New York State Canal Corporation - PDF document

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K19 - 10283720JGM K19 - 10283720JGM New York State Canal Corporation Flood Warning and Optimization System SCOPE OF SERVICES K19 - 10283720JGM Contents 1 Background of the Project ................................ ................................ ................................ ........... 3 2 Existing FWOS features ................................ ................................ ................................ ............... 5 2.1 Data Import Interfaces ................................ ................................ ................................ ............ 5 2.2 Numeric Models ................................ ................................ ................................ ...................... 5 2.2.1 Hydrologic Model ................................ ................................ ................................ ............. 6 2.2.2 Hydraulic Model ................................ ................................ ................................ .............. 6 2.3 Data Dissemination Interfaces ................................ ................................ ................................ .. 6 3 Technical Landscape ................................ ................................ ................................ ................... 7 3.1 Software ................................ ................................ ................................ ................................ . 7 3.1.1 Systems ................................ ................................ ................................ ......................... 7 3.1.2 FWOS Software ................................ ................................ ................................ ............... 7 3.1.3 Other software. ................................ ................................ ................................ ............... 7 3.2 Interfaces ................................ ................................ ................................ .............................. 7 3.3 Websites ................................ ................................ ................................ ................................ 7

2 3.4 Alerts .........................
3.4 Alerts ................................ ................................ ................................ ................................ .... 8 4 Scope of Services ................................ ................................ ................................ ........................ 8 4.1 FWOS Migration to a SaaS platform ................................ ................................ ........................... 8 4.2 FW OS Calibration, Validation, Development & Buildout ................................ ................................ 8 m. Training and Knowledge Transfer: ................................ ................................ ........................... 10 Annual FWOS Support ................................ ................................ ................................ .................. 10 4.3 Data Reporting Automation and Visualization ................................ ................................ ............ 10 5 Project Deliverable ................................ ................................ ................................ ................... 12 5.1 FWOS Migration to a SaaS platform ................................ ................................ ......................... 12 5.2 FWOS Validation, Development & Buildout ................................ ................................ ............... 12 5.3 FWOS Support ................................ ................................ ................................ ...................... 13 5.4 Data Reporting Automation and Visualization ................................ ................................ ............ 13 6 Proposal Deliverables ................................ ................................ ................................ ............... 15 7 Pricing ................................ ................................ ................................ ................................ ...... 15 K19 - 10283720JGM 1 Background of the Project The New York State Canal Corporation ( Corporation ) operates and maintains the New York State Canal System, which includes the Erie, Champlain, Oswego and Cayuga - Sen

3 eca canals. Spanning 524 miles, the wa
eca canals. Spanning 524 miles, the waterway links the Hudson River with the Great Lakes, the Finger Lakes and Lake Champlain . The Corporation has significant water regulation authority throughout New York State in the Mohawk, Upper Hudson and Oswego River Basins as well as portions of the Lake Champlain and Genesee River watersheds. To improve its de cision making ability , data gathering , and management capabilities, the Corporation developed a Flood Warning and Optimization System (FWOS) between 2013 and 20 16 to import available observed and forecast ed hydrometeorological information, process it through hydrologic and hydraulic models to provide Canal specific forecast information , and to optimize management solutions . This was accomplished using the MIKE Cu stomized platform . The Corporation is initiating this project to improve the existing FWOS. The FWOS is envisioned as a system that improves flood forecasting and provides situational awareness to the operations and water management staff of the Corporat ion . It is essential that the FWOS be substantially improved to collect, process and provide the Corporation with meteorological, flow, water level and canal operational data. This system will model and forecast water inflows, water levels , and allow the Canal Corporation to automate and simplify data reporting, optimize various simulation scenarios and provide decision support and real - time flood inundation mapping along Canal watersheds . The system would also disseminate select observation s and forecasts to operations staff and cooperators outside of the Corporation, and archive all observed and processed data in perpetuity. FWOS High Level Schematic At the highest level, the Corporation i s requesting that bidders offer a complete end - to - end turnkey solution that at a minimum maintains the current functionalities of the existing FWOS solution. This request represents cradle - to - grave coverage for the FWOS and includes: 1. Providing hardware including data collection, data analytics and communication, 2. System commissioning and maintenance, 3. Transmission of data securely from data sourc

4 es via internet to the vendor portal /
es via internet to the vendor portal / Corporation data center, and 4. Portal services to visual data. The vendor may also provide capabil ities to visualize the data as well as provide advanced predictive and prescriptive analytics via a user - friendly web browser based platform delivered via a Software as a Service ( SaaS ) model. The vendor may also provide advisory services to help the Corpo ration K19 - 10283720JGM perform actionable sequences that are subsequently analyzed, in real time, for ongoing FWOS . To be clear, this RFP shall include four primary services as shown in the following block diagram: The Corp oration is also looking for the following en hanc ements as indicated in section 4 .0 Scope of services. The Corporation is seeking a final FWOS that is only supported by the contractor, in collaboration with the Corporation and that the final FWOS is not dependent on the contractor and the final solu tion must not remain with the contractor, but must be transferred to the Corporation, with appropriate training and knowledge transfer such that the Corporation can operate the FWOS independent of the contractor. The removal of any dependency on the contr actor is essential. Data Transmision (Required) • Transimission of data Canals Corportation systems / data sources across the state Central Data (Required) • Validate and structure data in standard format • Secure transmission and cloud storage • Interface and API to retrieve data • Backup copy of data collected and analyzed Data Visualization & Analytics (SaaS Platform - Required) • Fast, flexible and user friendly interface • Android / IOS / windows Mobile ready • Automatic Reporting • Predictive and Prescriptive analytics • Secure authentication using ADFS Support Service (Required) • Support the FWOS • Periodic operational recommendations • Weekly/ Monthly reviews • Training and technical support K19 - 10283720JGM 2 Existing FWOS features 2.1 Data Import Interfaces The FWOS imports data through the following data imports Provider Data USGS Observed Water Level and Flow Data HADS Observed Meteorological

5 Data (Temperature, Precipitation, etc)
Data (Temperature, Precipitation, etc) NYSCC Observed Water Level and Meteorological Data MVWA Mohawk Valley Water Authority Data HRBRRD Forecast Reservoir Release from Conklingville Dam and Indian Lake CIMS Observed Gate Positions and NYSCC Structures KLA Observed Water Levels and Discharges BRKFLD Observed Water Levels and Discharges ALBANY Observed Water Levels and Discharges EAGLE CREEK Observed Water Levels NYCDEP_MET Observed Meteorological Data (Temperature, Precipitation, etc.) HRRR Forecast gridded precipitation (1 hour ) GEFS Forecast gridded precipitation (6 hour) MRMS Observed gridded precipitation (1 hour) NERFC_MPE Observed gridded precipitation (1 hour) NERFC_MODELSTATES SAC - SMA Model States from NERFC MERFC_FORECASTS Flow forecasts from NERFC NERFC QPF Quantitative precipitation forecast from NERFC NERFC SHEF NERFC Model Forcings Data in Standard Hydrological Exchange Format (SHEF) NYS MESONET Observed Meteorological Data (Temperature, Precipitation, etc) 2.2 Numeric Models The existing FWOS has two models: Hydrologic Model and Hydraulic Model K19 - 10283720JGM 2.2.1 Hydrologic Model  The hydrologic model converts observed and/or forecast precipitation to runoff (flow)  The hydrologic model comprises of the SNOW - 17 model that flows into the Sacramento Soil Moisture Accounting Model (SAC - SMA) which drives the Unit Hydrographs 2.2.2 Hydraulic Model  The hydraulic model analyzes the movement of water through rivers, canals, streams, reservoirs, over dams, etc.  The hydraulic model predicts water levels by using MIKE11 (1D) and MIKE FM (2D) 2.3 Data Dissemination Interfaces Public Website (Internet, via Corporation SFTP) Text Only Website (Internet, mobile friendly, via Corporation SFTP) Realtime Updating KML File (Internet, via Corporation SFTP) P rivate Website (Intranet , WebAPI) Water Level Alert Emails and Text Messages (via SMTP server) XML File Generation for Canals website updating (via Corporation SFTP) Oswego River Basin Daily Status Email (via SMTP server) Daily System Status Email (via SMTP server) Export of Job and S

6 erver Stats (to Brick SFTP) Logging
erver Stats (to Brick SFTP) Logging website (Running but not functional) K19 - 10283720JGM 3 Technical Landscape 3 .1 Software 1. Operating System 3.1.1 Systems All of the FWOS servers are currently running Windows Server 2008 R2 Data Center, except Flood GPU which is running Windows Server 2012 Standard. 3.1.2 FWOS Software Most of the software that makes up FWOS application is described, including the version, inst all location, and important configuration parameters, in the System Documentation - Infrastructure and Software document. This includes: • MIKE Operations • MIKE ZERO • NWS Models • Inundation Mapping Tools • PostgreSQL and PostGIS • MIKE License Server • Grid Processing Tools • Situation Awareness Tool (SAT) 3.1.3 Other software. a. LRGSClient The Local Readout Ground Station (LRGS ) Client is installed on Server DM and is used as an alternate way to download the Corporation gage data to generate the Corporation Gage Reading Website b. Python Python version 3.4 is installed on Server_DM and is used to generate the Corporation Gage Reading Website c. Java Java is currently installed on each flood server except Server_DB. Java is a dependen cy of both the NWS models and the LRGS Client. Java Version 7 Update 67 (build 1.7.0_67 - b01) is 3.2 Interfaces 1. Imports The FWOS utilizes data from a variety of sources. The data are imported to the FWOS using built in scripting language (Python). All data imp orts are obtained through web servers, websites , or through the BrickFTP site and currently has about 20 different sources of data. 2. Exports The system is not currently exporting data to any external users. It is anticipated the FWOS will have three exports to external users who may include hydropower operators, municipal or state/Federal organizations with emergency management or water regulation authority or NOAA/NWS affiliates; a. Inundation data layers and forecast data for critical locations. b. Detailed fo recast data from many forecast points. c. Forecast d a ta for a limited number of points. 3.3 Websites 1. Two public websites:

7 a. Google Map s with observed cond
a. Google Map s with observed condition risk flags and drill - downs to detail data Displays data in Oswego, Mohawk, Upper Hudson basins K19 - 10283720JGM b. Latest Corporation Gage Values (text only website) 2. Three private websites: a. Google map s with observed and forecasted flood risk flags and drill - downs to detail data b. Displays data in Oswego, Mohawk, Upper Hudson basins c. Situation Awareness Tool (SAT) SAT application displays a schematic representation of the various canals within the purview of the Corporations operating authority. The purpose of the application is to provide a near - real - time visual overview of the system to quickly ascertain the whereabou ts of flooding within the system, as well as the ability to drill down to individual structures so that details about the structure may be quickly accessed. d. System Health Dashboard When the FWOS imports data, runs a processing job or executes a model run, it logs this information to the Oracle database, which is then used as the data source for the System Health Dashboard website. 3.4 Alerts Currently the FWOS sends out system status emails every six (6) hours and several high/low water level alerts configured . 4 Scope of Services The Services consist of assistance with the following phase(s): 1. FWOS Migration to a new SaaS platform that is fully supported and maintained by the vendor 2. FWOS Validation, Development & Buildout 3. Annual FWOS Support 4. Data Reporting Automation and Visualization 4.1 FWOS Migration to a SaaS platform a. Analyze and document current state processes with the current FWOS b. Analyze gaps by comparing proposed SaaS platform with the current FWOS c. Identify functional requirements to address the gaps d. Propose solution architecture and submit for IT approval e. Develop functional and technical design document f. Propose data migration & validation strategy, for IT approval g. Develop custom code and configurations h. Perform data migration from current FWOS to the S aaS platform i. Perform system and data validation, and get stakeholder sign - offs 4.2 FWOS Calibration, Validati

8 on, Development & Buildout The existin
on, Development & Buildout The existing FWOS is incapable of providing accurate forecasts. There are a numerous technical defects that exist in the FWOS models that do not allow observed conditions to be replicated by the model. The following subtasks are required to improve the existing FWOS to a fully functional and useable FWOS: a. Evalua te the accuracy of the existing hy drologic and hydrauli c models by conducting an assessment of the functionality of these models and recommend improvements that are deemed necessary for a fully functional and accurate FWOS. b. Evaluate accuracy and completeness of hydraulic models by conducting piece - by - piece rev iew and analysis of the models in the Oswego, Mohawk and Upper Hudson K19 - 10283720JGM systems ; provide list of corrections needed . Consultant shall verify and source elevations, dimensions, discharge coefficients and equations for each structure. c. Develop a QA/QC work pla n of the hydrologic and hydraulic models and work plan to correct errors. d. Evaluate schematization of the hydraulic model for errors in how the cross sections and DEM/Lidar were integrated; p rovide list of correcti ons needed, by model and basin e. Confirm int egrated LIDAR/DEM and X - section information is sensible and accurate f. Calibrate the hydrologic and hydraulic models with currently available Corporation gaging data from 2014 - 2018 which was unavailable in the initial model calibration g. Review locations where elevation or other critical data is missing and provide list to the Corporation for survey/capture . Specifically examine reach from Lock E23, O1, E25, CS1, including E24, Cross Lake and Onondaga Lake as the flat slope of the reaches of Oneida, Oswego and Seneca Rivers. h. Expand API/Interface to incorporate all available hydrometeorological observations in the Champlain Canal Watershed and Genesee River Watershed (western Erie Canal) . Incorporate available USGS gaging and readily available hydro - meteorological data, gate position information and records . i. Validate current flood alert levels for API interface of canals.ny.gov/fwos j. Real - Time Flood Inundation Tool: i. Work

9 with Canals to develop a data managemen
with Canals to develop a data management plan for real - time flood inundation forecasts and mapping . Develop automatic archiving priority for NWS and FWOS forecast information. ii. Turn ‘ON’ Flood inundation mapping feature in key locations so the system can be validated/quality assured. iii. Expand flood inundation mapping to include the Schoharie Creek – Flood inundation – Downstream from Gilboa Dam to Central Bridge. iv. Provide detailed survey data collection plan to Canals for Lock E24 upstream to Locks E25 and CS1 along the Seneca River, including Cross Lake k. Create web user data entry interface for non - Corporation users (e.g. Brookfield, Eagle Creek , KLA, City of Auburn, etc.) to allow information exchange between them and the Corporation . i. Gate position da ta entry including mobile application access (currently handled in the Canal Infrastructure Management System ( CIMS ) ii. Snow data collection (currently done in spreadsheets) web interface development iii. Build web interface that non - Corporation users can use to enter observed and forecasted discharges/gate positions used in Lake Managers Report defined in attachment 1. l. Scenario Tool Development: i. Steady State Version (Hydraulics Only) - Develop a hydraulic modeling scenario tool that allows user at any structure in the model, to compute Headwater, Tailwater, and/or discharge based on select input data for computation & analysis of resulting water surface or discharge conditions based on input data and the hydraulic models. Goal is to provide list of variables, al low user to select what is available and what variable is sought. ii. Non - Steady State Version ( entire FWOS ) – For all of the above structures, develop a tool that incorporates the hydrologic models and K19 - 10283720JGM precipitation/snowmelt forecast information and permits the creation of customized scenarios to be processed in the Flood Warning System. The output information would be utilized to inform and support water management decision making and ‘optimize’ the impacts of high w ater and flooding. i. Tool shall allow for t he application of multip

10 lier/factor of precipitation depth (+/
lier/factor of precipitation depth (+/ - 1% to 500% of forecast). ii. Tool shall allow for the application of multiplier /factor of high/low temperature forecast of (+/ - 1 to 100% of forecast ). iii. Tool shall allow for the adjustment of all ope rable water control structure gate ( s ) at any time within the forecast period. m. Training and Knowledge Transfer: i. Develop and training and knowledge transfer plan to define a complete training strategy and knowledge transfer to satisfy the successful operation of the final FWOS by the Corporation 4.3 Annual FWOS Support a. Monitor performance of all current FWOS data import/export jobs and processes b. Advise IT of changes in USGS/NOAA data protocols impacting FWOS data extraction/archiving processes c. Trouble shoot and fix issues that arise to ensure continuity of time series data input and archiving in FWOS database d. Bi - weekly monitoring of server hardware performance. Work with NYPA IT e. Work with Corporation staff to make seasonal (Navigation / Non - nav igation) adjustments to thresholds for Corporation Water Text Alerts f. Work with the Corporation to develop additional alerts or automated text water level reports as requested g. Coordinate any changes to thresholds or alert levels with Canal/NYPA Water Manage ment Staff who will communicate with NYPA intelligent smart operations center ( iSOC ) h. Monitor alerts/issues impacting NOAA/GOES Satellite communication system and communicate that information to the Corporation i. Annual performance analysis of gage alerts issued in past year, make recommendations for potential adjustments to alert thresholds 4.4 Data Reporting Automation and Visualization a. Fully automate all current Corporation WMP (Water Management Program) Functions . See Appendix A for description of P eriod ic WMP Manual Reporting Process. b. Work with the Corporation to develop data visualizations to quickly gain situational awareness of water level conditions along the Canal. Some examples below: i. Eastern Erie Canal/Mohawk River – From Rome Summit (Lock E20 - E21) to Waterford, inclusive of all lock and dam facilities on the Canal, Locks E20 t

11 o E2, all water control structures, feed
o E2, all water control structures, feeders and diversions, Hinckley, Delta Reservoirs and Schoharie Creek Watersheds. Include Trenton Falls Diversion, Morgan Dam, Nine Mile Feeder, Forestport Diversion and Feeder. ii. Central Erie/Oswego/Cayuga - Seneca Canals/ Oswego River Basin Watershed - From Lock 21 west including Oneida Lake, K19 - 10283720JGM Onondaga Lake, Cayuga, Seneca, Keuka, Canandaigua, Owasco, Otisco, Skaneateles Lakes, Canal locks and dams from Lock E21 to Lock E30, Locks O1 - O8 along the Oswego River. iii. Western Erie Canal - Lock E34/35 to Lock E30 inclusive of the Genesee River Crossing and Locks E33 and E32 along with all waste weirs, guard gates, spi llways and other water control structures along the Canal iv. Champlain Canal - Hudson River/Champlain Canal from Federal Lock at Troy Dam north to Lock C12 on the Champlain Canal. c. Real - time Mohawk River elevation profile, integrating USGS and Corporation gage data and CIMS Gate position data from Lock E21 east along the Erie Canal/Mohawk River to Lock E6/Crescent Dam. Provide flood elevations from NWS at Little Falls and Cohoes d. Real - time Seneca River elevation profile, integrating USGS and Corporation gag e Data and CIMS gate position data e. Real time profile of major lakes and canal segments in the Finger Lakes from Lock 30 east to Lock E23 including Locks CS1 - 4, Lock O - 1, Oneida, Owasco, Otisco, Skaneateles, Cayuga, Keuka, Seneca, Cross, Onondaga and Canan daigua Lakes. Include water level and date/time stamp of data, flood and rule curve elevations. Provide real time indication of flood/storage capacity of each lake and river segment f. Visualizations for Oneida and Cayuga Lakes similar to the KLA water elevation page: https://www.keukalakeassociation.org/charts/keuka_lake_level.php Develop visualizations using Tableau or other approved software platform g. Improve www.canals.ny.gov/FWOS API, allow for custom selection and display of all parameters transmitted by GOES Satellite signal from NYSCC gage sites, provide custom date periods, allow for custom scaling of a xes, provide option to display data in graph or tabular format. Provide options for .

12 pdf or .xlsx/.csv download
pdf or .xlsx/.csv download K19 - 10283720JGM 5 Project Deliverable The list of deliverables will be including but not limited to those indicated in the sections below. 5.1 FWOS Migration to a SaaS platform S No. Task / Deliverable Name 1. Functional design document 2. Technical design document 3. Proposed architecture 4. Migration strategy & approach 5. Proposed plan & timeline 6. Data migration & validation approach 7. User Acceptance Testing Approach 8. Data validation reports 9. Data backup and recovery 5.2 FWOS Validation, Development & Buildout S No. Task / Deliverable Name 1. Evaluation reports for the Oswego, Mohawk, and Upper Hudson hydrologic models 2. Evaluation reports for the Oswego, Mohawk and Upper Hudson hydraulic models in the Oswego, Mohawk and Upper Hudson 3. Perform an assessment of the functionality of the Oswego, Mohawk, and Upper Hudson hydrologic models and recommend improvements that are deemed necessary for a fully function al and accurate FWOS 1. List of corrections to improve the Oswego, Mohawk and Upper Hudson hydraulic models 2. List of corrections to improve hydraulic model in cross sections and DEM/Lidar integration, by model and basin 3. Calibrate models with Corporation gaging data from 2014 - 2018 4. Calibration reports for hydrologic and hydraulic models with Corporation gaging data 5. List of locations where elevation or other critical data is missing 6. Technical Design Document for API/Interface to incorporate all hydrometeorological observations in the Champlain Canal Watershed and Genesee River Watershed K19 - 10283720JGM 7. Unit & Integration Test report for API/Interface to incorporate all hydrometeorological observations in the Champlain Canal Watershed and Genesee River Watershed 8. User Acceptance Test report & sign - off for API/Interface to incorporate all hydrometeorological observations and forecasts in the Champlain Canal Watershed and Genesee River Water shed 9. Functional Design Document for web user data entry interface for non - Corporation users 1

13 0. Technical Design Document for web
0. Technical Design Document for web user data entry interface for non - Corporation users 11. Unit & Integration Test report for web user data entry interface for n on - Corporation users 12. User Acceptance Test report & sign - off for web user data entry interface for non - Corporation users 13. Training and Knowledge Transfer process and implementation for the final, accepted FWOS 5.3 FWOS Support S No. Task / Deliverable Name 1. Weekly performance reports of all current FWOS data import/export jobs and processes 2. Bi - weekly report of server hardware performance 3. Weekly log for alerts/issues impacting NOAA/GOES Satellite communication system 4. Annual report for performance analysis of gage alerts issues in past year 5. Recommendations from gage alert performance analysis for potential adjustments to alert thresholds 5.4 Data Reporting Automation and Visualization S No. Task / Deliverable Name 1. Business process document for Corporation WMP Functions 2. Functional design document for automating all current Corporation WMP Functions 3. Technical design document for automating all current NYSCC Corporation Functions 4. Unit & Integration test reports for automating all current Corporation WMP Functions 5. User Acceptance Test reports & sign - off for automating all current Corporation WMP Functions 6. Wire - frames to develop visualizations for situational awareness of water level conditions along the canal K19 - 10283720JGM 7. Tableau visualizations for situational awareness of water level conditions along the canal 8. User acceptance and sign - off for Tableau dashboard K19 - 10283720JGM 6 Proposal Deliverables The Corporation is seeking responses from qualified vendors that 1. have extensive , deep knowledge of existing F lood W arning and O ptimization Systems and technology and 2. ha ve successfully completed systems of similar scope and complexity with the functionality of the existing FWOS . Bidders must submit descriptions with reference and contact info rmation for the previ

14 ously completed projects. It is th
ously completed projects. It is the responsibility of a bidder proposing an alternate solution to the current FWOS platform to provide a very persuasive case that the proposed solution is equal to or better than the current FWOS and can be implemented in a timely fashion . For an alternative solution, bidders must provide the full costs associated with converting the existing models to operate in the alternate system, including system development, calibration, verification , testing , o peration and maintenance . It is the sole discretion of the Canal Corporation to approve any alternate solution. A t a minimum, the vendor’s response shall demonstrate the following: S No. Proposal Deliverable 1. Provide an overview of the proposed solution and its out - of - the - box functionalities 2. Describe your background and experience with delivering similar projects. 3. Provide implementations of similar services in the last 3 years 4. What is the proposed hosting strategy for the solution? 5. Provide a high - level architecture for the proposed solution 6. Describe your approach for successful completion of the migration of the FWOS to your SaaS platform towards delivering the scope described in section 4. 7. Describe your approach for delivering the system validation, development and buildout scope as highlighted in section 4.2 8. Describe your approach for delivering the automation and reports as described in section 4.4 9. Describe your approach towards supporting the solution through its lifecycl e with scope including but not limited to that listed in section 4.2. 10. Provide a proposed timeline for this project by scope . Schedule should be furnished with tasks and deliverables defined with durations, staff resource requirements and dependencies shown. Indicate critical path of project. 11. Provide 5 references for completed similar flood warning type systems including con tact information. 12. Provide the staffing structure for this project. How many resources (FTEs) will you need from NYSCC to successfully deliver the scope highlighted in this RFP? 13. Provide bios for the resources you are proposing on this proje

15 ct 7 Pricing The Corporation
ct 7 Pricing The Corporation requires each bidder to provide a turnkey solution with full lifecycle support. The Corporation will only consider bidders who will bid for all the scope items listed in this RFP. However, from a pricing standpoint, the Corporation requires the bidders to provide a fixed price for each individual scope (4.1, 4.2, 4.3, & 4.4), and a bundled price for the entire scope of this RFP. K19 - 10283720JGM Appendix A - Period ic WMP Manual Reporting Process Manual Reporting Notes  These Excel tools/reports are mainly saved on OneDrive; and the templates are saved on the Shared Drive for everyone on the team to access  Once the weekly reports and datasheets are e - mailed, they aren’t really saved back to the Shared Drive – the latest copies can be referenced throug h e - mail if need be High - level Initial Requirements  A portal for collaborators and stakeholders to submit information o Data entry portal for all entities to enter in their data; external - facing database that can collect data for people o Suggestion to have th e system send a prompt with a link to fill out specific field as oppose to them going to the site on their own and filling out fields without guidance  Generate email back to Canals stating data that was not input and have Canals reach out to get the missin g data  Generate email reminder to collaborators and stakeholders who have not submitted information o Keep in mind that arrangements will be needed to gain reliable participation and cooperation of the collaborators and stakeholders, as their cooperation at present is sporadic and time is frequently lost to pursuing these data when not received.  Automate portions of the voicemail processes to Telephony o Ex. ‘Press 1 to hear the Oswego River Basin data’  Automate daily reporting o For example, reference the Hin ckley Reservoir Water Levels site as it has been updated and is a good example of reports that have been automated  Better graphs/reporting dashboard o Would like to model it potentially after the Keuka Lake report dashboard  ‘KeukaLakeAssociation.org/ch

16 arts/ keuka_lake_level.php’  De
arts/ keuka_lake_level.php’  Develop Communications Plan / Outreach Piece to the Public / Outreach to all other stakeholders  Eliminate data inputs that don’t provide value to Canals o i.e. data that is high - cost to capture or; o Data that is very manual to capture or ; o Water levels from the National Underwater Warfare Center in Dresden Manual Reporting Process Notes *Please note: In general, these processes are well documented in the information provided by Canals. The information provided by Canals should continue to be referenced. 1. Open the ‘ORB Data Entry Worksheet’ from the Shared Drive o The manual reporting process starts with the spreadsheet entitled ‘ORB Data Entry Worksheet’  To elaborate, this was developed as a tool for the data entry person to use and not as a procedural step to be performed. Entry method can be identical to that of the Genesee River Basin as seen in step 2 below. o This spreadsheet is a helper spreadsheet to help gather and organize data before it is entered in CIMS (described below) o Timing F or Reporting  Weekends - need s to be filled out before 10:00am  Weekdays - try to fill out between 6:30am and 7:30am K19 - 10283720JGM o Depending on the various sections of the spreadsheet, the input data comes from different sources/inputs. See below for sources (also listed in OR B Data Entry Sheet) :  ‘waterdata.usgs.gov’  USGC Current Water Data for New York  Manual averages are often calculated from tabular data to derive the most accurate data point for entry when data spikes and noise are present.  ‘CIMS’  Input the time and the reading for each location  Enter the water - level reading values  ‘stormcentral.waterlog.com’  The water regulation engineer entering these data has the responsibility of evaluating wind speed, wind direction, and seiche of the water body so the truest represe ntation of the water surface elevation is reported. This is a necessity unless the conditions are known to be flat and calm. Wind data, webcam imagery, and calls to Canal personnel on - site are frequently used.  Brookfiel

17 d/Baldwinsville Contacts  Timing
d/Baldwinsville Contacts  Timing o The y send an email every morning with the flow data  Water level and flow information o The Canals team responds back with flows/graphs  See section about Brookfield below, Canals responds with upstream water level.  Naval Underwater Warfare Center at Dresden  Cal l Janine/whoever is doing the data that morning o Timing – done at 7am (weekdays only) o No utility, BUT it is a legacy data  Eagle Creek Hydro  Receive a voicemail from Phoenix Dam  They operate 2 gates and we operate 4 gates o To elaborate, Phoenix Hydro operate s the gates as needed and in special circumstances when Canals is asked to move one of these six gates, the position is dictated by Phoenix Hydro personnel.  The voicemail generally follows the cadence of “Our gate positions are as follows…”  Enter data hear d into ORB Data Entry Worksheet (to be entered into CIMS)  Genesee River Section  Pull information from ‘Water.weather.gov’  This data does not get entered into the ORB Data Entry Sheet  directly into CIMS 2. Enter Data from ‘ ORB Data Entry Worksheet ’ in CIMS o *Please note: The water regulation engineer on duty reviews all NYSCC CIMS Lock data locations to be reported, and has the responsibility to make phone calls to lock personnel to verify seemingly - erroneous data, or to actually enter data when lock staff do es not achieve this entry. o Operation�sReading�sEnter/Edit  Location: Owego River Basin Discharges  Location: Owego River Basin Gage Elevations  Location: Phoenix Dam Taintor Gates o Genesee River Basin data gets entered directly into CIMS from USGS (no intermed iate spreadsheet) K19 - 10283720JGM  Location: Genesee River Basin 3. Then, the team will run a CIMS Script o The script is run by visiting a CIMS URL, which triggers the report generation process  Once the script is run, a window pops up  Note: The script will run without all th e data o The CIMS script generates and emails two Excel spreadsheets  One that contains two days of data and one that contains yea

18 r - to - date  The spreadsheet co
r - to - date  The spreadsheet contains the data that was entered into CIMS from the ORB Data Entry Sheet as well as data that was en tered by field staff at Canals water control structures (dams, locks, etc.) o The CIMS script sends out 2 e - mails from cimsadmin@canals.ny.gov every with the information in an excel report format  Daily e - mail #1  Oswego RB YYYY Database o E - mail has two tabs of information (first half of year and second half of year)  Mohawk RB YYYY Database o 1 year - to - date tab  DailyDataDDMMYYYY o Same as Oswego RB YYYY Database but only shows “today” and “yesterday”  Daily e - mail #2  Genesee RB Database o E - mail has two tabs of information 4. Daily email and voice mail communication with hydropower operators: o Brookfield  Brookfield sends Canals an email with water levels and discharges for Baldwinsville and Oswego Falls  Canals responds back with water level at Lock E - 24 Baldwinsville o CS Hydro  Canals sends CS Hydro an email with the Seneca Lake water level  C&S Hydro responds back with their discharge and target water levels o Eagle Creek  Canals calls Eagle Creek and leaves a message with Lock E - 23 and Lock E - 24 data as well as Oneida Lake and Onondaga Lake data.  Voicemail Recording Helper o Copy info from the e - mail CIMS generates  Daily voicemail recorder tasks  There is a script that you must read the script as - is o If you mess up you must, re - do  The black cells are manually updated 5. Record daily public voicemail recording with the help of the Voicemail Recording Helper spreadsheet o Copy info from the e - mail CIMS generates to the Voicemail Recording Helper spreadsheet  Daily voicemail recorder tasks  T here is a script that you must read the script as - is  If you mess up you must, re - do  The blank/highlighted cells are manually updated 6. Generate graphs for the canal websites. o Graphs are generated for:  Cayuga Lake  Oneida lake  Seneca Lake K19 - 10283720JGM o Lake Level Graph gen eration process:  These graphs ar

19 e generated twice a week  Monday
e generated twice a week  Monday and Thursday (typ.)  They are generated in Excel and printed/saved to PDF  Name them LAKENAME_LakeLevels.pdf  Then they are saved on a Shared Drive (drop drive) where they are automatically moved to the website  They are archived for reference 7. Weekly Reporting o Lake Management Report  The ORB Lake Manager Report contains information for Canandaigua, Keuka, Seneca, Cayuga, Skaneateles and Oneida lakes  Data needed to complete report comes from internal and external sources:  Some external sources provide data as part of the daily reporting  Some send e - mails weekly/regularly  Some you have go on the website or call them to get the information  The report i s printed to PDF and sent out to the distribution list  Think about summary pages for some of the locations 8. Snow Survey o There are 75 locations throughout the system that snow surveys are done for  Staff measure depth and weight which is used to calculate de nsity and equivalent water depth at these locations o 4 of the 7 Sections do snow surveys  There are routes that Canals staff go through to visit each site  Please note, Syracuse & Utica Sections require two days of travel to complete the survey routes assigne d to them using one two - person team in one vehicle.  They take 3 measurements at each site  Fill out the paper sheet  Send a photo of the paper sheet to Tom and/or Pete  Data is then entered into a database which is an annually produced Excel file named Snow Survey 20XX  Convert the weight of the snow into water equivalent/density  Send out to the weather service and other partners  Disseminated of the attached data file mentioned in my previous comment response to Cornell and several other recipients  Pushes inf o to other power users  Process needs to be “Much more instant”. Snow data has a short window after it is collected when it is useful. o Timing  In the winter, it happens every other week, end of December until April  May make changes on route based on snow  Chief Lock Operators take the responsibility for th