DELAWAR

D RE RIVER B BASIN COMMMISSION N

P.O. BO
OX 7360
255 STATE POOLICE DRIV
VE
WEST TREENTON, NEW W JERSEY 08628-03600

Phone: (6099) 883-95000 Fax: (6009) 883-95222

Carol R
R. Collier
Executivee Director

January 14, 2011

REQU
UEST FOR
R PROPOS
SAL & QU
UOTATIO
ON (RFP&Q
Q)
for a
WEB-BASE
W ED DATA
A MANAGE
EMENT S
SYSTEM

A. Purp
pose and Inttent:

The Delaaware Riverr Basin Com mmission (D DRBC) planss to enhancee its inform mation technoology
capabilitiies in order to
t improve the
t efficiency y of data andd document handling annd the storagge and
flow of electronic
e information thhrough the DRBC.
D Thiss initiative iss being driveen by the neeed to
efficientlly process th
he expected high
h volumee of natural ggas related pprojects for DDRBC regullatory
review, but
b will provide increassed efficienccy for a num mber of existing paper--based proceesses.
The desiired enhanceements coveer a range of o technologgies and the DRBC is sseeking quaalified
firm(s) oro individuaal(s) (Contrractor) to partner
p with to compleete the detaailed designn and
implemen ntation of th
his importannt initiative. Contractorss may team w with other qqualified firm
ms or
individuaals to meet thhe needs of DRBC, how wever, the Coontractor shaall remain as the sole coontact
with the DRBC and shalls be acco
ountable for all deliverabbles and onggoing supporrt.

DRBC intends
i to engage
e a knowledgeab
k ble Contracttor with divverse websiite and dataabase
experiencce to design and implemment a system
m to manage the applicattions, data annd documennts for
DRBC ass set forth inn the Scope of
o Work secttion of this R
RFP&Q.

B. Projeect Backgro
ound

The DRB BC is a regional body with the reg gulatory autthority to ovversee a uniified approaach to
managing g the Delaw ware River Basin
B witho
out regard too political bboundaries. DRBC proggrams
include water
w qualityy protection, water suppply allocatioon, regulatorry review (ppermitting), w
water
conservaation initiativ
ves, watersheed planning,, drought maanagement, fflood controol, and recreaation.
DRBC has
h approxim mately 45 staaff conductin
ng business activities froom a single office locatted in
West Treenton, NJ. Additional infformation ab bout DRBC ccan be obtaiined from ww ww.drbc.nett.

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Currently, the DRBC processes all project applications and the majority of data reporting in hard
copy format. DRBC staff then enters information into a centralized SQL server database via a
MS Access front-end. Documents (letters, reports, memos, correspondence) related to a
particular project are compiled in hard copy in a centralized filing system. The individual
electronic files comprising the project file are stored on multiple, individual computers and/or on
shared file servers.

The DRBC needs to move rapidly to implement enhanced information technology capabilities in
order to handle the expected high volume of project applications and reports generated by
forthcoming regulations for the natural gas industry, along with the normal volume of
applications that are submitted to DRBC. Currently, 10-20 project applications are submitted to
DRBC, on average, per month. After the passage of natural gas regulations, the total number of
applications per month could increase to 100, with a similar estimate for the number of reports
being submitted per month. It should be noted that because the regulations are not yet finalized,
the exact details regarding natural gas data requirements are still being developed. Potential
bidders should review the draft Natural Gas Development Regulations posted on the DRBC
website: http://www.state.nj.us/drbc/naturalgas-draftregs.pdf

Key Components for the IT upgrade are:

 Hardware: Web, data, GIS and backup server(s) configured within the DRBC network
and connected to backend databases to allow project sponsors to submit project
applications and/or monitoring reports securely via the DRBC website.
 Web-Based Application Process: The development of multiple web-based project
applications (e.g., water withdrawal application) to be completed by project applicants
via DRBC website. This will include SQL server database back-end modification, secure
(password protected) web-based data entry form development, data validation and
database integrity checks and QA/QC protocols to minimize data entry errors, and coding
to populate the database.
 Web-based Reporting: The development of multiple web-based reporting forms (e.g.,
for submission of a water monitoring report by applicant). This will include SQL server
database back-end modification, secure (password protected) web-based data entry form
development, data validation and database integrity checks and QA/QC protocols to
minimize data entry errors and coding to populate the database.
 Database Queries and Reports: Approximately twenty (20) queries and twenty (20)
reports will be developed for use by DRBC staff. The current DRBC database needs to be
modified in terms of structure, queries and reports to handle the new data fields being
collected. The database design will need to accommodate the concept of related natural
gas projects comprising of i) withdrawal, ii) well pad and iii) discharge, and the tracking
of water between these different sites, and associated monitoring.
 Public Web Portal: A public facing web portal giving the public the ability to retrieve
select data and documents from the DRBC database and signup for automatic
notifications on selected projects (e.g., RSS feed). Available spatial and temporal data
will be displayed and queried graphically within an interactive map using ArcGIS server
technology on a website that links dynamically to the DRBC database.

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  Document Management System: A Document Management System (DMS) to store and
manage incoming documents as well as documents prepared by staff in a centralized
location.

C. Functional Specifications

The DRBC believes that the following functional specifications will provide the system
necessary to support this initiative. Contractors are free to suggest alternative solutions,
provided those alternatives are supported by a thorough explanation of their benefit to DRBC.

1. Hardware, Software and Network Integration

The Contractor shall provide all hardware and software necessary for the implementation of this
project. The Contractor shall review the existing hardware, software and network infrastructure,
security protocols and configuration and make recommendations on web server and data server
hardware and software specifications necessary for achieving the stated goals; this will include
evaluating the need for additional servers within the existing infrastructure, or adopting
virtualization solutions. Internet connectivity and adequate speed of connection are also of great
importance and may require redundant file servers, internet providers and other means of
ensuring minimal downtime. The Contractor shall integrate the selected system into the DRBC
network. A schematic representation of the existing DRBC network is given in Appendix A.

Microsoft SQL Server 2005 Standard Edition has been installed on one of the DRBC servers and
currently hosts the DRBC’s integrated and centralized database. As part of this project, the
Contractor shall upgrade DRBC’s current SQL Server version to the latest available (currently
SQL Server 2008 R2). ArcGIS server 10 is also currently being used by DRBC for intranet
mapping applications.

The DRBC currently utilizes a T1 connection through the State of New Jersey’s Garden State
Network. The connection and DRBC’s network architecture is managed by the Office of
Information Technology at the State of New Jersey.

2. DRBC Integrated Database

The existing DRBC integrated database (IDB) currently integrates data from numerous DRBC
functions and activities, namely:
- Project Review
- Surface Water Charging
- Water Use
- Mail Control
- DRBC Contacts
The existing database schemas are provided in Appendix B. A number of tasks are required to
ensure the readiness of the database for supporting this initiative:

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a. Need for additional fields and database structure changes to accommodate natural gas
permitting requirements
DRBC has initiated a rulemaking process to regulate the activities of the natural gas industry
and this will mean that new types of data and reports will be submitted to DRBC.
Consequently, modification to the existing database tables and its structure and relationships
will be required. The Contractor shall be responsible for working with DRBC to understand
the requirements, defined by the work flow analysis (see section D.2.a), and develop
amended database schemas and implement changes to the database.

b. Development of Queries and Report

The Contractor will need to develop approximately twenty (20) queries and (20) reports for
use by DRBC staff to retrieve project status information and technical project information
from the IDB. In addition to the new queries and reports, the Contractor will need to ensure
that the existing queries and reports remain functional and accurate following schema (table
and relationship) changes. One example of a query that must be developed is the calculation
of project fees (determined by application type) and water use / consumptive use fees
(determined based on quantities reported). Fees will be calculated automatically based on
user input and an invoice will be created for the user to print upon completion of the
application and/or report. An electronic version of the invoice will be stored electronically in
DRBC’s document management system (see C.5).

c. DRBC User Interface (Front-end) Modifications

Changes made to the database back-end must be reflected in the front-end application used
by DRBC staff for data entry. The current front-end format is a MS Access .mdb file (note:
all users operate with MS Office 2010 suite of products). The front-end of the database shall
be designed to complement current methods of entering data, and enable the novice database
user to navigate screens intuitively. Response speed, logical layout of information and
efficient use of the screen are key considerations for the front-end design.

d. Database / Server Backup and Transaction logs

The database is currently backed up every two hours and a transaction log is maintained.
Daily and weekly backups are also performed. A more robust and seamless database and
server backup system will be required as part of this project to ensure continuing operations
in the event of a failure of part, or all, of the system. Database backup protocols will be
developed by the Contractor, in consultation with staff, and a Backup & Disaster Recovery
(BDR) system shall be implemented by the Contractor.

3. Development of online DRBC Project Application Forms and Reporting Forms

DRBC intends to convert its existing paper-based project application and reporting processes to
web-based forms. Existing paper-based forms, within DRBC’s Project Review and Surface
Water Charging programs, will need to be converted to web-based forms, for use by DRBC’s
regulated community. In addition, new web-based application and reporting forms will need to
be developed to meet the needs of DRBC’s natural gas regulations.

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a. Web Form Development & Specifications
A summary list of the five (5) existing Project Review forms and seven (7) existing Surface
Water Charging forms, and the actual forms, are included in Appendix C. These forms are
currently completed by the applicant and submitted to DRBC in hard copy. It is anticipated
that the use of interactive web-based forms will mean fewer separate forms are needed
overall (for example, currently three separate paper forms for golf courses exist under the
Surface Water Charging program) as web-based forms could change dynamically. The
content of the final forms shall be confirmed in consultation with DRBC staff.

Shown in Appendix D is a list of forms that have not yet been developed but are required as
part of this project scope to accommodate the regulation of natural gas development by
DRBC. Approximately eight (8) DRBC Project Applications (e.g., water withdrawal
application) and approximately five (5) DRBC Reporting forms (e.g., for submission of a
water monitoring report) shall be developed by the Contractor. The exact content of these
forms and reports have not yet been defined.

The web-based forms shall incorporate a data import feature, meaning that structured
template files (e.g., MS Excel/ text/CSV files), also known as Electronic Data Deliverables
(EDD), can be accepted and the data in them will be uploaded to the DRBC database. The
web-based forms will allow submission of electronic files (e.g., .pdf, .jpeg and Geographical
Information System (GIS) files) for storage in the document management system (see C.5).

Both the project application forms, reporting forms and associated data import features shall
have automated QA/QC protocols and data validation and integrity checks incorporated to
minimize data entry errors by the applicant. For example, forms must not allow text entry if a
numeric value is required, or forms must constrain a numeric data field to only accept
plausible values. Other data validation and integrity processes will include internal database
checks to ensure that site and sample identifiers are valid and complete within the database.
Project application and reporting forms must also allow for certain fields (as designated by
DRBC) to be marked as confidential data by the applicant. Data identified as confidential
must be stored in the underlying database and identified as such.

In addition, an applicant will be able to create, save and edit an application (or report) prior
to submitting a final version. Modifications after submission may be performed by staff, but
not the applicant. However, all versions after submission shall be maintained and cataloged
in the IDB.

As DRBC has no existing web-forms, the programming language can be recommended by

the Contractor, but preference will be given to the use of an industry standard programming
language or creative web-design tools to support the long term goal that appropriately
trained/skilled DRBC staff will be able to modify code structure in the future.

The web-based forms shall be designed to enable the novice user to navigate screens
intuitively and shall work on common web browsers (e.g., Internet Explorer, Firefox, Safari,
and Chrome). Response speed, logical layout of information and efficient use of the screen
are key considerations for the web-based form design.

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b. Electronic Payment Processing
DRBC would like to process payments from the regulatory community using Automated
Clearing House (ACH) technology. This will allow external users to pay the required fee, via
an electronic transfer of funds to DRBC based on the invoice generated after the project
application or report has been completed. The Contractor will integrate an ACH payment
option into the web-form functionality and make the required changes to the database schema
(tables and relationships) in order to reconcile payments and invoices, including developing
queries and reports to track late or incorrect payments.

4. Database Security

a. DRBC staff use.

The existing internal database security protocols are limited and need to be updated as
part of this project. Currently, each user is assigned a general level of read-only / write /
edit permissions controlled by the front-end (MS Access) security roles. The Contractor
must implement database security permissions, controlled by SQL server, for each user
giving them the appropriate ability to read / write / edit data. For example, a user may
require read-only access to select data, but write capabilities for other data.

b. External Users.
Security features are needed to provide external users of the DRBC website with the
ability to submit data to DRBC databases. Thus, external users providing data to DRBC
will need to be managed, with individual accounts, based on user name and password
credentials and submit encrypted information using Secured Socket Layer (SSL)
technology, or other approaches to achieve secure account access. Data submitted by
external users should reside in a data quarantine area for review and approval prior to
being uploaded to the IDB.

Table 1 shows examples of user types for which security protocols will need to be developed.

Table 1: Examples of System User Types.

User Type Access Level Comments
Controls permissions for
Database administrator Complete access, read/write
other users
Read only / confidential data Data elements will vary by
DRBC user
privileges / write access for select data user or group of users
External User: Write capability within user account; Multiple accounts (i.e.,
Applicant select fields only several thousand)
Read only for select fields; retrieval of
External User: Public
select documents

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 5. Document Management System and Scanning

a. Document Management System

A Document Management System (DMS) is required to improve efficiency of document
management within DRBC. The DMS shall store incoming documents (received as part
of an online application or report), and those prepared in-house, in project specific
locations on DRBC file servers. The DMS shall control permissions for editing these
documents and provide version control and editing history. The DMS must integrate into
DRBC’s email system which uses MS Outlook 2010 and an Exchange server, hosted by
the State of New Jersey. DRBC’s preference is to utilize MS SharePoint 2010 to perform
these functions and integrate with DRBC’s existing Microsoft products. Contractor may
propose alternative DMS supported by a thorough explanation of its advantages over
SharePoint 2010.

b. Scanning paper files

The DRBC has approximately 100 (5-drawer) filing cabinets containing information that
the Contractor shall digitize and upload to the DMS. The paper files contain letter-sized
and legal-sized, bound and unbound, documents and large engineering drawings and
maps.

6. DRBC Public Web Portal

The Contractor shall develop a public facing web portal which will provide the general public
access to certain data and documents from the IDB. An example of a public access web portal is
the Susquehanna River Basin Commission (SRBC) Water Resources Portal
http://www.srbc.net/wrp/. The user of the DRBC web portal shall be provided with the ability to
search for information using an interactive map and to sign up for alerts on particular projects
and applications using an RSS (Really Simple Syndication) feed or other alert tool. The new
DRBC web server must provide the ability for external users to interact and request information
(summary tables, reports and documents) directly from the IDB. The Contractor shall be required
to develop all programming related to handling the public user requests (driven by interactive
selections), extracting the data from the IDB and formatting and presenting this information to
the user. Contractor may propose other mapping options including use of interactive GIS to
display data from simple and advanced queries.

7. Minimum Client System Requirements

The database system must support DRBC staff using a minimum client system configuration of:
Microsoft Windows XP; 1.6 Ghz Processor; 1 GB RAM; 40 GB Hard Drive

D. Project Scope of Work

The Contractor shall comply with the following:

1. Timeframe and Timeline Preparation

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The timeframe for completion of the project scope of work is twelve (12) months from the
signing of the contract except for document scanning (see D.2.f.2). Contractor will submit a
timeline for performance of project with proposal. Timeline will indicate critical milestones and
include approval points for proceeding with individual scope items. Timeline will also show a
schedule of recommended meetings with DRBC. The Contractor will meet with staff at DRBC
offices, at minimum, on a monthly basis (a web conference may be substituted for a face-to-face
meeting).

2. Technical Scope
a. DRBC Work Flow Analysis. Contractor shall perform a work flow analysis on
DRBC to better understand existing DRBC operations and capabilities and will
develop a full understanding of how natural gas projects are to be processed. Work
flow analysis is to be completed before any subsequent scope items are started.
b. Hardware and Software Specifications, Acquisition and Integration into Secure
Network. Contractor shall design, specify, purchase and install the equipment
required to achieve the desired enhancements and will provide an overall system
architecture (web, data, GIS and back up server(s) and supporting peripherals).
Hardware and software shall be purchased only when required for system testing at
DRBC and after DRBC approval.
c. DRBC Integrated Database - Microsoft SQL Server
1. Structure and Design. The Contractor will work with DRBC staff to determine the
requirements for accommodating all necessary information within the database
tables and structure and will develop an amended database schema and implement
changes to the database.
2. Development of Queries and Reports. Approximately twenty (20) queries and
twenty (20) reports will be developed (e.g., fee calculation and invoice
preparation).
3. Front-end / User Interface. The Contractor shall review and revise the current
design and functionality of the MS Access 2010 front-end reflecting the changes
required to the database design.
4. Database / Server Backup and Transaction Logs. The Contractor shall review
adequacy of existing protocols and implement agreed recommendations.
d. Web-based Project Application and Reporting forms.
1. Web form Development. Web-based forms developed and linked to the existing
DRBC backend database to allow external users to apply for a project or report on
an existing project.
2. Electronic Payment Processing. Integration of electronic (ACH) payment option
for external users to pay fees to DRBC.
e. Database Security Protocols.
1. DRBC Staff Use. Contractor will develop individual (customized) DRBC staff
security privileges regarding database data entry and editing.
2. External Users. Contractor will develop tools to manage external user accounts
(logins / passwords) for those submitting data to DRBC.
f. Document Management System (DMS) and Scanning.
1. Contractor shall recommend, purchase and integrate a document management
system within the DRBC network.

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 2. Contractor shall scan approximately 100 (5-drawer) filing cabinets and upload
electronic documents to DMS. This task must be completed within 30 months of
the signing of the contract.
g. DRBC Web Portal. Development of web portal allowing the public to query select
information from the IDB, via DRBC website.
h. Standard Operating Procedures (SOPs) Development of documentation describing
server and network, database and web form operations and maintenance.
i. Training
1. System Administrator (1)
2. Database Administrator (1)
3. End Users (~10-12)
4. Online “how-to” videos and online FAQs for applicants and other external users
of the system.

E. Response to RFP&Q

A mandatory pre-bid meeting will be held at DRBC offices at 10 a.m. EST, February 4, 2011.
Contractors wishing to attend the pre-bid meeting are requested to notify DRBC by email to
Donna Barnett (donna.barnett@drbc.state.nj.us). The pre-bid meeting will include presentations
by DRBC staff and an open discussion session. Contractors may submit questions regarding this
RFP&Q via email to david.sayers@drbc.state.nj.us prior to 4 p.m. EST, February 18, 2011, or
ask them at the pre-bid meeting. Questions received early in the bid period will be addressed
during the pre-bid meeting. Answers to questions received after the pre-bid meeting will be
distributed via email to all Contractors attending the pre-bid meeting.

Contractor shall submit a statement of potential conflict of interest in providing services to

DRBC on this project along with the reason(s) for the conflict. If no potential conflicts of interest
are identified by the Contractor a statement to this effect shall be included in the proposal.

1. Contents of Proposal and Qualifications:

Contractor shall submit twenty (20) paper copies of a) a proposal for this work including
documentation of their qualifications and timeline for performance of project and b) cost
estimates in a separate sealed envelope marked “Cost Proposal”. Contractor shall also submit an
electronic version (pdf) of the proposal ONLY on a CD. The above items shall be submitted to:

Richard C. Gore, Chief Administrative Officer

Delaware River Basin Commission
25 State Police Drive
P.O. Box 7360
West Trenton, NJ 08628

Submittals must be received at the Commission’s offices no later than 4:00 p.m. EST, Friday,
February 25, 2011. Proposals received after this time will not be considered.

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All Proposals must be submitted in the format defined herein.

Contractors will be selected in accordance with Delaware River Basin Commission’s procedure
for selection for “Professional Services”. Delaware River Basin Commission reserves the right to
reject any submittals. The Commission is a tax exempt organization in the New Jersey,
Pennsylvania, and New York. The Contractor will be required to provide a Performance Bond
and Payment Bond in a form that is acceptable to the Commission for this project. The
Commission assumes no liability for any costs incurred by an individual or corporation
submitting a Proposal and Quotation for this project. Attached as Appendix E is the
Commission’s standard contract. If the Contractor cannot execute the contract in its current form,
the Contractor must describe the exceptions in the cost proposal.

2. Required Format for Proposals:

a. Proposal Composition
The proposal must not exceed twenty (20) pages (10 sheets, double-spaced, two-sided printing,
and font no less than 12 pt). Supporting documentation is limited to forty (40) pages (20 sheets,
double-spaced, two-sided printing, and font no less than 12 pt). Proposals and supporting
documentation exceeding the specified page limit will not be considered. The proposal must
include an estimate of hours required for completion of each task and must indicate if
subcontractors are to be used.

b. Qualifications
I. Company Background
a. Contact Information
b. Company Size (Staff & Annual Revenues)
c. Experience on similar projects (list 3 recent examples with brief project
summaries and references)
d. Proposed Project Team with Resumes
e. Location of office where work will be performed
II. Project Management
a. Project Methodology & Approach to Scope of Work
b. QA/QC & Testing Methodology
c. Define Project Deliverables
d. Proposed Project Schedule

c. Cost Proposal (Provided in a separate sealed envelope labeled “Cost Proposal”)

I. Proposed Fixed Fee for Project
i. Labor Costs, Including Hourly Rates by position type
ii. Non-Labor Costs, including Hardware and Software Costs and Other
Project Expenses
iii. Approach to Project Change Order Management
II. Post Implementation Support (as needed)
i. Hourly Rate
III. Estimated itemized annual cost of system operations (e.g., maintenance and support

10 
 
 contracts, software license costs etc.)

Note: utilize attached form for your bid (but submit separately from the Proposal)

11 
 
 DRBC Web-based Data Management System
Consultant Cost Proposal (provide in a separate sealed envelope labeled “Cost Proposal”)

Labor Total Task

TECHNICAL SCOPE TASK Non-labor Cost*
Hours Cost Cost

I. DRBC Work Flow Analysis

II. Hardware and Software

Specifications, Acquisition and
Integration into Secure Network.

III. DRBC Integrated Database:

a Structure and Design
b Queries and Reports
c Front-end / user interface
d Database / Server Backup

IV. Web-based Project Application

and Reporting forms
a Web Form Development & Specs
b Electronic Payment Processing

V. Database Security Protocols

a DRBC Staff Security
b External User Security

VI. Document Management System

(DMS)
a DMS Acquisition / Implementation
b Document Scanning

VII. DRBC Web Portal

VIII. Standard Operating Procedures

IX. Training

Project Total
*Enter summary cost. Provide detailed description of non-labor costs (e.g., hardware and
software specifications) in a separate attachment.

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Hourly Rate for Post Implementation Support _________________

Estimated Annual Cost of Operations:____________________ (itemized below)

Maintenance:__________________

Support Contracts:__________________

Software Licenses:__________________

Other :__________________ (please specify)_______________________________

______________________________________________________________________________

SIGNED: ________________________________________ DATE:____________

PRINT NAME: ___________________________________

COMPANY NAME: _______________________________

ADDRESS: _______________________________
_______________________________

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 List of Appendices

(Available Separately for download from the DRBC website)

Appendix A – DRBC Network Schema

Appendix B – DRBC Database Schemas (4 separate pdf files)

Appendix C – DRBC’s existing Paper-based Forms (a list of the forms and links to the actual
forms)

Appendix D - Natural Gas Application and Reporting Forms Requiring Development

Appendix E - DRBC’s Standard Contract

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