Pre-approval to begin the Sole Source Waiver process was given to the program on 6/18/24. The program will work with all necessary parties in completing the required forms/paperwork so that we are ready to submit documentation once Specialty Systems provides an official quote to modernize PAS/PPS. Not expecting a quote until sometime around September after the Phase 1 Capability Needs Assessment project starts to near completion.

Received Open Market Purchase Order on 2/22/24 (attached).

WRM accepted edits to Standard Terms and Conditions requested by SSI. The procurement package has been sent for review and approval within WRM.

Signatures have been obtained within Division. Now being sent to AC’s office (Cathy Bogart).

Specialty Systems responded with SOW and quote price.

Rutger University responded with “No Bid”.

ARInspect did not respond to the e-mail request.

The Division is putting together the procurement package for this project.

Needs Assessment

SOW sent out to Specialty Systems, Rutgers, ARInspect for bid

A .pdf of the Chapter 51 approval e-mail from Jacky Vargas of Treasury has been attached to this project. The potential for denial of the Chapter 51 form threatened securing the services of Specialty Systems, Inc. for this project but has now been approved. In case this issue surfaces again, attaching as reference so it is available to all, and we can refer to the approval we got.

Specialty Systems has indicated that the Custom Agreement has been reviewed and will be signed off on 12/7/23. They expect to return the package back to us early next week.

Rough Order of Magnitude document was submitted by Specialty Systems to DOIT. It will be a T&M effort with a ceiling of $100K.

DEP met with Specialty Systems to discuss this project on 8/24/2023. Specialty Systems went over 3 options to fully modernize the PAS/PPS systems and move into a more sustainable environment/platform, as well as address enhancements/needed changes to the system for usability.  These included:

1. Full-boat agile effort to migrate existing system to new platform and environment, replace all UI’s, reports and enhancements.  This was a 1+ year project estimated from $750K-$1.25M and introduced risk on this estimate due to not knowing everything that would be needed at this point.

2. Bifurcate the project by system with a 1-year project for PAS and a 1-yr project for PPS.  Similar costs and same risks as above.

3. Do a first project for a “Needs Assessment” to define the technologies/platforms needed to provide a systems and infrastructure map needed for OIT SAR review/approval, and to determine a cost for getting the new environment set up and ready for a phase 2 of system migration and enhancements.  This Needs Assessment (roadmap) was estimated at $100k, and we can add a separate deliverable/costs to include initial system/platform set up and testing with OIT. 

All at the meeting agreed that Option 3 might be the best way to go since it will be able to capitalize on using Tom Tiplady’s intellectual capital before he retires, was more manageable and would reduce the risk by better defining requirements up front, and will set up a development environment for a phase 2.  George Bowley of SSI is putting together deliverables and estimates for the Needs Assessment, Environment set up, and potential some initial modernization development.  This can be used for the justification and approval for funding either via T-3121, OR, an emergency waiver like we did with enfoTech and CACI for similar priority funding projects. 

I met with Specialty Systems 8/18.  Wasn’t a super productive meeting based on what I was looking for (cost estimate and actual plan).  They are heavily reliant on Tom Tiplady involved at every step and since they can’t pay him now (until that maintenance PO gets to them, which should be on the way) he wasn’t at the meeting.  I basically told them we’re getting into crunch time regarding cost estimates for project planning and need a price number soon.  So we agreed to have a meeting on 8/24 where they will present on their modernization plan. 

Talks with Specialty Systems (SS) have been on hold for several weeks and indefinitely into the future because a maintenance PO is hung up with procurement. The maintenance PO from FY 23 ran out and the funds for FY 24 are not yet available. Until this gets processed and in SS hands, we’re stuck.

 7/6: Specialty system delayed again.  Hoping for next week

SSI was scheduled to provide a draft modernization plan along with estimated costs on 6/14/23. They asked if they could have 2 more weeks. I’m hoping we have more clarity on this after 6/28/23.

The latest version of the document “PestSysImprv.docx” is being given to Specialty Systems for review and to put together a PPS/PAS Modernization plan for DOIT’s consideration. This highlights the current pain points, issues, and inefficacies for PPS/PAS. Latest version is attached.

Need engagement with Specialty Systems and Maybe Systemetrics. the latter has already overcome Oracle forms issues in X-Ray and FACITS. The DOIT has expressed concern about Oracle versions and unsupported Oracle Forms.

Knute to dig up previous priority project info and Specialty systems estimates from C&E days.

Still waiting on programs approval and availability.

Sent rough draft IT Project Sheet out to staff for review.

Bruce Friedman agreed that this project probably belongs under his Division which puts it under WRM. I’ll begin trying to formalize and document the request with more details.