TEXAS DEPARTMENT OF TRANSPORTATION PROCUREMENT DIVISION DATA ENTRY, VALIDATION AND CORRECTION SERVICES PUBLICATION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION PROCUREMENT DIVISION SPECIFICATION NO. DATA ENTRY, VALIDATION AND CORRECTION SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is for data entry, validation and corrections services for the Crash Data and Analysis Section of TxDOT Traffic Operations Division (TRF). All services shall be provided on shore within the continental United States. The vendor shall successfully complete a pre-production within sixty days after award. The vendor shall successfully have all applications, processes and resources in place to begin full production services within twenty days of TxDOT written acceptance pre-production. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. API Application Program Interface - A software intermediary that makes it possible for application programs to interact with each other and share data Business Days Monday through Friday 8:00 am to 5:00 pm CT excluding state and federal holidays Correct Allows a user to make modification to the data, without altering the crash report image CRASH Crash Reporting and Analysis for Safer Highways CRIS Crash Records Information System HUB Historically Underutilized Business Incumbent Vendor The current vendor providing the data entry, validation and correction services. * This Specification Supersedes Specification No. TxDOT , Revised March

2 2.8. Interpreted Fields An interpreted field requires review and analysis of other information on the crash report, typically in the narrative and diagram to determine the correct value for the field Locate Allows a user to locate on a map where a crash occurred New Vendor The awarded vendor for the data entry, validation and correction services Not Complete prior to Data Entry The crash report is identified as not complete during quality control of the crash report before or after scanning Not Complete After Data Entry The crash report is identified as not complete after data entry Not Required The field on crash report is not required. The vendor shall only enter a value if present on the form OMB Office of Management and Budget PM Project Manager POC Point of Contact QC Quality Control Required The field on the crash report is required. The officer must provide a value for the field. The vendor shall enter the value present or notify TxDOT if a value is not present SLA Service Level Agreement Submission Services Allows authorized law enforcement agencies to submit crash reports into CRIS programmatically via a secure web service TRF TxDOT Traffic Operations Division TxDOT Texas Department of Transportation Marshalling refers to the process of converting the data or the objects into a bytestream e.g. Java object to XML, and "unmarshalling" is the reverse process of converting the byte-stream back to their original data or object (e.g. XML to Java object) Web Services A standardized way of integrating Web-based applications using the XML, SOAP, WSDL and UDDI open standards over an Internet protocol backbone. XML is used to tag the data, SOAP is used to transfer the data, WSDL is used for describing the services available and UDDI is used for listing what services are available XML Extensible Mark-up Language. 2 30

3 2.26. XML Rejection The record fails XML validation and is rejected. TxDOT does not pay for the record XSD XML Schema Definition. 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all applicable federal, state and local laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Texas Transportation Code, Code of Federal Regulations (CFR 40) Protection of Environment, Chapter I: Subchapters D, I, and N. 4. BACKGROUND 4.1. TxDOT receives the Texas Peace Officer s Crash Report (Forms CR-3 1/1/2010, 1/1/2015 and CR-3 Alternate 7/1/2011 and 1/1/2015) via three channels: paper, web and xml. The Drivers Crash Report (Form CR-2 is received via paper channel only.) Refer to Attachment D Sample Crash Report Forms for further information. The paper crash reports are scanned, extracted and transmitted by TxDOT and sent to - Vendor. Vendor performs the data entry process, which includes quality control, resulting, if required, in translation or return, data entry of the crash report fields, determination and data entry of the interpreted fields validation, extraction and transmission back to TxDOT. As of April 2015, the crash report paper volume is approximately 15% of the overall volume. The electronically submitted crash reports, web and xml, are generated from the CRIS CRASH and Submission Services components. Vendor is responsible for determination of interpreted fields; data entry, validation and extraction, and transmission back to TxDOT of the interpreted fields only. As of April 2015, the crash report electronic volume is approximately 85% of the overall volume of approximately 500,000 per year and 2,500 per month. The crash report images are available for search as soon as a crash ID is created and by data as soon as the data reaches the operational database. For further details, refer to Attachment C Current Processes and Statistics. 5. RESPONDENT QUALIFICATIONS: The respondent shall: 5.1. Be a company engaged in the business of providing data entry and validation services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other. 3 30

4 5.2. Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements. 6. RESPONDENT REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the last five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Schedule 5 - Respondent References). 7. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide the following key personnel: 7.1. PROJECT MANAGER (PM): The respondent shall designate a PM with a minimum of three years of experience within the last seven years in project management for similar services referenced in Para TECHNICAL PERSONNEL: The respondent shall designate technical personnel with a minimum of two years of experience within the last five years in the services referenced in Para QUALITY CONTROL PERSONNEL: The respondent shall designate quality control personnel with a minimum of one year of experience within the last two years in the services referenced in Para

5 7.4. DATA ENTRY PERSONNEL: The respondent shall designate data entry personnel with a minimum of one year of experience within the last two years in the services referenced in Para QUALITY ASSURANCE MANAGER: The respondent shall designate a Quality Assurance Manager with a minimum of two years of experience within the last five years in the services referenced in Para VENDOR REQUIREMENTS: The vendor shall: 8.1. Adhere to the TxDOT Terms and Conditions identified in the solicitation Begin work on this project within ten business days of the award of the purchase order or on the date agreed upon between TxDOT and the vendor Complete the pre-production within sixty days from date of award of the purchase order or on a date agreed upon between TxDOT and the vendor Begin processing records in production twenty days from the date TxDOT accepts the pre-production or on the date agreed upon between TxDOT and the vendor Submit a transition plan that includes goals, associated milestones and due date, unit testing, deployment, schedule, government, shadow processing and risk analysis Submit qualified personnel and equipment necessary to perform the service requirements for in-house data entry, XML submission and quality control Submit a non-disclosure and confidentiality agreement between the vendor and TxDOT for each employee with access to the original documents, digital images, or TxDOT databases Initiate a CRIS registration and certification process. This process includes trial record submissions into a CRIS test environment so as to ensure that the vendor and TxDOT have identified and resolved any issues to include proper system configuration, space requirements, authentication and authorization in advance of a production or live submission Perform all services in accordance with the specifications, terms and conditions of the purchase order with approval in writing by TxDOT Ensure that PM, Quality Assurance Manager, all technical personnel and a minimum of two data entry personnel attend the CRIS Orals (Ref. Attachment F CRIS Orals) Submit the Invoice Reconciliation form (Attachment B) for approval prior to invoice submission. A signed copy of this form shall accompany all vendor invoices. 5 30

6 8.12. Conduct background checks on all vendors permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the purchase order. The background checks shall include, but not be limited to, the following: Social Security Number verification Statewide criminal and sex offender records for all Texas counties and out-ofstate counties based on the current and previous addresses of the applicant for the last seven years. 9. KEY PERSONNEL REQUIREMENTS: Key personnel responsibilities shall include but are not limited to the following: 9.1. PM Be the primary point of contact for TxDOT Understand the service requirements and TxDOT s expectations Meet the accuracy and timeframes outlined in the specification Adhere to requirements in solicitation and Service Level Agreement (SLA) Effectively communicate orally and in writing with TxDOT Attend CRIS Orals (Ref. Attachment F CRIS Orals) TECHNICAL PERSONNEL Adhere to the XSD provided by TxDOT Provide XML validations that mirror TxDOT s XML validations Effectively communicate technical solutions Attend CRIS Orals (Ref. Attachment F CRIS Orals) QUALITY CONTROL PERSONNEL Review crash records for legibility and completeness Review crash record images for legibility Review crash record after data entry has occurred for completeness Report problem trends to quality assurance manager. 6 30

7 Adhere to a 95% overall accuracy rate which is tracked through a system calculation DATA ENTRY PERSONNEL Transcribe data from a scanned paper form Perform data entry and verification of data records Transcribe data for interpreted fields for all submission channels: paper, web and submission services Provide translations for identified data fields containing invalid data Perform data corrections of crash data by following instructions provided by TxDOT Perform location corrections by following instructions provided by TxDOT Adhere to a 95% overall accuracy rate which is tracked through a system calculation Attend CRIS Orals (Ref. Attachment F CRIS Orals) QUALITY ASSURANCE MANAGER Develop and maintain the quality assurance plan. (Ref. Para 15.) Conduct internal audits on a periodic basis, a minimum of one per year Effectively communicate orally and in writing with TxDOT Attend CRIS Orals (Ref. Attachment F CRIS Orals) ALL PERSONNEL SHALL Agree to abide by all TxDOT information security policies, procedures, and practices as outlined in the External TxDOT User Policies, which are located at ftp://ftp.dot.state.tx.us/pub/txdot-info/isd/external_txdot_user_policies.doc Sign Information Resources Security Compliance and Confidentiality Agreement (External User) form Be subject to TxDOT approval. 10. SERVICE REQUIREMENTS: The vendor shall: COMPLETE PRE-PRODUCTION: Pre-production shall be completed before beginning data entry, validation and correction services (Ref Attachment A Pre-Production. The pre-production shall include, but is not limited to: 7 30

8 Incumbent Vendor Pre-Production Pre-production for the incumbent vendor, if selected, will only include the Driver s Crash Report (Form CR-2 5/1/2015) New Vendor Pre-Production There will be two pre-production periods if a new vendor is selected. The first pre-production period will include the Texas Peace Officers Crash Report (CR-3 1/1/2010 and 1/1/2015 and CR-3 Alternate 7/1/2011 and 1/1/2015) and be completed sixty days after award. The second pre-production will include the Driver s Crash Report (Form CR-2 5/1/2015) on a date agreed upon between TxDOT and the vendor Attendance by PM, Quality Assurance Manager, all technical personnel and a minimum of two data entry personnel at TxDOT CRIS Orals in Austin, Texas Quality control measures Installation and configuration of XML submission and image extraction and transmission Test privacy key Test IP address Test web services Utilization of web services to check for crash status report Report rejected in audit Report rejected in XML submission Report has already been successfully submitted Report data volumes received and sent Report corrections completed Report locations completed Report narrative metadata to include character count Report unprocessed counts Report quality control statistics for each level Validation of XML submission against data entry validation rules, before submitting the crash records Following XML submission procedures as specified by TxDOT. 8 30

9 Request clarification from TxDOT if any record cannot pass XML validation due to incorrect values on the crash report. TxDOT will respond within 4 hour during pre-production Correction and resubmission of errors identified in error logs Electronic submission of unprocessed records Confirmation that the vendor can submit large volumes of records, understands and can interpret error logs that are returned for unprocessed records, and correct and resubmit Pre-Production Acceptance Criteria: Use of web services for receipt, extraction and transmission of scanned images Use of web services for status reports Perform corrections, quality control and required translation for paper records Data entry of 2,500 crash records, a combination of paper and electronic, in one business day, based on images provided by TxDOT Determine interpreted fields for paper and electronic records, including unprocessed records Achieve 95% or higher accuracy rate on the 2,500 records submitted PROVIDE QUALITY CONTROL: Have a quality assurance methodology and procedure that will highlight early detection of crash report problems and allow TxDOT to review, approve or reject the crash reports with problems. The vendor shall only perform first and second level quality control for records that originated from a scanned paper crash report. All quality control processes and procedures will use web services; which includes the ability to prioritize processing. Web services requires development of a web services client. The vendor web services client will call TxDOT s APIs. The quality assurance methodology shall include but is not limited to: First Level Quality Control: Identification of incomplete paper records: Paper crash report is not legible, incomplete, multiples, or wrong form type There is a match on the number of vehicles, persons, charges and contributing factors when reviewing the narrative and diagram compared to the information on the rest of the form. 9 30

10 Identification of crash reports with dates prior to 1/1/2010. These paper crash reports shall be returned to TxDOT with no further action taken Identification of fatal crash reports: If one or more of the following are present on the crash report, the vendor shall return the crash report to TxDOT with no further action taken; this step is for fatal crash reports that were transmitted with non-fatal crash reports: The fatal checkbox is checked; There is a K injury severity code; There is a date of death; or There is a time of death Second Level of Quality Control: Quality control of data entered shall include but is not limited to: Confirming the crash record has the correct number of vehicles, persons, charges and contributing factors All required fields on the crash report have a valid value Identification of records that are not complete after data entry. After data entry has been performed, the vendor shall notify TxDOT if the XML validation fails due to the officer listing valid, but incorrect values on the crash report. This type of error will be considered not complete. TxDOT will direct the vendor on how to complete the record. TxDOT will pay the vendor once the record is complete Providing TxDOT the XML s that fail XML and business rule validations Contacting TxDOT for further instructions on any record that fails XML validation within two business days Electronic Submission Quality Control: Quality control of interpreted fields shall include but is not limited to: Notifying TxDOT if the crash report is not complete after data entry of interpreted fields has been performed. This type of error will be considered as an unprocessed record. Reference Attachment E Guides. TxDOT will direct the vendor on how to complete the record. TxDOT will pay the vendor once the record is complete

11 Notifying TxDOT if the XML validation fails due to the officer listing valid, but incorrect values on the crash report after data entry of interpreted fields has been performed. This type of error will be considered as an unprocessed record. TxDOT will direct the vendor on how to complete the record. TxDOT will pay the vendor once the record is complete Contacting TxDOT for further instructions on any record that fails within two business days Fatal Quality Control: Quality control of fatal crash reports data entered shall include but is not limited to: Identification of records not complete after data entry. After data entry has been performed, the vendor shall notify TxDOT State Fatal team if the XML validation fails due to the officer listing valid, but incorrect values on the crash report. This type of error will be considered not complete. TxDOT will direct the vendor on how to complete the record. TxDOT will pay the vendor once the record is complete Contacting TxDOT for further instructions on any record that fails within two business days Providing an automated notification process that will allow TxDOT to provide direction on how to complete records that fail PERFORM TRANSLATIONS: Translations are performed on specific fields, for which TxDOT has approved the data entry vendor to translate the value from the officer s submission, provided they meet specific criteria. Refer to Attachment E Guides for further information in performing translations Translations are unique depending on form type Multiple translations may be needed on a single report Only fields that have been specifically named as fields that may be translated should have their data entry altered from the way the officer completed the form Translations are applied to both versions of the Texas Peace Officer s Crash Report (Forms CR-3 and CR-3 Alternate.) 11 30

12 10.4. PROVIDE DATA ENTRY SERVICES: Perform data entry on records received from scanned paper crash reports and records from the CRIS CRASH and Submission Services components. During the term of this purchase order, TxDOT anticipates the number of records received from scanned paper crash reports to decrease and the number of records received from the CRASH and Submission Services components to increase. Refer to Attachment C Current Processes and Statistics. The vendor shall: Retrieve paper crash reports, CRIS CRASH and Submission Services component images via web services Enter all fields that are present on the CR-3, CR-3 Alternate and CR-2 forms from the scanned image of the paper crash report Determine and enter the interpreted fields for the CR-3 and CR-3 Alternate paper records and the records received from the CRIS CRASH and Submission Services components. Refer to Attachment C Current Processes and Statistics Provide an application for data entry of crash records that adheres to data entry validation rules and conforms to XML format and provides, but is not limited to, the following: Incorporate the TxDOT field lookup table values, including their effective dates, into the vendor s application validation procedures Follow the XSD formatting and field requirements DETERMINE INTERPRETED FIELDS: The interpreted fields describe specific events that have affected a crash and have to be interpreted by the reviewer using information contained on the crash report (CR-3 and CR-3 Alternate). Interpreted fields cannot be left blank. Refer to Attachment E Guides for further information regarding determining and entering interpreted fields The Not Reported value should not be used for crashes If a crash report does not include sufficient information to interpret a value, the report should be returned to TxDOT SUBMIT VALID RECORD: Submit crash records in the form of an XML document. The vendor shall perform the following. Refer to Attachment C Current Processes and Statistics: Outline the approach for complying with the accuracy requirement and what, if any, measures or edits the vendor has inserted into the application functionality to adhere to the requirement Each XML document submitted shall contain data about a single crash that TxDOT requires to be captured for analysis and reporting purposes. Crash records submitted in the form of an XML document shall adhere to a defined XML document structure published in the form of an XSD

13 Validate XML before submitting to TxDOT based on data entry validation rules provided by TxDOT Bundle crash records in a compressed format and submit XML records via web services Package the data entered in an encrypted well known format and send to TxDOT via a web services based data exchange During processing, every XML document that represents a crash record is validated for structure and content based on schema validation If the crash record meets the schema validation criteria, the document is unmarshalled and additional system defined edits are invoked Validation: Once the XML documents are received by TxDOT and CRIS loads each XML document and begins a multi-step validation process. The validation process involves the following functions: XSD validation: Each document is checked against the published XML Schema Definition Basic header information validation: Each document is checked to ensure the content of key fields in the document meet defined criteria Business rules validation: Each document is checked to ensure that fields in the document comply with application business rules Validation failure: If a record fails any of the listed validations, an error reporting facility shall be provided to the vendor denoting the specific cause of the error on a crash by crash basis Translate: CR-3 and CR-3 Alternate records rejected during TxDOT XML submission validation are reviewed and translated Submit: The vendor shall: CR-3 and CR -3 Alternate records Resubmit the rejected record within five business days of the rejection date Submit all rejected records within nine business days for paper records and seven business days for electronic records from the original TxDOT transmission date regardless of circumstances

14 CR-2 records Resubmit the rejected record within five business days of the rejection date Submit all rejected records within nine business days for paper records from the original TxDOT transmission date regardless of circumstances Take corrective action if a record is rejected in TxDOT audit PERFORM CORRECTIONS TO DATA ENTERED: TxDOT will identify the crash records in which correction efforts are needed. Refer to Attachment E Guides. The vendor shall: Perform Crash Data Corrections: Access CRIS Correct component Follow specific instructions provided by TxDOT Complete correction effort by timeframe established by TxDOT and vendor TxDOT will perform an accuracy audit of correction efforts Perform Crash Location Corrections: Access CRIS Locate component Follow specific instructions provided by TxDOT Complete correction effort by timeframe established by TxDOT and vendor TxDOT will perform an accuracy audit of correction efforts Perform Narrative Corrections: Access CRIS Correct component Data enter the complete Narrative Complete effort by timeframe established by TxDOT and vendor ADHERE TO REQUIRED TIMEFRAMES AND ACCURACY: The vendor shall: Comply with TxDOT timelines and processes so that CRIS shall be configured in a timely and accurate manner to handle the new crash record submission

15 Achieve a 95% accuracy rate within 60 calendar days after the award of the purchase order, related to quality control, data entry and corrections Submit electronic records within two business days of original TxDOT transmission date and paper records within four business days of original TxDOT transmission date. Only complete records will be accepted via XML PROVIDE REPORTS: The vendor shall: Provide an operational report that includes, but is not limited to the following: Number of crash reports received, which is the total number of reports, counted by TxDOT for each transmission method Number of crash reports scanned by TxDOT Number of crash reports that were identified as not complete by vendor Number of reports extracted and transmitted by TxDOT to vendor Number of reports returned via XML from vendor to TxDOT Number of reports that were rejected in audit Number of reports that were rejected in XML validation Number of reports that were rejected in First, Second and Third Level Number of reports that were rejected in Electronic Submission Number of reports that were rejected in Fatal Submission Number of reports that successfully completed TxDOT XML validation and were not rejected in XML or audit Provide a reconciliation report that includes, but is not limited to the following: Number of crash reports scanned Number of crash reports that were identified as not complete prior to data entry Number of crash reports returned to TxDOT via XML submission Number of crash reports that were identified as not complete after data entry Number of crash reports that were rejected during XML validation

16 Number of crash reports that were rejected by TxDOT auditor Number of reports that successfully completed TxDOT XML validation Totals for each type of transaction for each day of the month and include reconciliation counts if the totals do not equal Provide a Crash ID reconciliation report that includes, but is not limited to, the following: Crash ID Status of Crash ID, whether it has been received, identified as not complete, successfully completed XML validation, rejected in XML validation, rejected in audit Total counts for each Crash ID status Provide QC reports that includes, but is not limited to, the following: Detail of QC records Crash ID Vendor error count TxDOT error count Difference Agency Name Dates: Checkout Submit Transmit Vendor processor name TxDOT processor name Reject or Approve Form type Comments 16 30

17 PERFORM DELETE AND PURGE: Delete and purge activities shall only occur at TxDOT s direction to include but not be limited to: Deletion services shall be performed in compliance with TxDOT Information security, policies, procedures, and practices Delete all crash images and associated records that have been successfully reconciled Purge all images, records and other crash report and record information, from the vendor application, for a given year within 10 days from TxDOT s written request TECHNICAL: The vendor shall: Provide a detailed process and implementation approach that ensures the data entry, validation and corrections are completed within the timeframes and accuracy rates established in this RFO. The implementation approach should highlight the following: Reliability Stability Portability Maintainability Usability Provide an implementation approach which includes the following sections related to software development: Application Architecture Technical Architecture COTS Products Used Open Sourced Software Proprietary Software Adopted Standards Quality Assurance References to Experience with XML Solution Sets Persistence Explain how the images will be accessed by more than one resource

18 Explain where the data will be stored once the data entry portion has occurred. 11. VENDOR DELIVERABLES: The vendor shall: Provide a SOW that includes, but is not limited, to the following: Project Scope; which describes how the vendor requirements listed above are met Assumptions Project Services; which describes how the service requirements listed above are met Provide a detailed schedule and work plan for TxDOT approval that ensures successful completion of the pre-production within sixty business days of award of purchase order or on a date agreed upon. The PM shall monitor and update the schedule and work plan, revising as appropriate, with approval from TxDOT. The plan shall be accessible via Microsoft Project The work plan shall include, but is not be limited to the following: An Implementation Schedule A logical sequence of tasks and activities A clear definition of each task Staff requirements for each task A specific target completion date for pre-production Task and deliverable relationships and dependencies Use of a gated approach Provide a communication plan to include, but is not limited to: Status report template and frequency of reporting Type of meetings required Type, frequency, audience and medium for type of meetings required Submit a security plan, which shall include, but is not limited to: Procedures for protecting the confidentiality of the TxDOT crash report information Procedures and protocols the vendor shall implement to ensure the data is secure and safe during working and non-working hours

19 Signed Non-Disclosure and Confidentiality Agreements for all employees Provide a Service Level Agreement (SLA) that includes, but is not limited to, the following: Services Assumptions Duties and Responsibilities Performance Tracking and Reporting Problem and Change Management Security Vendor Response Times After Hours Support Upgrade Notification Regular Maintenance Notification. 12. WARRANTY REQUIREMENTS PERFORMANCE WARRANTY: Work performed under the purchase order shall meet all applicable standards and codes. The vendor shall guarantee all work included in the purchase order against any defects in workmanship; and shall satisfactorily correct, at no cost to TxDOT, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by TxDOT. 13. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT TxDOT may consider the following performance by the vendor as unsatisfactory performance. An unsatisfactory performance determination includes, but is not limited to: The quality control, data entry and correction records do not meet the 95% accuracy rate monthly Submission of electronic records later than 2 business days of transmission date, paper records later than 4 days of transmission date. NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order or both

20 13.2. An exceptional performance determination includes, but is not limited to: The quality control, data entry, and correction records exceeds the 95% accuracy rate for the month. 14. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the key personnel will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The vendor agrees that the key personnel assigned to the project shall remain available for the entirety of the project throughout the term of the purchaser order as long as that individual is employed by the vendor If TxDOT determines the PM, a team member or other key personnel are unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications, background check, and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 15. QUALITY ASSURANCE PLAN: The vendor shall provide a comprehensive, continuous, and measurable quality assurance plan. The plan shall include: Strategies and processes to promote quality Procedures to periodically measure and report quality performance to TxDOT throughout the contract period How often the vendor conducts internal audits and engages external audit firms to conduct audits of its operations Controls to be used within the project to assure quality and consistency throughout the life of the project. 16. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services

21 16.3. The vendor shall be the only contact for TxDOT and subcontractor(s). SPECIFICATION NO The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within five calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination to choose to subcontract any of the work under this purchase order with a Texas certified Historically Underutilized Business (HUB) or other businesses If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: RESPONSES THAT DO NOT INCLUDE A COMPLETED HUB SUBCONTRACTING PLAN AS INDICATED ON THE SOLICITATION SHALL BE REJECTED PURSUANT TO TEXAS GOVERNMENT CODE (B) HUB SUBCONTRACTING PLAN (HSP) PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors

22 REVISING THE HSP DURING THE TERM OF THE PURCHASE ORDER: Vendors may need to revise the original HSP submitted with the response during the term of the purchase order to add additional subcontractors or change existing subcontractors. The additional subcontractor shall be approved by TxDOT prior to beginning work. If the vendor is replacing a HUB subcontractor with another HUB, no Good Faith Effort is required. If the vendor is replacing a HUB with a non-hub, a Good Faith Effort is required and the rules which apply to notifying HUBs of the subcontracting opportunity apply. 17. BUSINESS CONTINUITY PROCEDURES AND DISASTER RECOVERY PLAN: The respondent shall submit business continuity procedures and a disaster recovery plan (limit one page) which shall include procedures that shall be implemented to fulfill all requirements of the purchase order including, but not limited to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure or other disruption of business. NOTE: Business continuity and a disaster recovery plan for this service shall be maintained by the vendor throughout the term of the purchase order. The vendor shall be responsible for all costs of disaster recovery. 18. TRAVEL: All travel and per diem shall be included in the unit price. 19. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized The vendor certifies and warrants that he or she and any relative to the first consanguinity (blood) or affinity (marriage) have not been employed or an employee or contracted agent for the firm in which he/she is performing services as required under the purchase order for a period not less than five years from the effective date of the purchase order. Furthermore, the vendor certifies and warrants that he or she and any relative to the first consanguinity (blood) or affinity (marriage) have no financial interests of any kind in the firm in which he or she is performing services as required under the purchase order. Violation of this provision may be grounds for termination of the purchase order First consanguinity (blood) is described as: A person is related to you by blood in the first degree if the person is your: Mother or father, brother or sister, son or daughter Affinity (marriage) is described as: A person who is: your spouse, or spouse s mother or father, brother or sister, son or daughter; your brother s or sister s spouse, son s or daughter s spouse, step-mother or step-father. 20. LIQUIDATED DAMAGES: Liquidated damages of $500 per calendar day, at a minimum, will be assessed if the vendor neglects, fails, or refuses to complete the work within the time specified in the purchase order. Each calendar day data entry service is delayed will be considered as a breach of contract unless the vendor has been granted an extension in writing by TxDOT

23 20.2. Failure to perform in accordance with the specification and terms and conditions of the purchase order, after having been notified in writing by TxDOT of the specific deficiency, may result in TxDOT requiring the vendor to pay liquidated damages, at a minimum of $500 per calendar day until the deficiency is corrected. If the deficiency is not corrected within eight business days, the vendor may be considered in default The following damages will be assessed before the monthly invoice is approved for payment: If the record is processed one day outside the four or two business day turnaround window, TxDOT will pay vendor 75% of the record processing cost applicable to the period the record was scheduled to be processed within If the record is processed two business days outside the four or two business day turnaround window, TxDOT will pay vendor 50% of the record processing cost applicable to the period the record was scheduled to be processed within If the record is processed three or more business days outside the four or two business day turnaround window, TxDOT will not pay vendor to process the record, but expects the record to be processed as soon as possible and within the month, unless the issue occurred during the last week of the month, in which the record should be processed within the first week of the following month This provision is not intended as a penalty, but as liquidated damages. 21. FEDERAL FUNDING: The purchase order will be supported in part with federal funds, therefore, the following federal laws and standards apply, including the following: Title 42 U.S.C. 2000d-2000d-7, with the exception of sections 2000d-5 and 2000d- 6, also known as Title VI of the Civil Rights Act of 1964,including any amendments Title 49 CFR Subtitle A Office of the Secretary of Transportation Parts 1-99, including any amendments OMB Circular A-87 Office of Management and Budget Circular relating to Cost Principles for State, Local and Indian Tribal Governments, including any amendments OMB Circular A-102 Office of Management and Budget Circular relating to Grants and Cooperative Agreements with State and Local Governments, including any amendments OMB Circular A-133 Office of Management and Budget Circular relating to Audits of States, Local Governments and Non-Profit Organizations, including any amendments

24 22. AMENDMENTS: TxDOT and the vendor reserve the right to amend the purchase order by mutual written agreement at any time during the term of service, as may be necessary to achieve the highest quality of production by the most efficient and cost-effective means or to include a different element or special feature that was not contemplated or fully developed at the time of solicitation. The amendment process will be accomplished through a Purchase Order Change Notice (POCN). 23. INVOICING INSTRUCTIONS: The vendor shall provide: ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the purchase order or Schedule 1 - Pricing for each item charged. The original invoice shall be ed to FIN_Invoices@txdot.gov, Crash Data and Analysis Section Director, Crash Reporting and Support Branch Manager and TRF Resource Support Specialist, unless otherwise shown on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Month of service A signed copy of the Invoicing and Payment Approval Form shall accompany all vendor invoices. (Ref. Attachment B Invoice Reconciliation Template) Acceptance in writing from TxDOT verifying the 95% accuracy rate, required volume and timeframes required in the purchase order were achieved. NOTE: Invoices requiring correction shall be re-submitted with a new invoice date. 24. PAYMENT REQUIREMENTS: Payment will be based on the following: Completion of the pre-production and written acceptance by TxDOT The XML records for a month were: Transmitted to TxDOT and successfully passed XML validation; or Returned to TxDOT and were identified as not complete; or The vendor asked for clarification on a record that was in the data entry process and vendor received clarification from TxDOT within two business days TxDOT will pay for all records successfully validated, received and processed, if those records are received within 5 business days of the last day of the month TxDOT will not pay for records that are rejected in XML validation or TxDOT audit The quality control, data entry and correction records meets the 95% accuracy rate for the month

25 24.6. The number of crash records received via XML submission matches the number of records that TxDOT transmitted to the vendor for a given month. 25. TxDOT RESPONSIBILITIES: TxDOT will: Provide a contract manager Provide access to appropriate data systems and information Participate in CRIS Orals (Ref. Attachment F CRIS Orals) and provide overview of current processes Perform comprehensive review of each crash record field during pre-production and provide results to vendor Notify vendor in writing of acceptance of pre-production before production processing can begin Ensure that scanned images are provided to the vendor every business day Provide and maintain TxDOT scanning software Provide and maintain TxDOT scanners Extract and transmit the crash reports via web services Extract and transmit the.tif images from the CRASH and Submission Services components via web services Identify and place in the queue the crash records to be processed. The submitted crash records are retrieved from the queue and processing begins Review and approve data submitted to TxDOT within 10 business days Provide contract administration; perform periodic audits or field reviews as needed to ensure that the vendor is operating the program under the requirements of state law and the terms of the purchase order Reserve the right to inspect the services performed, and to determine the quality, acceptability and fitness of such services Perform accuracy audits and reserves the right to audit any field at any time Provide instructions on how to correct an audit reject. The record is rejected by TxDOT CRIS audit. TxDOT does not pay for the record Perform sight verification of a random sample of all returned crash records Perform an accuracy audit of correction efforts

26 26. RESPONSE SUBMISSION: GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and 10 copies (marked Copy). The submission shall be in separate loose leaf binders on one sided 8-1/2 x 11 inch paper and shall be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire bound submittals are highly discouraged. Finished submittals shall be limited to a maximum of 100 pages. Include only the information specified for each section ORIGINAL RESPONSE: The original response shall include the following: Section 1 Schedule 1 Pricing Section 2 Schedule 2 Questions and Answers Section 3 Schedule 3 - Respondent References: The respondent shall submit a minimum of five references to substantiate the qualifications and experience requirements for services completed within the past three years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, POC, telephone number, and dates services were performed. The response will be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references Section 4 Schedule 4 Original, signed and dated Execution of Offer Section 5 Schedule 5 - Respondent Qualifications and Experience: The respondent shall demonstrate successful past performance through submission of documentation of relevant qualifications and experience: Name, address, phone number, and address of the person TxDOT should contact with any questions regarding the response submission Provide a brief description of related or similar services performed within the last three years Managing related or similar services of comparable size and scope to the services within the solicitation Section 6 Schedule 6 Key Personnel Qualifications and References: The respondent shall complete Schedule 4 for all key personnel (Ref. Para. 7.). References shall substantiate the number of years of required experience of the individuals, including any subcontractors, who will be part of the respondent s personnel providing the service Section 7 - Schedule 7 - Texas Family Code 26 30

27 Section 8 Demonstration of Capability: The respondent s approach and ability to meet the service requirements as specified in the solicitation shall be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Para. 10. and Para Pre-production (Ref. Para ) Quality Control (Ref. Para ) Translation (Ref. Para ) Data Entry (Ref. Para ) Determine Interpreted Fields (Ref. Para ) Submit and Validation (Ref. Para ) Corrections (Ref. Para ) Timeframe and Accuracy (Ref. Para ) Monthly Reports (Ref. Para ) Delete and Purge (Ref. Para ) Technical (Ref. Para ) SOW (Ref. Para 11.1.) Pre-Production Schedule and Work Plan (Ref. Para 11.2.) Communication Plan (Ref. Para 11.3.) Security Plan (Ref. Para 11.4.) Assumptions Draft Service Level Agreement that addresses all services required (Ref. Para ) Draft Non-Disclosure and Confidentiality Agreement CRIS Orals (Ref. Attachment F CRIS Orals) Section 9 Quality Assurance Plan (Ref. Para. 15.) Section 10 Business Continuity and Disaster Recovery Plan: The respondent shall submit a contingency and recovery plan detailing how they propose to meet the specifications in the event vendor service is interrupted

28 The plan shall detail the vendor s backup and recovery process (Ref. Para. 17.) Section 11 HUB Subcontracting Plan (Ref. Para. 16) (if applicable) COPIES: The 10 electronic copies (marked Copy) shall include only the following tab-indexed sections: Section 2 Questions and Answers Section 3 Respondent References Section 5 Respondent Qualifications and Experience Section 6 Key Personnel Qualifications and References Section 8 Demonstration of Capability Section 9 Quality Assurance Plan Section 10 Business Continuity and Disaster Recovery Plan The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration Section 12 Financial Standing: The respondent should submit the most recent three years audited financial statements, or if audited financial statements are unavailable, un-audited financial statements shall be submitted and certified as true, correct and accurate by the chief financial officer or treasurer of the respondent s company (Ref. Para. 5.2.). 27. RESPONSE EVALUATION: STEP 1 REVIEW OF RESPONSES BY PURCHASING: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive STEP 2 INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements. Respondent s submission is evaluated and scored on a weighted system to determine the best value as follows: Respondent qualifications and response submission information will comprise 60% of the evaluation total Pricing submitted for the solicitation requirements will be 40% of the evaluation total

29 27.3. STEP 3 DISCUSSIONS: TxDOT may request that selected respondent(s), including key personnel participate in a discussion meeting The respondent and TxDOT may discuss and clarify various requirements of the solicitation, vendor response, discuss any negotiable points, further confirm proposed personnel qualifications and determine the respondent s capability to perform the service. A TxDOT evaluation committee may evaluate and score each discussion The initial selection of respondents qualifying to proceed to this step will maintain the pricing weight at 40%. The initial evaluation score of the qualifications and submission information will be replaced with the discussion meeting score at 60% TxDOT will advise each respondent in writing of the location, date and time of the scheduled discussion meeting. A minimum of two weeks notice will be given to the respondent(s) selected for the discussion meeting phase TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting Respondent and proposed key personnel should be prepared to address any questions that may be asked by TxDOT evaluators TxDOT reserves the right to continue discussions or negotiations with selected respondent(s). 28. AWARD: TxDOT reserves the right to award a single purchase order to the company that provides the best value to TxDOT in performance of this service BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but is not limited to: 29. TYPES OF AWARD Best meets the goals and objectives of the solicitation as stated in the Service Requirements Best meets the quality and reliability of the proposed goods and services Effect of the proposed solution on agency productivity Provides the most customer focused solution that will best meet the needs of the traveling public Experience in successfully providing services in the solicitation Single Award: One purchase order awarded to a single vendor

30 30. POST AWARD MEETING: The vendor shall be required to attend a post award meeting in Austin, Texas with the TxDOT division or district responsible for the solicitation within five business days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. The vendor and TxDOT shall identify specific goals, strategies and activities planned for meeting particular program area objectives. 31. TRANSITION OF TXDOT PROPERTY: TxDOT will provide assistance as needed for the efficient and smooth transfer of all TxDOT property, including but not limited to: Publications, documents, property, equipment, and other material which TxDOT retains ownership rights related to work provided under a previous or current purchase order BEGINNING PHASE: The vendor awarded a purchase order as a result of this solicitation, shall, at the request of TxDOT, be responsible for contacting the previous vendor to request the transfer of all TxDOT property. The transition of TxDOT's property shall occur within an agreed upon time frame to assure the new vendor can begin providing services as required by TxDOT CANCELLATION OR TERMINATION OF THE PURCHASE ORDER: At the end of the contract term or if the purchase order is cancelled by either party, the vendor(s) shall return all TxDOT property to TxDOT or transfer all TxDOT property to the TxDOT designated vendor(s) immediately upon TxDOT s request. 32. CONTRACT ADMINISTRATION: Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition

31 ATTACHMENT A PRE-PRODUCTION 1. Pre-production allows the vendor to modify an existing application or design, or develop a new application and test the modified application or the new application. 2. The vendor is encouraged to discuss testing methodology, matrices, steps, expected results and success criteria with the TxDOT CRIS Test Manager, TxDOT CRIS Test Lead and the CRIS Technical Manager. TxDOT will respond to a written request during pre-production and is available for conference calls, in person meetings, and other communication the vendor deems necessary to successfully complete pre-production. 3. The following are examples of pre-production activities which TxDOT will support. The list should not be viewed as exhaustive or complete. TxDOT is prepared to support all testing activities necessary for the vendor to successfully complete the following requirements 3.1 through 3.7, which represent pre-production Complete the registration and certification process Complete web services process Submit test records anytime during the pre-production period. TxDOT will have testers available from 7am 4 pm Monday through Friday. If the vendor requires testing support outside of these hours, the vendor must request the additional support in writing Use any test methodology that will result in a successful completion of pre-production based on the criteria listed in the solicitation Submit, at a minimum, one record or a set of records for each of the following scenarios which: Includes data in every field for the CR-3, CR-3 Alternate and CR Intentionally fails validation Intentionally passes validation Requires translation Results in unprocessed Are duplicates of previous records submitted and invokes the CRIS join functionality Requires determination and data entry of the Interpreted fields Requires data correction Requires location correction 1-2

32 Requires narrative correction Uses web services 3.6. Use the TxDOT provided crash reports and data; request additional crash reports and data as needed Submit a sample reconciliation spreadsheet. 4. The vendor will not be able to process records in production and be paid for those records until TxDOT provides, in writing, a statement that the vendor has successfully completed preproduction. 2 2

33 ATTACHMENT B INVOICE RECONCILIATION TEMPLATE 3-1

34 TxDOT

35 2 2 SPECIFICATION NO.

36 TxDOT DATA ENTRY Data entry includes: ATTACHMENT C CURRENT PROCESSES AND STATISTICS 1.1. Registration and Certification Vendor shall be required to initiate a CRIS registration and certification process. This process includes trial record submissions into a CRIS test environment to ensure that the vendor and TxDOT have identified and resolved any issues to include proper system configuration, space requirements, authentication and authorization in advance of a production submission Receipt of Images The process for the vendor receiving the images from TxDOT Quality of Control Quality control is performed on CR-3 and CR-3 Alternate forms only Provide access to TxDOT via a secure channel for vendor QC process Process all CR-3 and CR-3 Alternate scanned paper crash report through the vendor QC process TxDOT requires five users to have access to the vendor QC process from 7am 5pm Monday through Friday CST Provide a secure channel to connect to the public internet for access to the vendor QC process Connectivity to the vendor QC process will be governed by TxDOT approved IP addresses The vendor QC process and access are to be considered proprietary Provide a 24 hour turnaround for setting up or modifying TxDOT user access Vendor will maintain and set up TxDOT users to the vendor QC process Access to the vendor QC process will require a unique username and password that vendor will assign to a list of employees that TxDOT provides to vendor Ability for TxDOT employees to change their password after first sign on and forward Ability to identify a batch of reports by an identifier by the processor of quality control Ability to send fatal crash reports directly back to TxDOT that were mistakenly included in a regular batch of scanned crash reports Fatal crash report batches transmitted by TxDOT will not be reviewed using the vendor QC process; the crash report will flow through the vendor QC business rule validation process if there is an error in data entry Ability to view multi-page.tiffs of the crash reports and move through them, displaying one image at a time Ability to prevent two users from saving the same crash ID Ability to view the Return Form screen; which includes data entered into the Return Form by vendor, clearly displaying which fields contain invalid values have been left blank on the report and data for the free form fields. 1-6

37 Crash Level fields (statistical data) not on crash report that will be stored in the QC facility for reconciliation of accuracy Batch Date Submit Date Vendor operator name TxDOT user name Number of vendor errors on return form Number of TxDOT errors on return form Accuracy Percentage defined as total number of errors dived by total number of vendor errors Returns for the following reasons: Incomplete reports Illegible reports Multiple reports with one crash ID Wrong form used for crash date Fatal Crash Not Sent In Fatal Batch Commercial Motor Vehicle (CMV) fields will only be present for crashes in which CMV data is included The following fields will be present for primary person: Alcohol Specimen Drug Specimen Drug Results Drug Category Invalid XML validation: Failed XML validation schema Failed XML validation business rule Error message provided by TxDOT Error message includes Unit and Person number if applicable for rule Each level must provide a way to: Display error message Ability to add additional comments Display form type Display crash ID Display agency name Accept or reject each crash report. 2 6

38 1.4. Produce a Return Form: Include error message to return to officer Include additional comments Include agency name Include date processed. SPECIFICATION NO Return Forms, images and statistical information gathered will remain available for the life of the contract Ability to produce reports to provide the detail of records processed in the vendor QC process Reports must be able to be saved Reports must be able to be modified Translation Translations are required on certain fields on the crash reports and the translations must be approved by TxDOT. Refer to Attachment E Guides Approved Translation for CR-3 and CR-3 Alternate for further information Translations can be unique depending on form type Multiple translations may be needed on a single report Only fields that have been specifically named as fields that may be translated should have their data entry altered from the way the officer completed the form Unprocessed Unprocessed records related only to data entry of interpreted fields. There are 2 types of unprocessed records. Refer to Attachment E Guides Translation for further information Once the data entry of the interpreted fields has occurred and the error is attributed to the officer providing incorrect information; which results in a conflict between the narrative and reported field values the record is rejected in validation, Once the data entry of the interpreted fields has occurred and the error is attributed to the officer not completing specific fields required for determination of the interpreted fields the record is rejected in validation Data Entry of CR-3 and CR-3 Alternate Incorporate the field lookup table values, including their effective dates, into the vendor s application validation procedures Perform data entry of the images via vendor application Provide a process for full data entry Code Table Code tables are used to ensure consistency and accuracy for a fields where TxDOT has established valid values for specific fields on the CR-3, CR-3 Alternate and CR-2 crash report forms NOTE: For example, the field Factors and Conditions has the following valid values for years : 72 - Cell/Mobile Phone Use In 2015, the valid values changed, 72 is no longer valid; the following was added: 74 Cell/Mobile Devise Use Talking, 75 Cell/Mobile 3 6

39 Device Use Texting, 76 Cell/Mobile Device Use Other, 77 Cell/Mobile Device Use Unknown. Note that there are code values differences In some instances, but not all, codes have changed values over the years TxDOT requires that the vendor build or modify their application so that it performs an up-front edit check that shall ensure that code values submitted in each crash record are valid for the crash date of the record The lookup tables may be modified between the distribution of the RFO and the issuance of the purchase order. TxDOT will provide the vendor all current lookup tables after issuance of purchase order Review and Process CR Interpreted Fields - 2. VALIDATION The vendor shall key what is on the image and shall interpret data only for specific fields. Refer to Attachment E Guides Interpreted Fields for additional information Submission of Data refer to Service Requirements section of solicitation. 3. CORRECTIONS 3.1. Data Correction The process for the vendor to use the TxDOT s Correct component. This component will be included in the CRIS Orals (Ref. Attachment F CRIS Orals) Location Correction - The process for the vendor to use the TxDOT s Locate component. This component will be included in the CRIS Orals (Ref. Attachment F CRIS Orals) Narrative Correction The process for including the narrative in previous years. ( ) This component will be included in the CRIS Orals (Ref. Attachment F CRIS Orals). 4. STATISTICS The weighted average character count for the narrative is 408. The following statistics are estimates as of 05/20/2015; the statistics are dynamic and change daily. TxDOT will provide final statistics before Best and Final Offers are requested. 4 6

40 5 6 SPECIFICATION NO.