Supplement 1
Medical Marijuana Seed to Sale Solution
Functional, Technical and Integration Requirements
Operations/Maintenance Requirements
Table of Contents
1.Opportunity Summary and Overview
1.1.Background and Introduction
1.2.Organization of this RFP
1.3.Important Dates, Terminal Project Due Date
1.4.Offeror Note: Software Licensing, Implementation, and Ongoing Cost Considerations
1.5.Offeror Note: Response Format and Suggested Illustrations of Capabilities
1.6.Medical Marijuana Supply Chain, Conceptual Overview and Organization of Requirements
2.General Requirements
2.1.General Requirements: Alerts
2.2.General Requirements: Reports
2.3.General Requirements: Enablement of Industry Facing APIs (Application Programming Interfaces)
2.4.Offeror Proposed Solution: API Coverage Matrix
3.Cultivator Process: Monitoring, Tracking and Compliance Requirements
3.1.General Overview
3.2.Sizing Considerations
3.3.Cultivator Monitoring and Tracking Requirements
3.4.Cultivator Compliance Requirements
3.5.Cultivator Batch Testing Requirements
3.6.Industry Facing File/Web Services and Application Programming Interfaces (API) Requirements
3.7.State Oversight, Regulatory and Reporting Requirements
3.8.Secure Destruction of Product Requirements
3.9.Transport of Approved Cultivated Products – Requirements
4.Product Processor: Process Monitoring, Tracking and Compliance Requirements
4.1.General Overview
4.2.Sizing Considerations
4.3.Product Processor Monitoring Requirements
4.4.Product Processor Transport Verification and Acceptance Requirements
4.5.Product Processor Raw Materials Inventory Update / Tracking Requirements
4.6.Product Processor Waste Materials Inventory Tracking / Destruction Requirements
4.7.Finished Product Identifier Assignment Requirements
4.8.Product Processor Finished Products Inventory Update / Tracking Requirements
4.9.Product Processor Compliance Requirements
4.10.Transport of Finished Products – Requirements
5.Transport / Logistics: Process Monitoring, Tracking and Compliance Requirements
5.1.General Overview
5.2.Sizing Considerations
5.3.Logistics/Transport Mobile Application/Access Requirements
5.4.Logistics/Transport Acceptance and Tracking Requirements
5.5.Logistics/Transport Compliance Requirements
6.Dispensary Process: Monitoring, Tracking and Compliance Requirements
6.1.General Overview
6.2.Sizing Considerations
6.3.Patient and Recommendation Verification, Integration, and Recording Requirements
6.4.Dispensing of Marijuana Product - Tracking Requirements
6.5.Inventory Management Functions
6.6.Dispensary Point of Sale: Tracking and Compliance Requirements
7.State Systems: Integration Requirements
7.1.Overview
7.2.General Integration Requirements
7.3.Use of State Enterprise Service Bus as Integration Framework
7.4.Matrix of Licenses Required within the S2S Process
8.Offeror Project Delivery and Team Requirements
8.1.Project Management and Coordination Services
8.2.Create and Maintain Project Plan
8.3.Creation of a Dispute Resolution Capability
8.4.Meeting Attendance and Reporting Requirements.
8.5.Utilize OIT’s Document Sharing/Collaboration Capability
8.6.Production/Version Control and Release Management
8.7.Maintaining Solution and Operations Documentation
8.8.Project Delivery, Role and Responsibility Requirements
8.9.System/Environment Administration Support of the Project
8.10.Cooperation with State and State Contractors and Alignment of Deliverables
8.11.Dispute Resolution and Escalations
9.Project Phasing, Work Products and Deliverables
9.1.Requirements Confirmation and Analysis
9.2.Analyze Phase: Contractor Functional Team
9.3.Analyze Phase: Contractor Technical Team
9.4.Analyze Phase: Process Design/Validation and Training
9.5.Design Phase
9.6.Design Phase: Contractor Functional Team
9.7.Design Phase: Contractor Technical Team
9.8.Design Phase: Process Design/Validation and Training
9.9.Build Phase
9.10.Build Phase: Contractor Functional Team
9.11.Build Phase: Contractor Technical Team
9.12.Process Design/Validation and Training
9.13.State Acceptance Test Phase
9.14.State Acceptance Test Phase: Contractor Functional Team
9.15.State Acceptance Test Phase: Contractor Technical Team
9.16.State Acceptance Test Phase: Process Design/Validation and Training
9.17.Production Deployment Phase
9.18.Production Deployment Phase: Contractor Functional Team
9.19.Production Deployment Phase: Contractor Technical Team
9.20.Production Deployment Phase: Process Design/Validation and Training
9.21.Knowledge Transfer and Production Handoff
9.22.Project Completion Activities, Final Documentation and Post Implementation Support Obligations
10.Solution Technical and Operating Requirements
10.1.General Requirements: Hosted/Cloud Software Solution
10.2.System Environment Requirements
10.3.Production/Version Control and Release Management
10.4.Break/Fix Support
10.5.Problem Management Services
10.6.S2S software and Application Licensing, Capacity Planning and Monitoring
10.7.Job and Interface Execution / Production Control
10.8.S2S Software Platform System Management and Administration
10.9.Support of S2S Software Future Releases and State Applications as a Result of Changes
10.10.Major/Minor Upgrades (Ongoing)
10.11.System/Environment Administration Support
10.12.Program Management & Master Release Calendar
10.13.Minor Change and Enhancement Services
10.14.Environment Backup and Restoration Services
10.15.Support of State Disaster Recovery
10.16.Service Level Requirements: Hosted/Cloud Software Solution
10.17.Service Level Specific Performance Credits
11.Offeror Assumptions, Support Requirements, Pre-Existing and Commercial Materials
11.1.Assumptions
11.2.Support Requirements
11.3.Pre-Existing Materials
11.4.Commercial Materials
State of Ohio Department of Administrative Services, Office of Information Technology
Supplement 1: Medical Marijuana Seed to Sale Solution and Implementation Requirements
1.Opportunity Summary and Overview
1.1.Background and Introduction
Recently the Legislature of the State of Ohio passed House Bill 523 pertaining to the legalization of marijuana for medical purposes. A summary and detailed documents related to this legislation can be found at State has developed this RFP for an electronic data base designed to support the State’s regulation, monitoring, licensing and ongoing operation and oversight of the Medical Marijuana industry as allowed by this legislation. A general overview of these Agencies, and their role in the State and specific to this Project are as follows:
State Agency/Board / General Role & Additional DetailsOhio Department of Commerce (“Commerce”) / Regulation and Oversight of Cultivators, Processors, Testing Laboratories. Primary Agency responsible for establishing and maintaining the electronic database and Marijuana compliance/ reporting systems
State Medical Board of Ohio (“Medical Board”) / Licensing and Oversight of Physicians
Pharmacy Board of Ohio (“Pharmacy Board”) / Recommendation Tracking, Patient and Caregiver Registry, and Regulation and Oversight of Dispensaries
Ohio Department of Taxation (“Tax”) / Taxation of Industry Businesses
Ohio Department of Administrative Services, Office of Information Technology (“DAS/OIT”) / Systems, Technology and Contractual Matters Arising from this RFP
General Medical Marijuana Program Information & Rules /
In general, the State views the technology elements required to enable the State’s Medical Marijuana business as follows:
Seed to Sale Tracking System: (hereinafter S2S) the scope of this Supplement which (in general) is responsible for management of:
- The end-to-end Medical Marijuana Supply Chain from plant origins: (e.g., seeds, clones, biological matter, and variants);
- The cultivation and harvest of Medical Marijuana including the destruction of unused and unusable by-products of this stage of the process;
- Tracking of secure transport of usable materials from one medical marijuana entity under Ohio’s program to another (i.e.,Cultivator to a Processor, Processor to Dispensary or Processor to Testing Lab);
- The tracking of the manufacture of finished products and the destruction of unused by-products containing marijuana,as a result of Processing;
- Tracking of secure transport of consumer-ready products to Ohio Dispensaries for sale;
- Tracking of the sale, error or recall of each consumer ready product by a Dispensary licensed by the State board of Pharmacy;
- Tracking of testing laboratory results related to Medical Marijuana material and products;
- Tracking of a variety of weights, potency, licenses, cost and products throughout this S2S supply chain using identification codes (i.e. unique plant identifier, batch number, lot number, product identifier, etc.) with the goal of tracking each product’s batch, brand, form, dose, etc.; and
- Identification of anomalous, real or apparent fraud, diversion, violations of law and compliance with State auditing, compliance, inspection and reporting requirements for the State Agencies charged with the administration and oversight of this Program.
Specific State requirements for each of the steps in the S2S supply chain are contained in more detail within this Supplement.
In Addition, the State has identified a variety of Program Validation and Readiness Servicesthe scope of Supplement 2required to:
- Perform the technical and data integration of the S2S, payment and revenue reporting and other State Systems;
- Integrate the required Licenses that are required across the overall Supply Chain (e.g., S2Sand State Systems etc.) with the State’s eLicensing platform to enable and launch the Program;
- Development of the required organizational roles/responsibilities, processes, procedures, reports, alerts/notifications that compriseto the State’s Prescription Drug Monitoring Program(e.g., OARRS - Patient Registry, eLicensing platform,S2S software, Tax reporting systems and Compliance/Monitoring/Inspection teams) in State Agencies that are charged with oversight of this Program;
- Design and implement operational and oversight processes in the context of State law, established rules, and the Systems contained in this RFP to “launch” the Medical Marijuana program within the State;
- Develop and deliver training materials designed to provide an overview of the new systems, integration and reporting environment inclusive of rules, policies and procedures for State and Industry staff involved in the Program; and
- Assess the efficacy of systems deployments, operational processes and training and develop an objective assessment of "go-live" readiness prior to each implementation of the Program.
Specific State requirements for Program Validation and Readiness Services are contained in more detail within Supplement 2.
Note:All offerors to any of Supplements 1 or 2 (and any combination thereof) are responsible for understanding and complying with State Architecture, Security, Privacy and Data Handling Requirements which are contained in more detail within Supplement 3.
1.2.Organization of this RFP
Based upon the State’s analysis of the Medical Marijuana systems marketplace inclusive of analysis of other States implementation experiences, and in accordance with the Ohio Revised Code, this RFP is organized to contain three (3) Supplements. The State’s rationale for this organization is to allow the State to identify and select the most favorable technology, integration and processes that are aligned with both State laws and rules pertinent to the establishment, oversight, monitoring and regulation of the Medical Marijuana industry in Ohio, while allowing the State the flexibility to select the highest ranked Offerors for each of the following solution elements:
High Level Organization of this RFP
Offerors may choose to respond to either or both ofthe aforementioned Supplements 1 and 2 in keeping with the capabilities of their firm, the software, technology, and process support capabilities that are specific to this emerging industry, aligned with State laws that govern, and as to provide an overall solution for each of the respective parts that comprise the State’s overall solution requirements.
Offerors are not required to form consortiums to respond to this RFP in its entirety (i.e., all three supplements) as the State’s evaluation methodology contained in the RFP documents allows the State to identify and select the highest ranking Offeror from each of Supplements 1 and 2. Supplement 3 will apply to the contracted scope of each of Supplements 1 and 2 regardless of the State’s final award and contracting structure.
Offerors may, at their sole discretion, choose to form partnerships with firms they believe are qualified to perform the work and deliver the solution elements as required in either of Supplements 1 or 2 should they choose to as it relates to offering the State a total solution for all elements that comprise the State’s requirements.
Regardless of proposal structure, the State reserves the right to select Highest Ranking Offerors in each of the respective Supplements regardless of proposal structure. Notwithstanding these considerations, each Supplement responded to must have a clear Prime Contractor and Software Vendor (i.e., Licensor to the State) that is responsible for delivering the work to the State, as contracted.
Offerors responding to any of Supplements 1 or 2 are encouraged to review all Supplements to better understand the organization of the RFP (in general) and the relationships and scope of the requirements in each Supplement as they relate to the State’s overall solution requirements.
A single offeror cannot be awarded the Supplement 1 scope of work and the Supplement 2 scope of work.
1.3.Important Dates, Terminal Project Due Date
The State’s Medical Marijuana Program has several milestone dates designed to implement the program Statewide. The contents of this RFP, in its entirety must be designed, developed, and deployed to operational use within the State as follows:
September 8, 2016 / September 8, 2017 / Key Program Dates / September 8, 2018Effective date of Ohio House Bill 523. HB 523 establishes the basic framework for Ohio’s Medical Marijuana Control Program / Dispensary, Processor, Testing Lab and Medical Board Rules Adopted (Cultivator Rules Effective). Ohio law requires the State of Ohio Board of Pharmacy to adopt dispensary rules and State Medical Board of Ohio to adopt its rules around certification and standards of care by this date. / System Implementation Complete
State Licensees Trained and Ready to Conduct Business on S2S System
Terminal Due Date for this Project: November 15, 2017 / Ohio law requires the Ohio Medical Marijuana Control Program to be fully operational by this date.
Business Launch
1.4.Offeror Note: Software Licensing, Implementation, and Ongoing Cost Considerations
The State acknowledges that there are a variety of cost and funding models prevalent in existing state marijuana programs that precede this RFP. In the interest of ensuring that total cost is factored within the State RFP Evaluation Process as described in more detail within the RFP documents, the State, for evaluation purposes only, seeks a fully costed, all-inclusive price for the Offeror’s solution including:
- Software Licensing and Ongoing Maintenance Costs;
- Software Design, Configuration, Testing and Implementation Costs;
- Software integration with State Systems, Alerts and Reporting requirements;
- User (both State and Industry) Training and Documentation Costs;
- Software Hosting and ongoing Operations Costs;
- Ongoing Software Upgrades, Patches, Enhancements and Customizations;
- 3rd Party Elements (software, hardware, networking and other elements required by the solution, but licensed or obtained from 3rd parties); and
- Other Costs as required to implement the complete solution as required in this Supplement.
Offerors are to include such costs as required within Attachment 9, (Offeror Cost Workbook) in accordance with State requirements as included in the RFP documents.
Upon determination of the highest-ranking offeror, and during the negotiations process, the State and Offeror may agree to mutually develop a system cost recovery / funding model as to recover implementation and operational costs as allowed under State law.
1.5.Offeror Note: Response Format and Suggested Illustrations of Capabilities
This Supplement includes a variety of State narrative requirements pertaining to functionality, integration, configuration and reporting requirements pertinent to the work. Offerors are to indicate as part of their response how (i.e., “Approach” in the table below); by whom (i.e., “State” or “Contractor” or “3rd Party”); and the relative Contractor complexity and effort required to accomplish the requirement in it’s entirely (i.e., “Effort Complexity” in the table below). Offerors are required to address every requirement contained in this Supplement using the following terminology nomenclature:
Approach/ Terminology / DescriptionOfferor-proposed Tool/Solution / Offerors are to include the name and major version number of the Proposed Tool/Solution to address the requirement (e.g., Acme Corporation® WidgetMaster™ v9.1).
Out of the Box / Offerors are to indicate, in systems development hours (i.e., inclusive of all design, configure/build, test, implement), to be spent implementing this requirement using as-delivered functions of the Offeror-proposed solution.
Configuration Item / Offerors are to indicate, in systems development hours (i.e., inclusive of all design,configure/build, test, implement), to be spent implementing this requirement using configurable functions (e.g., interfaces, reports, workflows, screen elements) of the Offeror-proposed solution.
Customization / Offerors are to indicate, in systems development hours (i.e., inclusive of all design, configure/build, test, implement), to be spent implementing this requirement using customized functions (e.g., interfaces, reports, workflows, screen elements) of the Offeror-proposed solution.
Extension/Interface / Offerors are to indicate, in systems development hours (i.e., inclusive of all design, configure/build, test, implement), to be spent implementing this requirement using as extensions or interfaces (e.g., interfaces, reports, workflows, screen elements) of the Offeror-proposed S2S System, State interfaces, or other Offeror provided solution elements.
Other / 3rd Party Element / Offerors are to indicate, in full systems development hours (i.e., design, configure/build, test, implement), to be spent implementing this requirement using this category for any item which does not fit into the aforementioned categories.
Effort Complexity Terminology / Description
Low / The Contractor can design, configure, test and implement the requirement within a one (1) FTE week in consideration of all required work (e.g., accomplish the requirement within 40 hours)
Medium / The Contractor can design, configure, test and implement the requirement within a one (1) FTE month in consideration of all required work (e.g., accomplish the requirement within 180 hours)
High / The Contractor can design, configure, test and implement the requirement within a one (1) FTE quarter in consideration of all required work (e.g., accomplish the requirement within 500 hours)
Extreme / The Contractor can design, configure, test and implement the requirement within a one (1) FTE year in consideration of all required work (e.g., accomplish the requirement within 1,980 hours)
In addition, the State suggests that Offerors provide screen captures, diagrams, graphics or other information of relevant elements of their solution to illustrate to the State the degree of compliance with State requirements wherever possible and within the page limit(s) of this Supplement as required by the RFP.
1.6.Medical Marijuana Supply Chain, Conceptual Overview and Organization of Requirements
The State has developed a generalized end-to-end Supply Chain conceptual process graphic to aid Offerors in understanding the overall process to be managed as a result of this software, as well as to identify key logical interfaces with State systemsand Process/Technical integration requirements. This conceptual process will be presented in additional detail throughout the Supplements of this RFP.