Erosion Risk Management Software

The vendor is required to provide erosion risk management (ERMs) upgraded system, aimed at enhancing data collection, integration, and geospatial analysis capabilities.
- The upgraded system will be based on the previously developed architecture and design. 
- This system will become a backbone of the erosion risk management program (ERMP) for data collection, analysis, prioritization, and reporting. 
- This significant upgrade to the SEID will centralize all current ad-hoc business processes
- Include customizable user access, dynamic data visualizations, and business intelligence dashboards for more efficient and effective decision-making.
•    Review and understand the discovery phase findings, including authority goals and users, user interview insights, selected architecture and design, and requirements (only the successful consultant will be provided with the discovery, design and system architecture report developed in 2024). 
•    Review and understand the data and user flows for the various stakeholders and business processes along with the interface wireframes and forms.
•    Based on existing data models, create and update the proper data structure to align with this upgraded solution’s functional, non-functional, and technical requirements.
•    Migrate data from the SEID to this upgraded solution for easy access by the various stakeholders.
•    Conduct in-depth analysis of multiple streams, erosion, and infrastructure database (SEID) forms and ArcGIS enterprise data collection processes (using field maps, survey123, and in-house developed experience builder web app) to better understand specific requirements for each (it is estimated that 14 SEID forms with 25 to 75 fields can be ultimately merged into 6 to 8 reporting forms). 
•    Implement and test the developed architecture and design within authority existing infrastructure.
•    Provide a service level agreement, where authority is responsible for the software updates required across the technology stack implemented, while the consultant is available to support where needed.
- Requirements
1. Technical requirements
•    Microsoft azure stack: system needs to run inside client’s azure instance. 
•    Esri ecosystem: tooling needs to work within the existing Esri ecosystem of tools. 
•    Authentication: users must be able to authenticate via multi-factor authentication (MFA) and be assigned roles and access. 
•    Database: databases must support multiple users and large datasets. 
•    Connectivity: users must be able to connect from the portal and desktop instances of Esri software, including authentication and access controls. 
•    Storage: in addition to the spatial database, must be able to store imports of multiple file geodatabases and have reliable backups. 
•    Availability: incorporate a backup strategy by using azure resources to backup virtual machines (VM) so that they may be restored during an outage (other compatible SaaS backup solutions can be suggested, but will need to be evaluated based pricing, sustainability, security, etc.).
2. Functional requirements
a. Field data collection:
•    High accuracy data collection: ability to collect geospatial features with high accuracy global navigation satellite system (GNSS). 
•    Geospatial data collection: alternative to high accuracy data collection with the ability to collect geospatial features without GNSS. 
•    Data model: ability to effectively associate multiple features (potentially from various layers) to a specific identity (e.g., site id). 
•    Mobile devices: ability to collect field data using mobile devices.
b. Data management and visualization: 
•    Data entry forms: enter data, edit, share, save, create, and delete forms. 
•    Form management: forms to be organized (e.g., by category, tags, or folders). 
•    Auto save forms: forms to autosave as they are being worked on. 
•    Form templates: data collection forms for different user groups (based on permission level).
c. Customizable forms: 
•    Modify form templates, add or delete sections as required (based on permission level). 
•    Link records: create hyperlinks between multiple records. 
•    Data import: import from external sources. 
•    Data export: export to various formats (e.g., csv). 
•    Data analysis: key metrics and basic stats. 
•    Data visualizations: visualizations to convey key metrics (e.g., historical, and predictive metrics).
•    Prioritization: ability to mark and tag areas of importance. 
•    Version control: view previous versions of reports after they have been modified. 
•    Bulk upload: ability to upload multiple images to a record. 
•    report status: clear indication of report status (e.g., in progress, complete). 
•    ETL (extract, transform, load) pipelines: ETL pipelines to support various business processes that are currently disparate.
•    interactions: 
d. Search: 
•    Robust database search capabilities. 
•    Filters: robust database filter capabilities. 
•    Reporting: generate reports and visualizations based on collected data and analysis results. 
•    Photos and video upload: files to be visible and searchable spatially and temporally.
e. Security: 
•    Authentication: create accounts and login and logout to the application. 
•    Authorization: role-based access based on user permissions. 
f. Notifications: 
•    Email notifications: time sensitive alerts to be sent via email as well as the application (e.g., precipitation gauge data). 
•    Notifications, alerts, and error handling: alerts to detect, manage events based on certain conditions.
g. Map interface: 
•    Map tools (basic): basic tools like zooming and panning. 
•    Map tools (advanced): advanced tools for drawing and annotations (may vary dependent on user group). 
•    Map layers: interact with different map layers (e.g., toggling layers on or off). 
•    Search: search map (e.g., locations, data points). 
•    Filter: filter map based on specific criteria (e.g., date, hazard level). 
•    Export: export visualizations in various formats (e.g., csv, jpg). 
•    Map elements: map to visually represent data points using color, icons, and other
•    Visual markers as needed. 
•    Comparison view: compare data side by side (e.g., current erosion data to historical data). 
•    Historical data: view data over time to analyze trends. 
•    Elevation models: view raster data. 
•    Report generation: generate reports directly from map.
h. Miscellaneous: 
•    Dashboards: access to key metrics required for decision making. 
•    Audit log: capability to log record of the occurrence of an event, the time at which it occurred, the responsible user or service, and the impacted entity.
•    Offline capabilities: capability to gather data in the field under low connectivity conditions, to be synchronized with the application later. 
•    Public inquiry form: form for the general public to report erosion hazards current version. 
•    FAQS: centralized area for FAQs to assist with system use, new hires, and provide general information to streamline workflows.
- Non-Functional requirements
•    Backup and recovery: clear procedures for data backup and restoration in the event of a failure. 
•    The successful consultant is expected to propose a data backup routine procedure with some rationale following discussion with authority information technology and records management (ITRM) team. 
•    Compatibility: compatible with existing systems and technologies used by authority. 
•    Compliance: adhere to relevant laws, regulations, and standards.
•    Data integrity: accurate, consistent, and reliable data. 
•    Interoperability: ability to interact with other systems
•    Maintainability: ease of updating and maintaining the system. 
•    Performance: handle a large volume of data efficiently with minimal load times. 
•    Privacy and security: secure data storage system, complying with relevant data privacy and security regulations and standards, such as, but not limited to, the state information and privacy commissioner’s privacy by design principles.
•    Data protection: data protection through encryption (at rest and in transit) and by reusing (or creating a new) secure sockets layer (SSL) web service (as needed).
•    Reliability: system is consistently operational. 
•    Responsive: compatible with various environments (e.g., devices, browsers). 
•    Scalability: accommodate future growth with optimal performance. 
•    Usability: intuitive interface, easy to learn for various user groups.
- Documentation
•    Process documentation should be produced during the implementation of the architecture and design, which should include: 
o    Administrative documentation focused on administration and management of the solution, such as installation, configuration, maintenance, and support. 
o    Developer documentation to document the implementation of the architecture and design.
o    Standard documentation to outline the standards, guidelines and best practices that should be followed when developing business processes.
•    Product documentation should be produced during the implementation of the architecture and design, which should include:
o    System documentation should focus on each component of the architecture and their requirements, user experience design and technical design, and quality assurance documentation. 
o    User documentation should focus on end-user documentation and system administration documentation. 
o    This also includes the data model and the feature layer metadata (based on erm’s guidance), API documentation (if applicable), and built-in context sensitive help or tooltips.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 1, 2025