The vendor is required to provide from qualified entities to design and develop a database for agency use in managing all its air quality programs, as well as provide training and ongoing technical support as needed.
- We are seeking a complete design and implementation of a database solution, along with any necessary training.
- Agency retains the rights to the designed and developed database and any customization of plug-ins.    
- General functionality
• Must be windows compatible.
• Must be a 100% web-based solution.
• Agency application system administrators’ staff must be able to configure all user security settings, without the need to rely on the vendor’s help desk.
• Ability to create, assign and maintain groups and manage data access ability
• The proposed system must provide user-defined security, differential rights distribution, role designation, ability to add additional users, and user options.
• Ability to search on any field within the database, including custom fields.
• Have a real-time dashboard to display dynamic charts & graphs.
• Agency application system administrators can create new fields and screens after implementation.
• System has ability for audit logging and provide detailed audit trails and reports.
• Provide a configurable, flexible workflow management system to automate business processes performed by each department and agency involved with the development review process.
• Ability to view and link related records.
• Ability to archive closed records.
• Ability to delete records that have met records retention.
• Ability to set record retention flags that then flag records for archival review.
• Ability to set up and use templates for emails, letter, or reports.
• Ability to search for all activity at a specific address
• Ability to document phone calls and meetings and link to appropriate records
• Ability to access the database while working in the field.
• Ability to allow field inspectors to enter data in the field with either hand-held devices, tablets, or laptop computers.
- Online customer access
• A CROMERR-compliant online customer access system for submittal of applications, notifications, reports (including emission inventory), and other documents.
• The online customer access system must have different access groups based on the user type.
• An online customer access system for submittal of complaints, outdoor burning permit applications, and other documents and notifications that do not need to be submitted via a CROMERR-compliant system
• Online records portal for the public to view records online including a map of regulated sources.
• Ability to make specified database fields viewable online.
• View the status of a permit, project, license, or case online.
• Ability for application system administrators to change the configuration and preferences of the online System.
- Generating reports
• System comes with standard reports.
• Users are able to create custom reports.
• Users are able to create queries on the fly and save those queries for shared future use.
• View a preview of report prior to printing.
• Export reports into an adobe pdf, MS excel, or MS word format.
• Able to select different date ranges to view report information
- Mapping capabilities
• Ability to click on an address and have it pull up a map of the location.
• Ability to open a map and see all activity in that area/community
• Create a map from queried data
• Ability to select an item on a map and open the related records for that address.
- Confidential data
• Ability for source to request confidentiality for certain submitted via webform.
• The confidentiality request must include the exemption citation for each item and the term (length) of confidentiality claim (e.g., indefinitely or until a certain date).
• Ability to attach documents that may contain confidential data.
• Ability for agency to review and approve all confidentiality requests submitted.
• Ability for the system to automatically redact any data accessible to the public.
• Any reports or queries created internally must have confidential information clearly identified.
- Act reporting system
• Ability to export facility and emissions data into xml format for reporting to act emission inventory system (EIS).
• Ability to export data to act integrated compliance information system (ICIS) system.
• Ability to submit permits through act electronic permitting system (EPS).
- Time accounting
• Ability to track all work time by program and function including leave and overtime hours
• Ability to submit leave and overtime requests to supervisor through the system for approval
• Ability to set workflow for submittal and review of final timesheet and notify users when they have tasks
• Ability of system to prevent submittal of final timesheet if work hours do not equal 40 hours per week without appropriate leave and overtime hours logged
• Ability to calculate overtime for time worked in excess of 40 hours (for overtime eligible staff)
• Ability to link specific timesheet entries to regulated sources and permitting
• Ability for the timesheet data to be exported into an excel spreadsheet on a monthly basis for use in accounting.
• Ability to create customized reports for each grant/contract that uses staff-specific hourly rates.
- SEPA (state environmental policy act) processing
• Ability to receive SEPA environmental checklist and other documents through both an online system and staff manual entry of paper notifications.
• Ability to assign a unique number system for each case for tracking purposes.
• Permit status tracking – internally, for applicant, and the public.
• Ability to set workflow and notify users when they have tasks.
• Ability to track due dates and notify to staff, supervisor and manager of overdue tasks.
• Ability to send emails to/from applicant and other agencies within the system.
• Ability to setup and use templates for emails, letters, or SEPA documents.
• The templates must be able to be modified by power users.
• Ability to publish notice for public comment period
- Asbestos and demolition
• Ability to track and process asbestos and demolition notifications including amendments.
• Ability to receive notifications through both an online customer access system and staff manual entry of paper notifications.
• Online system has ability to receive attachments such as asbestos surveys, emergency letters, maps, and other photographs.
• Ability to assign a unique number system for each notification for tracking purposes.
• When they have tasks.
• Ability to review and approve emergency projects.
• Ability to link demos and asbestos notifications for the same address.
• We are open to a combined notification if it suits our needs.
• Ability to enter inspection reports
• Ability to store contact information of contractors and make available as dropdown menus.
• Ability for licensed asbestos contractors to register in the system.
• The submittal needs to be reviewed and verified by staff.
• Ability to track and assign calculated fees based on a predetermined schedule.
• Fees and notification numbers should link to deposits or the ability to link for audit purposes – see general finance.
• Ability to link cases to notices of violations and regulated sources, as needed
• Ability to generate reports to show trends and statistical data by city and county
- Complaints
• Ability to receive complaints from the public both via an online system and staff manual entry of verbal or hard copy complaints.
• Ability to process complaints from the public including fields for entering additional information and final outcomes and tracking of all activities (e.g., inspections, letters, emails, phone calls)
• Ability to allow confidential reporting
• Ability to generate reports to show trends and statistical data by city and county
• Ability to “red flag” a dangerous property
• Ability to link complaints with notices of violations and regulated businesses
• Ability to enter inspection reports phone call follow-up
• Ability to generate letters based on complaint.
• Ability to setup and use templates for emails or letters.
• The templates must be able to be modified by power users.
• System notifies assigned inspector if complaint is received for regulated source.
• Ability to bring up map of complainant address and see all activity in the area
• Ability to link multiple complaints to the same case - Enforcement
• Ability to issue notices of violation (NOV) and warnings with a unique sequential number assigned to each NOV or warning.
• Ability for multiple citations to be added to a single NOV or warning.
• Ability to track NOVs from issuance to resolution.
• Ability to track activities related to the NOV or warning including phone calls, meetings, notes to file, letters, emails, etc.
• Ability to calculate penalties based on current penalty worksheets. power users have the ability to edit penalty worksheets.
• Ability to attach documents (photos, reports, etc.) to the case.
• Ability to create a case details report which itemizes all details pertaining to the case, including all activities, and attached documents.
• Ability to setup and use templates for emails, letters, or reports. the templates must be able to be modified by power users.
• Ability to link violations to inspections, permits, notifications, complaints, etc. by address
• Ability to generate reports to show trends and statistical data by city and county
• Ability to setup a workflow to automate the process and notify users when they have a task
• Ability to identify which NOVs are high priority violations (HPV) per EPA policy and track all HPV dates
• Ability to send an email to EPA regarding HPVS using email templates.
- Finance and accounting
• Ability to create invoices for all permits, notifications, registration, assessments.
• Ability to create invoices for asbestos and demolition notifications, burn permits, and NOVS, if requested.
• Ability to allow customers to request and receive invoices electronically.
• Ability to generate batch invoices for recurring fees, including delinquent invoices.
• Ability to track all payments received and prepare deposit report
• Ability to generate reports
• Automatically link all fees and penalties to a deposit, as well as enter receivables manually
• Ability to generate statement of account
• Ability to post cash receipts.
• Ability to track paid and unpaid invoices and generate reports
• Ability to generate a monthly aging report.
• Ability to generate journal entries to interface with agency sage financial software system and export into excel spreadsheet.
• Ability to systematically adjust fees based upon cpi.
• Ability to produce detailed audit trails and reports pertaining to all received funds.
• Users are able to customize reports
• Ability to generate reports to show financial trends and statistical data analysis for budgeting purposes.
• Ability to track project costs, both direct costs and staff time costs, and calculate remaining project budgets.
- Outdoor burning permits
• Ability to track and process outdoor burn permits by burn address
• Ability to receive applications through both an online customer access system and staff manual entry of paper applications.
• Online system has ability to receive attachments such as maps, photos, etc.
• Ability to issue permits using standard permit language with the ability to add permit-specific conditions and ability to highlight specific conditions
• Ability to setup a workflow to automate the process and notify users when they have a task
• Ability to enter inspection reports
• Ability to store fire district information and make available as drop-down menus
• Ability to track and assign calculated fees based on a predetermined schedule.
• Fees should link to deposits or the ability to link for auditing purposes-see general finance
• Ability to track type of burn permit
• Ability to link permit to notice of violation
• Ability to map to show where burns occur, and where valid permits are held
• Ability to generate reports to show trends and statistical data by city and county
- Source information
• Ability to track all source information including but not limited to business name, organization name, addresses, contact information and type, identifiers, assignments, previous business names, NAICS, SIC.
• Ability to link all equipment on-site including specifications, operating information, associated control devices and release points, geospatial coordinates, associated permits, equipment status and date.
• Ability to list all applicable NSPS and NESHAP to affected
• Ability to use a reverse look up to verify contacts associated with regulated sources
• Ability to document phone calls and meetings and link to appropriate records
• Ability to send and receive emails with the source
• Ability to link these two specific entries (e.g., inspection, reports)
- Source emission inventory
• Ability for regulated sources to submit annual emission inventory data online
• Ability for staff to manually input submittals submitted in paper format.
• Ability to manually input emissions for units that cannot be calculated using factors.
• Ability to manually input emissions for units that cannot be calculated using factors.
• Ability for agency to review and approve all changes to emission units, processes, and release points.
• Ability for agency to review throughput and emissions data submitted and approve or mark to send back to source for review/resubmittal.
- Source permitting
• Ability to apply for permits or submit notifications through both online CROMERR-compliant system and staff manual entry of paper applications.
• Ability for applicant to check the status of their permit online
• Ability to track any type of permit or notification and power users have ability to add additional permit types as needed.
• Ability to track potential permitting cases – inquiries from public, businesses, inquiries may come in through online portal or through email or phone.
• Ability to assign a unique number system for each permit/notification for tracking purposes.
• Ability to publish notice for 15-day application notice, formal public comment, public hearing, or final permit issuance.
• Ability to attach associated documentation to a record (pictures, word docs etc.).
• Ability to setup a workflow to automate the process and notify users when they have a task
• Ability to track due dates and notify to staff, supervisor and manager of overdue tasks.
• Ability to make completeness determinations and send emails to/from applicant within the system.
• Ability to mark status of final permits
• Ability to upload final permit and issue electronically.
- The budget for this project is not to exceed $150,000.