Customizable Inspection Management System

The Vendor is required to provide a customizable inspection management system (IMS) for the department.
- Provide to procure a comprehensive IMS to support the division's plant health inspection, phytosanitary certification, apiary oversight, quarantine enforcement, and invasive species surveillance operations.
- Provide a modern, cloud-preferred inspection management platform that will consolidate field inspection operations across multiple regulatory programs, improve tracking of inspections and enforcement actions, automate certificate and report generation, and provide comprehensive reporting on inspection activities and program hours.
- Objectives:
•    Provide a unified platform for managing inspections across all agency regulatory programs (nursery, export certification, apiary, quarantine, invasive species surveillance, and specialized certification programs)
•    Enable mobile field inspection capabilities with offline functionality for inspectors working in rural agricultural areas with limited connectivity
•    Automate the generation of inspection reports, certificates, quarantine orders, stop-sale notices, and other enforcement documents
•    Track inspector time and hours by program, federal cooperative agreement, and survey type to replace the current manual monthly reporting system
•    Support sample collection tracking from field collection through laboratory submission and result return
•    Provide GIS/mapping capabilities for invasive species trap monitoring, pest detection, and quarantine zone management
•    Integrate with the existing licensing system (Kelly Registration Systems) and the agency system
•    Provide comprehensive reporting and analytics for program management, federal reporting requirements, and legislative oversight
- Multi-Program Inspection Management
•    Support configurable inspection types corresponding to each agency program, with program-specific data fields, checklists, and compliance criteria
•    Create and manage inspection cases with unique identifiers and configurable status tracking
•    Support multiple inspection categories per visit: Routine Inspection, Phytosanitary Inspection, and IFA (Imported Fire Ant) Inspection, with program-specific result options (Pass, Fail, Needs Corrective Action)
•    Track facility/site information including license number, business name, address, county, business type (grower, dealer, other), grower acreage, and operation type (field grown, sod/sprigs, containers, greenhouse)
•    Maintain inspection history per licensed establishment with the ability to query and review prior inspection details and compliance status
•    Track outstanding inspections, overdue follow-ups, and corrective action deadlines
•    Support supervisor workflows including inspection assignment, routing, review, sign-off, and approval
- Invasive Species Surveillance and Mapping
•    Provide GIS/mapping capabilities for trap placement, monitoring routes, and detection event mapping
•    Support trap monitoring data entry including trap location (GPS coordinates), check dates, bait/lure change tracking, and detection status
•    Track seasonal monitoring schedules (e.g., weekly checks March through mid-December, every 2-3 weeks remainder of year for YLH)
•    Generate alerts upon positive pest detections with escalation notification to supervisors
•    Support integration with or data export to existing Plant Protection mapping software
- Reporting and Analytics
•    Standard operational reports: inspections per period by program, type, and result; inspector workload; compliance rates; overdue inspections and corrective actions
•    Federal cooperative agreement reporting: hours and activities by agreement/grant type for USDA coordination
•    Trend analysis and year-over-year comparisons for inspection volume, pest detections, and enforcement actions
•    Export capabilities to CSV/Excel and integration with business intelligence tools (e.g., Power BI)
•    Dashboard views for division management showing program performance, inspector assignments, and key metrics
•    Ad hoc query and custom report generation for authorized users