablingThe system must allow an authorized user to integrate it with email software such as Microsoft Exchange, Lotus Notes and GroupWise by way of MAPI, vCard and iCal API standards ***(Real-time, Bi-directional)***.3. EnterpriseThe system must have an interface with the State’s enterprise GEO Coding system. 3. EnterpriseThe system must be compatible with the State's ACH processing provider CBOSS (see Supplement Three - CBOSS CPP Information) ***(Real-time, Bi-directional)***.3. EnterpriseThe system must interface with the State of Ohio Financial Management System, OAKS, to allow for the transfer of financial information, reading/writing to "OAKS ERP standard" format (building of custom APIs), map to OAKS ERP chart of accounts ***(Batch, Outbound only)***.3. EnterpriseThe system must interface with the State of Ohio's third-party payment service for the processing of electronic payments 3. EnterpriseLicense AdministrationThe system must allow an authorized user to maintain fee and requirements information about each license type including, but not limited to: description of fees (fee type, fee amount, returnable), fee payment options, additional required documentation, supplemental permits, special requirements, additional information and comments.1. License SpecificThe system must verify eligibility for renewal as defined by business rules (e.g., flags, alerts, statuses, enforcement rules, etc.).1. License SpecificThe system must have the ability to display more than one DBA (Doing Business As) for an entity license.2. Board EnablingEach license and registration created must have a unique identifier, which may be system-generated or user assigned as defined by business rules.3. EnterpriseThe system must allow an authorized user to add, edit and deactivate entities and their related licenses.3. EnterpriseWhen entering a new entity or individual, the system must perform a search for an existing record using a unique identifier for the entity or individual, such as a social security number, EIN, system-generated unique identifier or other identifier as defined by the Department, in order to prevent duplicate entry of entity records.3. EnterpriseLicense ManagementThe system must automatically update a license status as defined by business rules.1. License SpecificThe system must allow an authorized user to associate or terminate a license to an entity as defined by business rules.2. Board EnablingThe system must allow an authorized user to assign, modify or remove one or more 'flag' statuses for an application or license record.3. EnterpriseThe system must allow an authorized user to:? maintain a comment field for each flag status;? enter a begin date for each flag status;? enter an end date for each flag status.3. EnterpriseThe system must maintain current and historical records for all past and present licensees, including record of all license applications, renewals, and updates by date and license type.3. EnterpriseThe system must display an ongoing history of changes of address and name, reason for the change and date of the change on the licensing screen as defined by business rules.3. EnterpriseWhen entering a new entity, the system must allow an authorized user to choose whether an existing entity record is a duplicate or to add it as new3. EnterpriseThe system must allow an authorized user to update the status of a license at any point in the license period.3. EnterpriseFor a group of shopping cart transactions initiated by a licensee, the system must process each transaction independently such that the processing of one transaction does not affect the processing of another transaction, and such that each transaction is represented to the department as if it occurred independently.3. EnterpriseThe system must allow an authorized user to display an entity's history profile, licensing profile, and payment fee history for each type of license3. EnterpriseThe system must prompt the user to verify all associated addresses when the Licensee changes an address associated with their license.3. EnterpriseThe system must maintain license types for individual licensees, applicants, and entities.3. EnterpriseThe system must allow an authorized user to search, sort, filter, and view licenses.3. EnterpriseThe system must allow an authorized user to modify an existing license type for a licensee.3. EnterpriseThe system must allow an authorized user to add, modify or delete user-defined flags on an application, entity or licensee record.3. EnterpriseThe system must maintain a history of changes to a flag status including, at a minimum:? the date of change;? the change (add, modify, or delete);? the user initiating the action.3. EnterpriseThe system must allow an authorized user to place multiple 'flags' on a license.3. EnterpriseLicense RenewalsThe system must allow an authorized user to define license and registration renewal rules for each license and registration type including: time period that the license is valid for; time period prior to expiration date to trigger renewal rules for each license type including: time period that the license is valid for; time period prior to expiration date to trigger renewal notifications; time period that the application is available to applicant; renewal limits; and late fees (a license renewal may be considered late even before the license expiration date).1. License SpecificThe system must allow an authorized user to generate additional renewal notices at user-defined time periods if a license or registration has not been renewed within a specified time period, as defined by business rules.1. License SpecificThe system must allow an authorized user to generate a delinquent notice if a license or registration has not been renewed within the user-defined time period, as defined by business rules.1. License SpecificThe system must automatically or when requested by an authorized user generate a renewal notice for each license or registration according to the user-defined renewal and business rules.1. License SpecificThe system must automatically set the expiration or renewal date of a new or renewed license or registration, as defined by business rules for that license type.1. License SpecificThe system must allow an authorized user to override and extend expiration and renewal dates of a license or group of licenses in case of extenuating circumstances.1. License SpecificThe system must inactivate licenses or registrations and generate appropriate notifications for licenses that are beyond a user-specified time period after expiration, as defined by business rules.1. License SpecificMobile User AccessThe system must allow remote field staff to view, capture, print, scan, and use licensee and/or registrant information in the system using a wireless internet-enabled mobile computer or handheld device.2. Board EnablingOnline License User MaintenanceThe system must allow an authorized user to add new addresses to individual or business records, as defined by business rules.1. License SpecificThe system must allow an authorized user to store insurance expiration dates.1. License SpecificThe system must allow an authorized user to deactivate a license at any point in the license period, as defined by business rules.1. License SpecificOnline License User Printing The system must provide licensees and registrants with printable confirmation and confirmation number when payment has been received through an online process.2. Board EnablingPayment AdministrationThe system must maintain a history of fee schedules.1. License SpecificThe system must transfer funds (fees collected) to OAKS revenue accounts based on user defined business rules. This would eliminate manually entering revenue codes in OAKS. 3. EnterprisePrinting & Data ExportThe system must allow an authorized user to print documents such as license certificates in batches.3. EnterpriseThe system must allow an authorized user to print licenses on special printing media such as sticker type licenses or laminated photo ID cards.3. EnterpriseThe system must allow an authorized user to print mailing labels, post cards, and letters.3. EnterpriseThe system must allow an authorized user to define the print layout (templates) for each license type, registration type and notification type.3. EnterprisePublic License VerificationThe system must allow an authorized user to generate and send to a licensee a report with the status of its employees' registrations as allowed in defined business rules.2. Board EnablingThe system must track entity license and employee registration expirations, identify employees, generate automated emails when an entity license or employee registration is up for renewal, expiration, disciplinary action, etc.3. EnterpriseThe system must allow an authorized user to access a printer friendly version of License Verification information when located online.3. EnterpriseThe system must prevent an authorized user from registering more than once with the same key identification information.3. EnterpriseThe system must provide a mechanism that will allow a licensee to submit a request for profile information changes online to be made by an authorized user.3. EnterpriseReportingThe system must allow an authorized user to produce a report displaying full license history, including the applicant's actual responses, in a format that can be certified and admitted as evidence in a disciplinary hearing.2. Board EnablingThe system must allow an authorized user to request a report containing operations control statistics such as average number of days to process an initial application, average number of days to process a renewal, common reasons for denial, permit term, whether or not the permit is renewable, how often the permit is renewable, whether or not an automatic renewal notification is generated, the number of days prior to expiration that the notification is generated, grace period, late penalty, application submittal methods and comments.2. Board EnablingThe system must allow an authorized user to request a report summarizing a licensee's complete application history, including new and renewal applications.2. Board EnablingThe system must provide predefined reports. A list of all the pre-configured reports and their description must be attached for reference.3. EnterpriseThe system must allow an authorized user to create and save reports, images, and photos in the following formats: Hypertext Markup Language (.html), Adobe Acrobat Portable Document Format (.pdf), Microsoft Word, Rich Text Format (.rtf), Delimited text by tab or comma, fixed length text, Microsoft Excel Spreadsheet format, XML or image file.3. EnterpriseThe system must allow an authorized user to request a report using data from archived and current audit logs.3. EnterpriseThe system must allow an authorized user to distribute reports in the following manner: email, web, fax, paper, etc.3. EnterpriseThe system must allow an authorized user to save report layouts and ad-hoc report definitions for future use.3. EnterpriseThe system must provide a default set of reports for retrieving information from the system.3. EnterpriseThe system must allow an authorized user to schedule automatic generation and distribution of reports as defined by business rules (e.g., daily, weekly, monthly).3. EnterpriseThe system must allow an authorized user to conduct searches by entering full or partial matches (including wild cards) to search attributes.3. EnterpriseThe system must allow an authorized user to create reports without needing advanced technical knowledge using a robust, user-friendly reporting tool (OEM or bolt-on) that allows for report design/execution and ad-hoc queries of all system data only for their board. For example, user should not have to know SQL to create a report.3. EnterpriseThe system must allow an authorized user to modify the parameters, layout, and structure of reports, letters and notices as defined by license type and business rules.3. EnterpriseReporting - AuditThe system must allow an authorized user to maintain license or application inquiry information for external agency contacts, including but not limited to: agency name; application processing location;mailing address; phone number;website address; andother sources for applications.3. EnterpriseThe system must generate an alert when the maximum number of unsuccessful logon attempts is reached for a user account.3. EnterpriseThe system must maintain an audit trail of any action that occurs as part of an automated workflow.3. EnterpriseThe system must log all access to Confidential Personal Information (CPI) with the user's ID, the data accessed, and the date and time of access.3. EnterpriseThe system must record all failed access attempts in a violation log.3. EnterpriseThe system must maintain logs for each user access, time of entry and activity and enable an authorized user to query access through a user-friendly interface.3. EnterpriseThe system must record the user name, date, and time of configuration changes made to the system as well as the previous values and new values entered.3. EnterpriseThe system must allow an authorized user to maintain license or application inquiry information for internal contacts, including but not limited to: name; phone number;physical address; mailing address; fax number;email addresses;follow up information;form names; andform types.3. EnterpriseThe system must maintain a history of changes to each 'flag' status including the date of change and the changes (add, modify, or delete).3. EnterpriseThe system must record the user name, date, and time of license information changes made to the system as well as the previous values and new values entered.3. EnterpriseThe system must record all changes made to licensee and entity data with the user ID of the person making the change, the time and date of the change, and the before and after values.3. EnterpriseSecurity/PrivacyThe system must adhere to the State of Ohio IT Standard ITS-SEC-02 and Privacy Policies Framework which may be retrieved from . EnterpriseThe system must conform to State of Ohio Revised Code, Access Rules for Confidential Personal Information. The system must provide customizable event auditing and must log user specified information. For example, it must log user information when a social security number is viewed.3. EnterpriseThe system must encrypt data in transit with either session-based encryption or message-based encryption.3. EnterpriseSupportabilityThe system must provide system upgrade processes and support for future released versions of the application including migration of custom code (as applicable).3. EnterpriseThe system must provide a clearly defined patch management process and provide patch management support (including custom code as applicable.)3. EnterpriseThe system must provide an interface or mechanism so that a system administrator can monitor the health of the application or system and trigger alerts in case of failure.3. EnterpriseTransaction ProcessingThe system must prevent duplicate payments.1. License SpecificUsability ConfigurationThe system must allow, but not require, a user to select dates using a graphical calendar tool for all date fields within the system.3. EnterpriseThe system must allow a user to preview and print the entire contents of any page that they are authorized to access.3. EnterpriseThe system must allow a user to reset his or her own password without intervention by the system administrator.3. EnterpriseThe system must adhere to the State of Ohio IT Policy IT-08 Executive Branch Cabinet Agency Web Site Standardization which may be retrieved from . EnterpriseThe system must adhere to the State of Ohio IT Policy ITP-F.3 Web Site Accessibility which may be retrieved from . EnterpriseGroupRequirement DescriptionCategoryAuthenticationThe system must provide one central login page for all users. Ex: External and Internal users login through same page, but see different options after login based on permissions.3. EnterpriseThe system must allow authorized external and internal users to begin the application process. 3. EnterpriseThe system shall designate a time period in which the system will accept application submissions. 3. EnterpriseThe system must allow an authorized user to designate individual applications and attachments as read-only.2. Board EnablingData IntegrityThe system must verify the data entered by an applicant or licensee against data already known by the system, such as making sure a social security number matches, and ensure the protection of this information from security breaches.2. Board EnablingDocuments & FilesThe system must allow an authorized user to hide specific data items, such as personal identifiers, on application documents for blind review by the department or others.2. Board EnablingThe system must allow an authorized user to specify the maximum file size and the file types accepted as attachments.2. Board EnablingFees & Payments The system must notify the licensee of an underpayment and prevent the associated application from completing as defined by business rules.2. Board EnablingIntegrationThe system must notify the State's seed-to-sale system Contractor when a licensee has its license suspended or revoked. 1. License SpecificLicense ApplicationsThe system must interface with the department's software and hardware for the creation of ID badges and business licenses. 1. License SpecificLicense ManagementThe system must allow an authorized user to capture, modify and track license application information for each license application entered.3. EnterpriseLicense ManagementThe system must allow an authorized user to maintain evaluation information about each reviewed application.3. EnterpriseWhen entering an application, the system must allow an authorized user to create a new entity record.3. EnterpriseThe system must identify incomplete, un-submitted applications that have had no activity for a predetermined period of time and notify the applicant that the application will be closed if not completed within a specified period.3. EnterpriseFor all online application licensees, the system will default to "yes" so all applicants are enrolled for opt in email communications.3. EnterpriseLicense RenewalsThe system must maintain specific questions and responses for each licensee for each licensing cycle indefinitely as historical data.1. License SpecificOnline License ApplicationsThe system must allow an authorized user to maintain and customize a "License Packet" for each license type. The packet can include license instructions, required documents list, license checklist, etc.1. License SpecificThe system must allow an applicant to access an application checklist so the applicant can track whether required items such as transcripts, fingerprints, etc. have been received as defined by business rules.1. License SpecificThe system must allow an applicant to withdraw his or her own application as defined by business rules.1. License SpecificThe system must allow an applicant to view the status and track the progress of his or her application as defined by business rules.1. License SpecificThe system must allow an applicant to add, modify and delete data on his or her application until submitted.1. License SpecificThe system must allow a licensee to renew multiple licenses or registrations during a single session, and force the user to renew multiple licenses if they depend on each other, as defined by business rules.1. License SpecificThe system must prevent a user from modifying or deleting an application or application data once submitted.2. Board EnablingThe system must allow an applicant or authorized user to download a printable version of a partially completed license application.2. Board EnablingThe system must allow an applicant to attach and upload documents and associate electronic files as information supporting an application, while maintaining clear information on the source of each file (e.g., applicant, endorser, school).2. Board EnablingThe system must allow an applicant to download a "License Packet" consisting of application instructions and required forms specific to a license type.2. Board EnablingThe system must allow an authorized user to view the status of his or her pending (application or renewal), current, and expired licenses as allowed, as defined by business rules. Note: Users in this category can be an employee of the Department or an applicant authorized to use the application portal. 2. Board EnablingThe system must allow an applicant to save a partially completed application and allow the user to return to the application for completion and submission as defined by business rules.2. Board EnablingOnline License User PrintingThe system must allow an applicant or authorized user to print license applications and application instructions.1. License SpecificThe system must allow an applicant to download a printable version of a completed (or partially completed) application.2. Board EnablingOnline Payment ProcessingThe system must allow an entity to pay fees and fines online to include allowing and tracking installment payments. Fees will vary by credential type and time period paid.2. Board EnablingThe system must allow entities to pay multiple fees, fines and penalties with a single transaction.2. Board EnablingThe system must allow a licensee to pay fees online according to business rules.2. Board EnablingThe system must allow a licensee to request and pay for a replacement copy of its licenses and/or licensing documents online, paper license verification or request license verification to another state, as defined by business rules.2. Board EnablingPublic License VerificationThe system must allow an external user to register for system access to the application portal and as part of this registration, create their own User ID and password, consistent with the business and technical requirements of the basic eLicensing requirements.3. EnterpriseApplication Portal RequirementsInspection/Enforcement RequirementsGroupRequirement DescriptionCategoryMobile User AccessThe system must allow remote field staff to view, capture, store, print, scan, and maintain licensee and/or registrant compliance information in the system using a wireless internet-enabled mobile computer or handheld device.2. Board EnablingAuthenticationThe system must provide one central login page for all users. Ex: External and Internal users login through same page but see different options after login based on permissions3. EnterpriseData ConfigurationThe system must allow an authorized user to define required inspection/investigations for each license type.2. Board EnablingPublic License VerificationThe system must automatically provide confirmation of complaint receipt to the complainant.2. Board EnablingLicense AdministrationThe system must allow an authorized user to customize inspection checklists by license type.1. License SpecificEnforcement Pre-DisciplinaryThe system must link cases with other associated cases or subcases by licensee, address, entity or company.2. Board EnablingThe system must allow an authorized user to maintain pre-hearing and post-hearing actions such as interviews, settlement conferences and adjournment requests.2. Board EnablingThe system must allow an authorized user to group or associate related complaints, such as associating complaints by complainant, address, or licensee.2. Board EnablingThe system must allow an authorized user to assign individuals as members of an investigation committee.2. Board EnablingThe system must automatically schedule inspections when they are due according to business rules.2. Board EnablingThe system must allow an authorized user to maintain hearing information for each session of the hearing including date, participants and results.2. Board EnablingThe system must prevent final inspection/investigation reports from being modified based on user-defined business rules.2. Board EnablingThe system must allow an authorized user to view previous inspection/investigation information for a selected applicant/customer.2. Board EnablingThe system must allow an authorized user to maintain daily time logs for investigations/inspections performed.2. Board EnablingThe system must allow an authorized user to maintain workflows specific to cases.2. Board EnablingThe system must automatically route hearing results to the relevant unit as defined by business rules.2. Board EnablingEach case must have a unique identifier, which may be system generated or user assigned as defined by business rules with a distinct sequence.2. Board EnablingThe system must allow an authorized user to escalate a complaint for further investigation or disciplinary action. The system should have all the departments and associated people hierarchy defined.2. Board EnablingThe system must allow an authorized user to request an investigation, maintain investigation activities and results for each investigation, and maintain multiple notes or reports for an investigation.2. Board EnablingThe system must associate each enforcement activity to an entity or license record.2. Board EnablingThe system must route a complaint to the relevant user or queue as defined by business rules.2. Board EnablingThe system must allow an authorized user to create and track subpoenas.2. Board EnablingEnforcement Post-DisciplinaryThe system must determine if a disciplinary fine or other compliance action is overdue as defined by business rules.2. Board EnablingThe system must alert an authorized user when action is taken against a licensee who may supervise or collaborate with other licensees so that an authorized user may take appropriate action to notify affected licensees as defined by business rules (See Supplement Six - Parent/Child eLicensing Relationships).2. Board EnablingThe system must allow an authorized user to close a case.2. Board EnablingThe system must allow an authorized user to provide the reason a case was closed. (For example, error, sustained, not founded based on evidence, withdrawn, dismissed).2. Board EnablingThe system must allow an authorized user to maintain inspection/investigation results (including dispositions, violations, correction plans and status of compliance) for each inspection/investigation.2. Board EnablingThe system must allow an authorized user to track post-inspection/investigation activities.2. Board EnablingEnforcement AdministrationThe system must capture the dates associated with each compliance activity in order for an authorized user to search, display and request reports.2. Board EnablingThe system must restrict access to certain fields of case information based upon the access privileges of the authorized user viewing the case.2. Board EnablingThe system must allow an authorized user to review complaint history based on user-specified criteria such as address or licensee.2. Board EnablingEnforcement WorkflowThe system must allow an authorized user to manage complaints, inspections, case investigations, hearings and disciplinary actions.2. Board EnablingThe system must allow an authorized user to trigger an interactive workflow to process and approve inspection/investigation information as defined by business rules.2. Board EnablingThe system must track complaint history from the time the complaint is created to when the complaint is closed and display status and age at any point in time as defined by business rules, accessible only by authorized users.2. Board EnablingMobile User AccessThe system must allow remote field staff to search and view the details of license records using a wireless internet-enabled mobile computer or handheld device.3. EnterpriseThe system must allow an authorized user to select one or more scheduled compliance activities for which the system must download all relevant compliance information to a mobile device.2. Board EnablingThe system must allow an authorized user to transfer all compliance information for each selected compliance activity to a mobile device.2. Board EnablingThe system must allow an authorized user to record inspection or compliance information on a mobile device.2. Board EnablingThe system must allow an authorized user to suspend an inspection or compliance activity and save the entered compliance information on a mobile device as a work in progress.2. Board EnablingThe system must allow an authorized user to resume recording inspection or compliance information on a work in progress on a mobile device.2. Board EnablingThe system must allow an authorized user to schedule follow-up appointments from the field using a mobile device.2. Board EnablingThe system must allow an authorized user to export completed inspection or compliance information from a mobile device to the central system.2. Board EnablingThe system must automatically synchronize compliance information between a mobile device and the system when internet connectivity becomes available as defined by business rules.2. Board EnablingThe system must allow remote field staff to print notices, violations, and licenses using a wireless internet-enabled mobile computer or handheld device.2. Board EnablingThe system must allow inspected licensees to digitally sign a mobile device to indicate a report has been received using a wireless internet-enabled mobile computer or handheld device.2. Board EnablingReporting – AuditThe system must archive audit logs after a defined period of time.3. EnterpriseThe system must archive all audit, access, history and violation of logs; these logs must be accessible to an authorized user.3. EnterpriseDevelopment Requirements and State Development AcceleratorsThe State has developed several “Development Accelerators” that are commonly utilized within the State’s eLicense platform that (in general):Provide Common User Interface/Experience Elements including:Customer Correspondence Calendar and Scheduling Mobile Device Support User Assistance, Help, FAQ and User Knowledgebase Branding, Look & Feel Content, Versioning and Presentation Management Salesforce Platform Setup, Administration and Common/Standard FunctionsSalesforce User and Activity ReportingUser Preference Management and Accessibility User Error Detection and AssistanceState Customer Service Representative (CSR) Enabling Provide Enterprise access to State Services including:ACH/Check Card InterfacesCredit/Debit Card InterfacesIdentity/Access ManagementMiddleware Integration (MuleSoft or State ESB)Existing eLicense, Salesforce, Apex, Middleware and State Services CatalogThe Contractor, wherever possible, must utilize existing eLicense Catalog Elements as to maintain compatibility with existing methods, reuse existing methods to help minimize risk and delivery delays and contribute to the overall State’s eLicense Services Catalog for those methods specific to the Medical Marijuana License space as well as those elements that may be of use to the State in other licensing endeavors.State Salesforce / eLicensing Standards and Design GuideThe Contractor, wherever possible, must utilize and follow the existing eLicense / Salesforce Standards as to maintain compatibility with existing standards, reuse existing standards to help minimize risk and delivery delays and contribute to the overall State’s eLicense standards for those elements specific to the Medical Marijuana License space as well as those elements that may be of use to the State in other licensing endeavors.State Salesforce / eLicensing Standards Documents (embedded ZIP) containing:Existing eLicense Frameworks (PDF)State of Ohio eLicense RICEFW Library (XLS)Salesforce Development and Naming Guidelines (PDF)Salesforce Development Standards (PDF) ................
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