Environmental Health Information System

The Vendor is required to provide environment related disease and injury through primary prevention with a combination of surveillance, education, enforcement, and assessment programs designed to identify, prevent and abate the environmental conditions that adversely impact human health.
- Responsible for policy development, training, technical support, and programmatic oversight for assigned programs.
- The environmental health information system (EHIS) when first implemented, the system provided the ability to collect and report data primarily in the food, onsite sewage, and private well and general environmental health programs and to print forms automatically populated with data from the database records.
- The EHIS also includes records for the financial transactions related to the regulated facilities, including bulk and individual invoicing, recording payments, and related accounting and reports.
- In addition to the data, each record type also can include associated electronic file attachments, such as photos, letters, and similar evidence or informational files essential for performing the respective work.
- The EHIS has been in continuous development; additional modules have been added to incorporate additional programs (e.g., body art permitting and inspection, sept age removal permitting and inspection) and the system has been updated and modified in response to changing policy
- The EHIS is organized as one database with an associated mirror database utilized for custom and ad hoc reporting needs.
- This reporting server is absolutely essential for supporting data driven policy and planning efforts.
- Users are assigned a variety of access levels that can limit an individual’s ability to create, edit and/or read records or to configure specific fields (e.g. selection lists).
- To supply an option for creating, viewing, and editing records the EHIS includes an offline field client for when users have no access to an internet connection, as is often the case in rural areas of the State.
- The EHIS includes a website for the public to search for the recent inspection records of permitted food service, tourist accommodation, and public swimming pool facilities.
- The current system is accessible to users via any modern web browser and currently supported versions of the Microsoft Operating System and Microsoft Office Suite.
- The structure of the current EHIS is location centric with multiple primary tables maintaining address and GIS data.
- The current system includes an offline field client that is an iteration of the full online system that allows users to review any records and record any work needed when no internet connection is available.
- This offline solution must include maintenance and system logging of the connections lost, records synchronized, synchronization errors and conflicts of data values where the data was changed on both the production data set and the offline records during the period of offline use.
- The public search portal must use location services filtering to search and review inspections of permitted food service, swimming pool, body art, and tourist accommodation operations.
- Address validation using both the GIS capabilities and the existing records in the system for all records that include recording an address to support prevention of duplicate location records.
- The EHIS SaaS shall provide users with the ability to email any standard printable output directly from within the system's user interface. 
- This functionality ensures that reports, permits, inspection records, notices, and any other documents available as standard printable outputs can be sent via email without requiring users to download and attach files manually.
- This capability enables users to retrieve and analyze data in real time or with minimal latency using common data analysis software applications.
- Maintain maintenance records for onsite sewage management systems, including documentation of service supplied by service companies.
- Solution must be scalable and flexible enough to accommodate new functionalities and adapt to changing priorities.
- Ability for requesting services to include:
•    Apply for permits, certifications and other service requests
•    Capture electronic signatures
•    Receive and process invoice payments
•    Ability to review service requests status and edit them, restricted to the applicant
•    File uploading for attachments to service requests
•    Receive notice of request status changes
•    Submit notice of maintenance performed on onsite sewage management systems.
- Feature Development & Enhancements
•    A detailed breakdown of major feature releases, categorized by function (e.g., user interface improvements, workflow automation, integration capabilities, reporting enhancements).
•    Roadmap must identify which features will be customer-driven versus supplier driven based on market research and industry best practices.
- Security & Compliance Updates
•    Scheduled security enhancements to address evolving cybersecurity threats and compliance with national and state-level data protection policies.
•    Adoption of no-code/low-code security frameworks ensuring usability without compromising system integrity.
- Key Milestones & Timelines
•    Clearly defined quarterly and annual milestones, specifying major product releases, beta testing phases, and full deployments.
•    A risk assessment and mitigation strategy for each milestone, detailing contingency plans for potential delays or technology shifts.
- Customer Engagement & Feedback Mechanisms
•    A structured approach for stakeholder input, including periodic user surveys, advisory groups, and pilot testing opportunities.
•    Transparent reporting on how customer feedback is incorporated into development priorities.
- Scalability & Performance Optimization
•    Plans for scalability improvements (e.g., enhanced cloud capabilities, system load balancing).
•    Strategies for performance monitoring and continuous improvement, ensuring the system maintains high availability and responsiveness.  

- Contract Period/Term: 1 year
- Bidders/Offerors’ Conference Date: August 18, 2025
- Questions/Inquires Deadline: August 22, 2025