Regulatory Tracking Software

The vendor is required to provide to modernize and enhance operational efficiency, the authority is initiating a project to replace the existing regulatory tracking software system.
- The scoping specifications and requirements that will guide this transition, ensuring that the new system meets the authority’s needs and integrates seamlessly with the existing infrastructure.
1. System integration
• Lab ware laboratory information management system (LIMS)
• Hach water information management system (WIMS)
2. In-house systems with the objective of providing solutions that can either replace or integrate with existing ones, where appropriate. 
3. Existing in-house systems include:
• Adobe pro
• ArcGIS
• Maximo (presently integrates with WIMS)
o Purchase requisition
o Work orders (labor and supply tracking for maintenance activities)
o Documentation of operator round activities
o Includes results of field testing
o Inventory control and reordering for CRWS warehouse
• Microsoft 365 including SharePoint, outlook, teams, planner and office products
• Origami risk
• Telog
• UltiPro, or integration of future HR software systems
• Win-situ
- User interface and experience:
• The software should be web-based and user-friendly.
• It must be mobile-friendly with real-time data updates.
• Role-based permissions and security levels are required.
- Data management:
• The software should store and manage project and industrial data, including hazardous materials information.
• Data migration capabilities for historical data are required.
• Compliance with cross-media electronic reporting rule (CROMERR) and for electronic reporting is required.
- Functional requirements:
1. Regulatory compliance:
• The software must track multiple types of regulatory controls for federal, state, and local permits.
• Must track other regulatory requirements across all environmental media (air, water, waste).
• It should monitor and track regulatory violations and enforcement actions.
• The software must generate compliance reports and notifications in an easily editable format.
2. Industrial pretreatment management:
• The software should track scheduling and performance of industrial pretreatment activities across
multiple pretreatment programs that operate on independent pretreatment years that do not follow the calendar year.
• The software must have the capability to track and store all commercial and industrial facility data for the industrial waste survey.
• It must have the capability to draft and track permits and violations in a user-friendly document format that is editable for site-specific conditions.
• The software should calculate industrial user significant non-compliance based on the projects’ defined pretreatment years.
• Communication tracking for industries and customers should be integrated.
f. Functionality should include creating and tracking monitoring schedules, assigning tasks to specific
staff members, and creating electronic chains-of-custody.
3. Reporting and analytics:
• The software must generate detailed reports, including pretreatment annual reports.
• The software should be capable of performing customizable industrial user queries that can generate a report based on the specified query.
• Dashboards for compliance tracking and project completion are required.
• Custom report builder (drag-and-drop preferred)
• Pre-built regulatory templates
• Export to excel, pdf, and word
• Charts and heatmaps for trend analysis.
- Technical requirements
1. System architecture and hosting shall include:
• Cloud-hosted (SaaS preferred) or hybrid/on-premises options.
• Scalable infrastructure to support future expansion.
• High availability and uptime guarantee.
• Disaster recovery and backup procedures.
• Hosting and all backups must be within the continental united states.
2. Performance and reliability:
• The software must have a system response time of 4 seconds maximum at peak loads.
• It should ensure 99.9% uptime with proper security measures.
3. Data management shall include:
• Centralized database with secure multi-user access.
• Support for import and export (csv, excel, xml, json).
• Data integrity validation during input/import.
• Full audit trails for all record changes.
• historical tracking and versioning of data (e.g., compliance records).
4. integration and interoperability - system shall provide:
• API support for real-time data exchange
• Integration with:
o Email servers notification.
o ERP systems
o GIS systems.
o Labware LIMs.
o Hach Wims.
• Support for webhooks or event-based triggers.
5. User management and security
• Role-based access control (RBAC)
• Integration with active directory federation services.
• Two-factor authentication
• Permissions down to field-level granularity
• IP-based access controls (optional)
6. Mobile access
• Mobile-responsive design or dedicated mobile app
• Offline data capture for inspections
• Mobile photo and document upload
7. Notifications and alerts
• Email and text notification for:
o Permit expirations
o Sampling events
o Compliance issues
• Configurable alert thresholds
• Reminder schedules for users
8. Support and training:
• Comprehensive training for end-users and administrators is required. training should be in a format
which can be reproduced for new employees (e.g., video recording).
• SLA-backed support, response times t and maintenance services are required.
• Online help documentation and video tutorials
• Dedicated account support
9. Audit and legal readiness
• Full audit log export
• Time-stamped record keeping
• eSignature and document acknowledgement logging
• Configurable retention policies and compliance with state and federal requirements.
- Contract Period/Term: 3 years
- Mandatory Pre-Submittal Virtual Meeting Date: June 17, 2025
- Questions/Inquires Deadline: June 27, 2025