Compliance Software

The vendor required to provide web-based sb 1383 compliance software platform to centralize all sb 1383 compliance data in a single system of record, automate all sections of the implementation record ("IR") and electronic annual report ("EAR") submissions, streamline outreach and enforcement, and eliminate data lag and duplication.
- Objectives
•    Centralize all sb 1383 compliance data in a single system of record.
•    Automate the sb 1383 implementation record (“IR”) and electronic annual report (“EAR”).
•    Streamline outreach and enforcement workflows, including bulk communications and notices of violation (“NOV”).
•    Eliminate data lag and duplication caused by infrequent uploads and multiple spreadsheets.
•    Provide controlled access for Cal-recycle and auditors.
•    Maintain audit-ready documentation for 5 years or as required by sb 1383, whichever is longer.
- System requirements
1. IR and EAR automation
•    Maintain all current and future data required by sb 1383 in a structured, searchable database.
•    Generate IR-formatted summaries mirroring Cal recycle spreadsheet categories such as waivers,
•    Inspections, edible food, procurement, outreach, complaints, NOVs, etc.
•    Pre-populate required EAR fields and counts based on data stored in the platform.
•    Allow attachments to IR line items.
•    Provide IR export packages in Cal recycle-ready folder structure.
•    Provide completeness warnings when EAR-relevant fields are missing.
2. Data integration, migration, and management
•    Support frequent, such as monthly, data uploads of hauler billing and service data and related datasets
•    Process new hauler uploads within one (1) business day under normal circumstances.
•    Perform automated data cleaning, de-duplication, and validation with basic validation rules to catch errors before they enter the live database
•    Support migration from existing sb 1383-related spreadsheets, drop box, other prior systems during onboarding
•    Support hauler uploads that update service and billing information without overwriting entries such as contact cards, notes, outreach history, or waiver records.
•    Reflect changes made by authorized user (city, consultant, or hauler) within a reasonable amount of time across the platform in real time without lengthy batch jobs or delays.
•    Support three-bin system for residential, multi-family, and commercial accounts as well as shared service arrangements (e.g., Strip malls and multi-tenant properties with shared containers)
•    Provide KPI dashboards and analytics.
•    Provide reports in list and graphic format with the ability to search, sort and filter, and to export to excel, pdf, or image file.
•    Maintain audit logs of all uploads and data changes.
3. Generator and account management
•    Maintain a centralized generator table including, at a minimum, service address, service levels, and compliance status with ab 1826, ab 341, and sb 1383.
•    Provide filters, saved views, and exports for common use cases, such as: all non-compliant sb 1383 generators, accounts without recycling or organics services, accounts with waivers, etc.
•    Provide customized city letters and templates (e.g., Waiver form, compliance letter, inspection feedback, NOV, citation, right-sizing form, and outreach)
4. Contact management
•    Support multiple contacts per generator and account including, but not limited to: billing contact, site contact, property manager and owner, compliance and environmental contact
•    Support role-based contacts to designate who receives outreach, NOVs, and other communications, distinct from billing address.
5. Outreach and bulk actions
•    Support in-app outreach to generators including bulk print and email outreach from filtered lists, with customizable templates and branding
•    Support in-app generation of printable outreach such as NOVs and other outreach
•    Tie outreach actions (email, phone, mailers, site visits, social campaigns) to generators and roll up into IR and EAR counts.
6. Enforcement: inspections and NOVs
•    Allow inspectors to complete app-based inspection forms on tablets to capture inspection details and findings including level of contamination, with ability to upload supporting documentation such as photos.
•    Save inspection entries if device is offline and synch when connected
•    Generate NOV letters from inspection details and supporting documentation.
•    Provide alerts for NOV compliance deadlines.
•    Roll up enforcement and NOV data into IR and EAR reporting categories.
•    Integrate route audits and route reviews with ArcGIS
7. Waivers
•    Track sb 1383 waivers (e.g., De minimis, space constraints) by generator account including waiver type, issue date, expiration date and ability to upload documentation.
•    Provide alerts for waivers approaching expiration date.
8. Edible food generators and food recovery organizations
•    Track tier 1 and tier ii edible food generators per Cal recycle definitions.
•    Provide in-app inspection forms tailored to edible food generator, food recovery organizations, self-haulers, and organic generators
•    Link edible food generators to edible food recovery organizations and document contract terms and expiration dates.
•    Roll up compliance data into IR and EAR reporting
9. Procurement tracking
•    Track sb 1383 recovered organic waste product (“ROWP”) procurement requirements including material types, quantities, units, and dates of purchase.
•    Allow users to upload and attach backup documentation such as invoices and materials descriptions to each purchase entry
•    Roll up data into IR and EAR reporting
10. Task management and collaboration
•    Provide a shared task board or equivalent feature to allow collaboration between city, consultant, and hauler staff.
•    Create tasks tied to generators and compliance actions.
•    Allow tasks to be assigned to specific users, and set due dates and statuses
11. Users, roles, and permissions
•    Provide role-based access control (“RBAC”) with distinct roles for city, consultant, hauler, and read only users.
•    Allow access configuration by module, ability to view vs. edit data, and by account group if needed.
•    Provide user activity and audit logs.

- Contract Period/Term: 4 years
- Questions/Inquires Deadline: January 16, 2026