1. Automated Certification Issuance:

o    Develop a system that automatically issues water safety certifications when test results meet the required standards and within required sampling period.

o    Example of issued drinking water certification attached at end of document.

1. Parameter Standards

o    Approximately 80 drinking water parameter standards (dw-standards.pdf) to measure against to check for exceedance. 

o    See threshold comparisons for each parameter at end of document.

1. Data Integration with SIDWIS:

o    Implement integration with the Safe Drinking Water Information System (SDWIS) to access and evaluate test result data.  Each parameter standard has an associated level to evaluate against to determine if the Maximum Contaminant Level (MCL) has been exceeded.  Most comparisons being simple, while others, particularly radiologicals are more complex.

1. Real-Time Status Dashboard:

o    Provide a user-friendly dashboard for childcare facilities to view their certification status and outstanding sampling requirements in real time.

o    Provide view only access to the Department of Children and Families.

1. Automated Notifications and Reminders:

o    Implement a notification system to alert childcare facilities of their certification status, any missing documentation, and upcoming deadlines.

1. Two-Way Communication Platform:

o    Enable a platform for two-way communication between the Bureau and childcare facilities to facilitate questions and clarifications regarding requirements.

o    Implement a scheduling concept so that childcare facilities know what is expected from them, and when it’s expected to save time.

1. Requirements Checklist:

o    Provide a clear checklist of certification requirements, indicating what has been fulfilled and what is still pending.

o    Checklist Requirements document attached.

1. Required Form Submission

o    Two forms must be submitted in addition to the data. While the information does not need to be parsed, we require a system for childcare centers to upload and manage documents in PDF format and DEP to be able to review, save and export.

1. Edit & Delete Functionality:[MK1] [AC2] 

o    Staff with the appropriate administrative rights shall have editing capability to correct data if needed.

10.  User Account and Access Management:

o    Provide an account management system allowing childcare facilities to create accounts and securely access their certification data.

11.  Downloadable Certification and Reports:

o    Allow facilities to download their certifications and any related reports at any time.

12.  Remediation Tracking:

o    Track and update remediation steps for facilities that do not initially meet water quality standards.

13.  Email and Electronic Communication:

o    Implement an email system for sending certifications and updates, ensuring facilities can retrieve their information if lost.

14.  Audit and Compliance Reporting:

o    Provide tools for generating compliance reports and conducting audits to ensure all facilities meet regulatory standards.

15.  Training Material & User Guide:

o    If the work can be done internally by DEP staff, then WSGS will be responsible for developing user guides and support materials. Otherwise, the contractor shall handle the development of these resources.

16.  Comprehensive Demos

o    When training DEP staff on system use, live and comprehensive demonstrations using real-life data will be conducted. Demonstrations using only screenshots will be considered insufficient.

17.  Data Querying

o    WSGS will have access to all data elements entered or provided within the system.  There shall be no DEP limitations to gain access to any parsed-out pieces of data or file uploads.

18.  Reporting

o    The program estimates that at least 3 report templates will need to be developed. Whether these reports are created by the contractor or internally with DOIT's assistance will depend on DOIT's recommended technology strategy.  Reports might include the number of approvals within a specific timeframe, the number of expired results during that period, and possibly the number of outstanding items.

19.  Data Submission Roles:

The chosen technology solution must support the capability for the childcare facilities to submit data and forms, with the option to designate someone else (e.g., a licensed professional) to do it on their behalf. Only one person should upload, but the childcare facility must review the submissions. Some childcares may choose to handle this themselves. DCF will review and should have the ability to print or download documents for their records.