STATE OF ALASKA RFP NUMBER 2515H005 AMENDMENT NUMBER FIVE (5)

Transcription

1 STATE OF ALASKA RFP NUMBER 2515H005 AMENDMENT NUMBER FIVE (5) AMENDMENT ISSUING OFFICE: Department of Transportation & Public Facilities Statewide Contracting & Procurement P.O. Box (3132 Channel Drive, Room 320) Juneau, Alaska THIS IS NOT AN ORDER DATE AMENDMENT ISSUED: April 23, 2015 RFP TITLE: Alaska Asset Management Systems for Pavement, Maintenance and Equipment REVISED RFP DUE DATE AND TIME: May 14, 2:00 PM Alaska Time The following change is required: 1. RFP Section 1.01 is amended. Offerors must submit one (1) original with three (3) copies and one electronic device (CD-ROM or Flash Drive) of their proposal. 2. RFP Section 2.07, Prior Experience is amended as a clarification: A. In Order to be Considered Responsive: Proposals must clearly demonstrate that the offeror has successfully deployed and supported all three types of transportation management systems; Pavement Management System (PMS), Maintenance Management System (MMS) and Equipment Management System (EMS) for a minimum of two (2) state or local transportation agencies. 3. RFP Section 2.07, Prior Experience is amended to add references: For evaluation purposes, Offerors will submit two (2) references from owners of a system they implemented which integrated pavement, maintenance and equipment systems, hosted and supported the system. Proposals must provide a contact person with their phone number and address. 4. RFP Section 3.01, Contract Type is amended to: This is a firm price contract for the 1) installation, 2) vendor provided hosting and 3) support and maintenance of the systems. The Contractor s performance of optional additive tasks will be based on time and material hourly rates with a price adjustment allowed annually. 5. RFP Section 3.19, Contract Changes Anticipated Amendments is amended as follows: If this additional work is required, the Project Manager will provide the Contractor a written description of the additional work and request the Contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work based on hourly rates identified in the Cost Proposal Summary.

2 Page 2 of 3 RFP 2515H RFP Section 4.01 Background is amended and found in Attachment B. 7. RFP Section 5.01, Task 6: Hosting and Hosting Support / Remote Operations, Technical Support and Maintenance is amended. See Attachment C. 8. RFP Section 5 is amended to add Section 5.04 Ownership of Data: Upon termination of the contract, the Contractor will submit a copy of all data delivered to the DOT&PF Project Manager in an industry standard format. 9. RFP Section 6 is amended. See Attachment D. 10. RFP Section 7, Proposal Evaluation Form is amended and attached. 11. RFP Section 8, Attachments is amended and attached. See Attachment H 12. RFP Attachment 1 Concept of Operations is amended. Only the amended segments are presented in Attachment 1-A of this Amendment. Amended segments are: 1. Revised page 30: 4.5 Scenario #MMS-5 Entry of Equipment Use and Calculations of Cost, Sections and Revised illustration on page 51: 6. Data Exchanges Between MMS, PMS & EMS Systems 3. Revised page 52, Section 7 is replaced with 7. Definitions 13. RFP Attachment 2 System Requirements is amended and attached. 14. The Cost Proposal Summary is amended and attached. Offerors must submit cost on the amended Cost Proposal Summary or the proposal will be considered non-responsive and rejected. All proposals will be evaluated based upon the offers already received AND the changes set forth in this mandatory return Amendment. Offers that do not address the changes herein will be deemed non-responsive. By signature on this mandatory return Amendment, interested parties acknowledge their compliance with these modifications. Revised cost proposals must be re-submitted under separate cover. This is a mandatory return Amendment. Your proposal may be considered non-responsive and rejected if this signed amendment is not received [in addition to your proposal] by the date and time proposals are due. Becky Gattung Procurement Officer PHONE: (907) FAX: (907)

3 Page 3 of 3 RFP 2515H005 - NAME OF COMPANY DATE PRINTED NAME SIGNATURE

4 RFP No. 2515H005 ATTACHMENT 1-A Concept of Operations Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015

5 RFP No. 2515H005 Concept of Operations 4.5 Scenario #MMS-5 Entry of Equipment Use and Calculations of Cost The MMS will import and store equipment use rates from EMS to be able to calculate the costs to assign to Work Activities and projects, based on the hourly reporting. MMS needs to calculate equipment use costs by work activity and by project The MMS will need to allow DOT&PF to assign equipment rental costs to multiple projects by assigning the percent allocated to each project. For example, if a roller is rented, and used by three projects, MMS users will be able to select the percent that the rental charge is assigned to each project (and not be limited to only assigning cost allocations by hours and hourly costs). MMS will need to provide a way to enter rental rates of equipment outside the EMS. For example a rental excavator that is not from the State Equipment Fleet. MMS needs a way to charge this equipment costs to the project(s). Page 30

6 RFP No. 2515H Data Exchanges Between MMS, PMS, & EMS Systems The following illustration depicts the expected interfaces between the proposed system(s) and external systems operated by DOT&PF or other agencies. Page 51

7 RFP No. 2515H Definitions SDE: The Esri Spatial Database Engine (SDE) Oracle Database, known internally as the Roadway Data System (RDS) stores and manages a linear reference based center line network and associated roadway features and attributes. The Transmetric Traffic Server, known internally as the Alaska Traffic Server, is used to collect, analyze and store traffic data. RDS and the Alaska Traffic Server are parts of the system known internally as the Spatially Integrated Roadway Information System (SIRIS). It is expected that the proposed system(s) will interface with RDS via the Esri Roads & Highways interface in order to automatically update its location information whenever the roadway centerline network or linear referencing system (LRS) are updated. It is expected that the proposed system(s) will interface with the Alaska Traffic Server to import traffic volume data. ERP: CGI Advantage Enterprise Resource Planning (ERP) is part of the system known internally as the Integrated Resource Information System (IRIS). CGI Advantage ERP provides functionality for financial management, procurement, human resource management, payroll and administration (security and workflow). It is expected that the proposed system(s) will interface with IRIS for accounting, payroll and billing purposes. BrM: The AASHTOWare Bridge Management (BrM) software, formerly Pontis, is used by DOT&PF to manage the State's bridges. It is expected that the proposed system(s) will interface with BrM to receive bridge work orders and then update BrM as work progresses. LDAP: The Netscape Directory Server, known internally as the Employee Directory (or LDAP), is used by the State of Alaska to manage people (i.e. users) and groups (i.e. security roles). It is expected that the proposed system(s) will interface with LDAP in order to authenticate user and query which security roles a user belongs to for authorization purposes. It is also expected that the proposed system(s) will have a mechanism for managing these security roles. PETS: IBM Cognos Business Intelligence software, known internally as the Performance Electronic Tracking System (PETS), is used by DOT&PF for performance management. It is expected that the proposed system(s) will interface with PETS in order to comply with MAP-21, the Moving Ahead for Progress in the 21st Century Act's performance requirements. US Bank: US Bank is the DOT&PF banking provider that issues credit cards used for fueling vehicles at commercial gas/fuel stations. It is expected that the proposed system(s) will interface with the DOTP&PF banking provider to import credit card charges for each card. Page 52

8 RFP No. 2515H005 ATTACHMENT 2 System Requirements Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1 of 62

9 RFP No. 2515H005 Reading the System Requirements The tables below provide system requirements for the PMS/MMS/EMS system. Each System Requirement is based on a Scenario Detail outlined in the Concept of Operations document. This introduction provides information about how to read the System Requirements and how each requirement relates to the Scenarios in the Concept of Operations document. The Reqmt # designation is a reference number for each system requirement. Each Reqmt # is unique to the corresponding system requirement. The Scenario Detail # indicates the Scenario Detail associated with each requirement. See Figure 1, below, for an example of mapping System Requirements to a Scenario Detail. The System will column contains the requirement statements, describing what the system(s) shall do to accomplish what is documented in the Concept of Operations, and therefore meet user needs. Note: to save space, The System will is not repeated in each row of the tables. Reqmt # Scenario #PMS-5: PMS Generates Recommended Maintenance Activities Scenario Detail # The system will Generate and display different scenarios of pavement treatment actions, reporting the 10 year costs of each scenario Display recommended pavement treatment projects, as generated by the PMS, including: the location of treatment, the type of treatment, and the timing of treatment based on the life-cycle cost considerations and budget constraints Display the descriptions of recommended pavement treatments, and allow users to save and print the information Proposers Response to Requirement Scenario Detail # maps to the numbered lines in the Concept of Operations document <<Excerpt from Attachment #1 Concept of Operations document >> The PMS will use labor, equipment, and material cost rates to forecast overall costs of pavement treatments. The PMS will generate different scenarios of treatment actions, reporting the 10 year costs of each scenario for consideration during the planning and programming process Users who are logged in to the PMS will have an option to view recommended pavement projects, including: the location of treatment, the type of treatment, and the timing of treatment based on the life-cycle cost considerations and budget constraints The users will be able to view and print written descriptions of the recommendations, and also view and print map displays summarizing recommended treatments. Figure 1: Illustration of how the System Requirements Relate Back to the Concept of Operations Document Page 2 of 62

10 RFP No. 2515H005 Requirements for the Pavement Management System (PMS) Reqmt # Scenario Detail # Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; The system will... Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #PMS-1: Annual Pavement Data Collection and Integration with PMS Import pavement condition data and roadway attributes and assets (e.g. signs, shoulders, curbs, gutters, etc.), as provided by the data collection vendor. Relate the pavement condition data and roadway attributes imported to a linear reference system and centerline network that is based on the DOT&PF s existing geodatabase and linear reference system referred to as Roadway Data System (RDS). Maintain synchronization with the DOT&PF s existing geodatabase and linear reference system referred to as Roadway Data System (RDS) to maintain a current linear reference system (LRS) and centerline of the roadway system Import both raw data and shape files Import pavement and attribute data from one or more databases within DOT&PF (final locations of all data sets is not yet determined). Import pavement condition data, including linear reference information describing the location of each pavement report. Page 3 of 62

11 Reqmt # Scenario Detail # RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; The system will... Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #PMS-2: PMS Imports Data from Multiple Data Sources Import and store the current year pavement condition data, as delivered by the pavement data collection vendor. Provide a mechanism to initially import and store previous years pavement condition data, as provided by DOT&PF. Import and store descriptions of actual maintenance activities performed, from the MMS, for the current year and previous years. Import and store any meta-data that is available from MMS, describing details of the pavement treatments. Import and store descriptions of maintenance activities that are described in 1/10th (0.10) mile segments of road. Import and store descriptions of maintenance activities that include details of pavement treatments such as type of treatment, depth of treatment, materials used, DOT or contractorperformed work, and other data elements. Import and store descriptions of construction activities, as provided by the DOT&PF construction bidding system (currently Bid-Tab), for the current year and previous years. Import and store traffic volume data, from the Alaska Traffic Server system, for the current year and previous years. Page 4 of 62

12 Reqmt # Scenario Detail # The system will... Import and store labor cost information, from the MMS or the AMS Advantage ERP System, for the current year and previous years. Import and store equipment fixed usage rate (FUR) information, from EMS, for the current year and previous years. Import and store materials costs information, from the materials procurement system (currently BuySpeed), for the current year and previous years. Maintain synchronization with the DOT&PF RDS through the ESRI Roads & Highways system to maintain the most recent published linear referenced based centerline network and associated roadway features and attributes in RDS. Accept RDS data as is, and adapt the data as needed to accommodate the 1/10th mile sites used to record data, without placing restrictions on how the RDS data needs to be configured before being published from RDS. Provide real-time web links to.pdfs of As-Built files from DOT&PF E-docs. RFP No. 2515H005 Scenario #PMS-3: PMS Predicts Pavement Deterioration Incorporate and include a deterioration model ( PMS Pavement Deterioration Model ) that consists of algorithms developed through a separate DOT&PF contract. Utilize the PMS Pavement Deterioration Model to generate a deterioration index (scale 1-10) for each 1/10th mile of the pavement surface. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 5 of 62

13 Reqmt # Scenario Detail # The system will... Generate and display predicted pavement conditions (roughness, rutting, and cracking percentage, as a minimum) using the output from the deterioration model, for each 1/10th mile segment. Generate and display predicted pavement conditions for at least 10 years into the future, assuming a scenario where no maintenance is performed. Provide a mechanism in the PMS Pavement Deterioration Model that considers the pavement data that has been collected and loaded in the PMS, both the most recent year s data and previous years data. Provide a mechanism in the PMS Pavement Deterioration Model that considers the data describing previous treatments (imported by the PMS from the MMS) when computing the deterioration index. Provide a mechanism in the PMS Pavement Deterioration Model that considers the data describing previous reconstruction activities when computing the deterioration index. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #PMS-4: DOT&PF Users Interact with the PMS to View Conditions & Reports Provide a mechanism for multiple users to log in with their own user name and password. Provide a mechanism for multiple user authorization levels, each with a unique set of activities that can be performed by the user. Page 6 of 62

14 Reqmt # Scenario Detail # The system will Provide an online interface that is accessible from Internet accessible computers and from the State of Alaska (SOA) Intranet accessible computers Display current and historic roughness, rutting, and cracking information together with projected roughness and rutting data describing the road system; display formats will include map displays, tabular displays, and report displays Display roughness and rutting information (including rate of rutting, in inches per year) on map display, one year at a time on the map, allowing users to select the year they are viewing Display the rate of rutting (inches per year) Display corridor reports where the user specifies the route ID, starting milepoint, and ending milepoint; the PMS-generated corridor reports will then display the past, current, and projected rutting and roughness for the corridor Display cracking data which reports the rate that the road is cracking, based on trends (using historical data.) Display all historic pavement data that has been migrated from DOT&PF to the PMS during the initial import of pavement condition data, both in the map view and in tabular views. Display the predicted deterioration rates generated by the PMS Pavement Deterioration Model, both in the map view and in a tabular view. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 7 of 62

15 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to request printouts of pavement reports, corridor reports, cracking data reports, pavement data, predicted conditions, and roughness and rutting information. Provide a mechanism for users to download and save to their local computers as spreadsheets the pavement reports, corridor reports, cracking data reports, pavement data, predicted conditions, and roughness and rutting information. Display, in map format, pavement treatments and reconstructions that have previously been performed on the roads. Display meta-data (from the MMS) describing the exact details of each pavement treatment (e.g. thickness of the overlay that was applied), when viewing previous pavement treatments when metadata is available. Display details of each reconstruction performed, when viewing previous reconstructions. Link to online PDF files containing As-builts for the roadways. Calculate, store, and provide users with access topavement condition data that is required for the HPMS reporting process. Calculate and store the International Roughness Index (IRI) in inches/mile, for roadway sections that are 1/10th mile in length and at regular roadway sections. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 8 of 62

16 Reqmt # Scenario Detail # The system will... Calculate and store the average rut depth to the nearest tenth of an inch (0.1 ) for roadway sections that are 1/10th mile in length, at regular roadway sections. Calculate and store cracking length in ft/mile for transverse or reflective type cracks. Calculate and store cracking percent to the nearest 5%. Create HPMS Reports by providing an option for the user to request HPMS Output. Create an HPMS Roughness Data Report (in.pdf, MS Word, and MS Excel) that displays the roadway section and the IRI for the section. Create an HPMS Rutting Data Report (in.pdf, MS Word, and MS Excel) that displays the roadway section and the rut depth to the nearest tenth of an inch (0.1 ) for roadway sections that are 1/10th mile in length, at regular roadway sections. Create an HPMS Cracking Data Report (in.pdf, MS Word, and MS Excel) that displays the roadway section, with the cracking length and cracking percent for the section. Create an HPMS Report (in.pdf, Excel, and Word) that displays the roadway section, with the associated roughness data, rutting data, and cracking data. Accommodate changes to the initially developed HPMS Reports and allow new reports to be created, as required by changes set forth by FHWA and/or by DOT&PF. Page 9 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

17 Reqmt # Scenario Detail # RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; The system will... Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #PMS-5: PMS Generates Recommended Maintenance Activities Generate recommended pavement maintenance activities, based on imported data and model outputs. Generate and display a comparison of trade-offs between reconstruction and preservation treatments, as a part of the recommended maintenance activities. Generate and display forecasted costs of pavement treatments, based upon labor, equipment, and material cost rates in the PMS. Generate and display different scenarios of pavement treatment actions, reporting the 10 year costs of each scenario. Display recommended pavement treatment projects, as generated by the PMS, including: the location of treatment, the type of treatment, and the timing of treatment based on the life-cycle cost considerations and budget constraints. Display the descriptions of recommended pavement treatments, and allow users to save and print the information Display the maps summarizing recommended pavement treatments, and allow users to save and print the information. Provide a mechanism for users to modify scenarios (e.g. timing of treatments, treatment types) which will trigger the PMS to re-calculate costs and results for recommended pavement treatment scenarios. Page 10 of 62

18 Reqmt # Scenario Detail # The system will... RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Generate and store a final set of recommended pavement treatments and reconstruction activities Generate an output data file containing the final set of recommended treatments and reconstruction activities, suitable for importing into the MSS as recommended actions Print recommendations when requested by users. Scenario #PMS-6: Deterioration Model/Algorithm Modifications and Adjustments Provide a mechanism for users with administrator access to the PMS to enter parameters (calculations, thresholds, etc.) for the PMS Pavement Deterioration Model. Provide a mechanism for users with administrator access to the PMS to make adjustments to the model, without requiring software changes. Scenario #PMS-7: PMS to Generate HPMS Data Requirements for Scenario #PMS-7 are included in Reqmt # Page 11 of 62

19 Requirements for the Maintenance Management System (MMS) Reqmt # Scenario Detail # (implied) The system will... RFP No. 2515H005 Scenario #MMS-1: Overall Use of MMS Provide an online interface that is accessible from Internet accessible computers and from State of Alaska (SOA) Intranet accessible computers. Provide a mechanism for multiple users to log in with their own user name and password. Provide a mechanism for multiple user authorization levels, each with a unique set of activities that can be performed by the user. Export information in a format that can be imported into PETS. Scenario #MMS-2: Maintenance Management Support Consolidate and display information to users through the user interface. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Display Feature Inventory results (number of features requiring maintenance in each Organizational Unit) and the recommended treatments based on these feature inventories. Display Recommended short and long term pavement preservation treatments imported from the PMS. Display Level of Service (LOS) reports for each feature. Page 12 of 62

20 Reqmt # Scenario Detail # The system will... Display Work Activity Standards, including the labor, equipment, and materials costs to address feature issues. Display Planned Bridge Maintenance activities from BrM. Provide a mechanism for users to enter, or select from recommendations, the maintenance activities to be performed (i.e. programmed maintenance activities.) Calculate and store estimated labor costs for maintenance activities entered into the MMS. Calculate and store estimated equipment costs for maintenance activities entered into the MMS. Calculate and store estimated materials costs for maintenance activities entered into the MMS. Display the estimated costs for labor, equipment and materials, and allow users to save and print the information. Calculate daily costs generated by MMS (daily labor costs, daily equipment costs, and daily materials costs) to the appropriate Work Activity and Project, phase, location and improvement type. Record accomplishment quantities by Work Activity (square feet, lane mile, etc.). Accomplishment quantities are unique for each Work Activitiy and are subject to change. Overhead activities (such as Administration) don t require accomplishment quantities. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 13 of 62

21 Reqmt # Scenario Detail # The system will Import an employee list that includes fields like employee id, name, effective date, pay rate, organization unit (the employee s assigned duty station), job classification, etc. from the AMS Advantage ERP System Compute daily labor and benefit costs. Calculations include using at least four different labor/benefit rates. The rates are for regularly scheduled hours, straight time overtime (overtime at the employee s regular hourly rate), overtime at time and one-half and double time (overtime at twice the employee s regular hourly rage). Each of these pay types may have their own overhead benefit rate. The overhead benefit rates change at least once each fiscal year and need to be managed by the MMS users Import and store equipment usage rates from the EMS Compute equipment costs. Equipment use reported multiplied by the EMS FUR rate for federally funded projects. Non-federally funded projects use the FUR plus IFUR rate multiplied by the equipment use reported Initially, stockpiles will be set up and managed by the MMS users. In the future, there is a possibility that the MMS will need to use AMS Advantage data to create new stockpiles or update stockpile balances using a csv data file. Future design might also include reporting stockpile use (for a subgroup of stockpiles) in xml format to create AMS Advantage general journal entries. Page 14 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

22 Reqmt # Scenario Detail # The system will... Calculate and store daily materials costs, using materials unit costs multiplied by the amount of materials usage (entered by MMS users.) Display actual costs for labor, equipment, and materials, and allow users to save and print the information. Display the estimated and actual daily labor costs, equipment costs, and material costs together, in a format that allows direct comparison of the estimated versus actual daily values, and allow users to save and print the information. Provide a mechanism for users to enter other direct costs. Track other direct costs that users enter manually or those that are imported as direct expenses and assign these to the appropriate Work Activity, Project, Phase, Location and Improvement type. Beyond theexpenses mentioned specifically in this document (e.g. state equipment fleet, and personnel) DOT&PF currently tracks the following types of expenses: - Travel and per diem - Contractual expenses - Materials - Supplies - Capital equipment - Utilities Provide a mechanism for users to add, modify, or delete direct expense account types and accounts. Page 15 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

23 Reqmt # Scenario Detail # The system will... Track expenses related to actual, planned, and encumbered transactions. Provide users with information to support planning and scheduling of future work. Estimate the equipment and material needs at each maintenance camp/station, based on the planned projects and Work Activities throughout the year. RFP No. 2515H005 Scenario #MMS-3: Work Activity Standards Provide a mechanism for users to create work activity standards for labor, equipment, and materials. Organize work activity standards by the features each activity addresses (e.g. the feature potholes will have multiple work activities, such as pothole patching as one example.) Provide a mechanism for users to create labor standards for each work activity. Provide a mechanism for users to enter Job Classification, number of employees, and number of hours for each job classification to accomplish each work activity. Calculate and store the estimated average daily cost of labor for each work activity (i.e. Work Activity Standard), using cost per hour of employees for each organizational unit (imported from the AMS Advantage accounting software) and number of employees/hours to accomplish each work activity (entered by MMS users). Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 16 of 62

24 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to create equipment standards for each work activity. Equipment standard is the estimated daily cost of equipment for each work activity. Provide a mechanism for users to enter class of equipment required, the number of each class, and the usage (e.g. # of miles or # of hours). Calculate and store the estimated daily cost of equipment for each work activity (i.e. Equipment Standard), using the unit cost rate for each equipment class (imported from the EMS) and the class, number, and usage (entered by MMS users). Provide a mechanism for users to create materials standards for each work activity. Material standard is the estimated daily cost of materials for each work activity. Provide a mechanism for users to select the material type, select the quantity applied in a typical day, and enter the unit cost of materials. Calculate and store the estimated daily cost of materials for each work activity, using the material type, the quantity applied in a typical day, and the unit cost of materials (entered by MMS users.) RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 17 of 62

25 Reqmt # Scenario Detail # RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver The system will... Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #MMS-4: Employee Time Tracking Provide a mechanism for users to enter the following time tracking data: - Start and stop time (e.g. timesheet) information - Work activity - Route or location where the work was performed - Project number, phase, improvement type (if applicable - Crew assignment Provide a mechanism for users to enter multiple start and stop times, with work activity, routes or locations and project information (project, phase and improvement type) if applicable, for multiple activities in any given day. Display time tracking information for multiple entries, activities, and start and stop times for the day on a single screen display, avoiding the need to toggle through multiple screens. Be used as a timekeeping system. Users will enter employee time and hours worked and create paper timesheets for input into HRM Advantage payroll system. Alaska labor and personnel rules, union labor contracts, FHWA billing requirements are applied as data entry and output business rules Store all employee time tracking data entered by users. Page 18 of 62

26 Reqmt # Scenario Detail # The system will... Display the following Employee Time Tracking Summaries: - View by Work Activity: Displays the employee time by work activity. - View by Employee: Displays the employee time by employee. - View by Crew: Displays the time of one or more employees within a designated crew. - View by Project and/or Route: Displays all project crew members time records, sorted by project and/or route. Provide an option to sort employee time information by work unit, multiple work units, district, region and statewide, for all of the Employee Time Tracking Summaries. Create reports (in.pdf, MS Word, and MS Excel) for all of the Employee Time Tracking Summaries. Display Employee Time Tracking Summaries only to users who have designated authorization status in the MMS to view this information. Provide a mechanism for designated users (e.g. foreman) to enter time tracking data for multiple employees (e.g. the foreman s staff). See attachment 7. Provide a mechanism for users to enter time tracking information for all time worked on any project, regardless of whether the work was performed in successive time order (e.g AM on Project 1 and 2-4 PM on Project 1.) RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 19 of 62

27 Reqmt # Scenario Detail # The system will... Provide a mechanism for designated users to enter time tracking data for an entire group of employees that worked on one activity at one time. (e.g. if five employees worked on an activity together, the MMS user will be able to select all five employees, select the work activity, and select the start work times for that activity, including multiple start/stop work times.) Provide a mechanism for users to enter start/stop work times out of order (i.e. there will be no constraints that Monday afternoon time must be entered after the Monday morning time is entered). RFP No. 2515H005 Scenario #MMS-5: Entry of Equipment Use and Calculation of Costs Provide a mechanism for users to enter the hours or miles per day that individual pieces of equipment are used Provide a mechanism for users to enter a description of the type of work activity performed for each equipment use entry Provide a mechanism for users to enter the Project, phase and improvement type the equipment was used for, for the hours entered Provide a mechanism for users to assign the roadway or location where the equipment was used Store several equipment types, as defined by DOT&PF Provide a mechanism for users to select a unique equipment id from the stored equipment types, when entering equipment usage information. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 20 of 62

28 Reqmt # Scenario Detail # The system will... Associate equipment id with maintenance camp/stations (organization units), as defined by DOT&PF. Provide an option for users to select a maintenance camp/station and view only the equipment ids associated with the selected maintenance camp/station, when entering equipment usage information. Provide an option for users to view all equipment ids in the MMS, when entering equipment usage information. Import automated reports of equipment usage data (hours of use per day) from telematics systems in the equipment itself. (Note: requirement intended for future use. Currently equipment is not equipped with telematics to report automatically, but DOT&PF anticipates adding this in the future and would like the MMS to be able to accommodate this. Provide a mechanism for users to assign work location, project, phase, improvement type and work activity to each hour that is reported by telematics systems and imported into the MMS. Import Fixed Usage Rates (FUR) and Internal Fixed Usage Rates from the EMS. Provide a mechanism for users to assign equipment rental costs from an outside vendor to multiple projects by assigning the percent allocated to each project. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 21 of 62

29 Reqmt # Scenario Detail # The system will... Create an equipment use xml data file. This file will be used by CGI Advantage to create equipment use transactions (cost accounting) which will bill programs and other types of billable activities. Example of data includes employee id, equipment id, equipment use (hours or miles), organization unit, location where used, program, activity, phase, location, some data based dynamic values and some static values. RFP No. 2515H005 Scenario #MMS-6: Entry of Materials Used and Calculation of Costs Provide a mechanism for users to enter the actual amount of materials used per day (i.e. materials usage data. ) Provide a mechanism for users to assign a project number, phase and improvement type to the actual materials usage data entered. Provide a mechanism for users to assign a work activity to the actual materials usage data entered. Provide a mechanism for users to assign multiple work activities to the associated materials amounts, for the total amount of materials used each day. Provide a mechanism for users to assign the roadway or location to which the materials were applied, when entering materials usage data. Provide a mechanism for users to select from all materials in the MMS, when entering materials usage data. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 22 of 62

30 Reqmt # Scenario Detail # The system will... Store all data describing the amount of each material used per day, with the associated Work Activities, location materials placed, project, phase and improvement type. Display data describing the amount of each material used per day, along with the associated Work Activities, location materials placed, project, phase and improvement type. Be capable of importing materials cost information from any material procurement system for a future planned enhancement. Import materials purchased data from the procurement system, including types of materials, amount of materials purchased, delivery location, and actual materials costs for a future planned enhancement. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 23 of 62

31 Reqmt # Scenario Detail # The system will... Manage and track stockpiles. Stockpile details include: Stockpile name Material type Quantity Material site number Road location GIS location Purchasing contract number Quantity purchased Quantity used Transfer quantity Transfer to/from location Remaining balance Store the amount of materials in-stock, for each material type. Display the amount of materials in-stock, for each material type. Store a threshold value for each material type, as provided by DOT&PF, which defines an amount for each material that is considered low supply. Provide an automated notification to one or more DOT&PF representatives when the amount of material in-stock is lower than the low supply threshold value for that material. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 24 of 62

32 Reqmt # Scenario Detail # The system will... Provide an automated low material supply notification that describes the purpose of the (low supply of material), material type, in-stock material amount, low supply threshold amount, and action required (e.g. purchase more material.) RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #MMS-7: Use of Templates for Labor, Equipment, and Materials Entry Provide a mechanism for users to create templates for entering time tracking (labor) data, equipment usage data, and materials usage data for a specific crew. Provide a mechanism for users to enter the crew s time tracking (labor) data, equipment usage data, and materials usage data in one user-friendly interface. Data selected and entered will include: - Select employees in the crew - Enter start/stop times for each crew member - Select equipment and enter hours used - Select material type and enter amount used - Assign Work Activities and Projects to each labor, equipment, and material entry Provide a mechanism for users to save templates they create for crew-specific data entry, for later use in entering time tracking (labor) data, equipment usage data, and materials usage data. Saved templates will retain the employee names, equipment used, and materials used by the crew. Scenario #MMS-8: Interaction with Bridge Management System Page 25 of 62

33 Reqmt # Scenario Detail # The system will Import and store work orders describing bridge maintenance activities to be performed, from the DOT&PF s Bridget Management system Display the bridge maintenance work orders, showing planned maintenance activities, as imported from the Bridget Management system Provide a mechanism for users to enter bridge maintenance activities performed Exporting data describing completed bridge maintenance activities, in a format that can be imported into the BrM system Display planned bridge maintenance activities Display completed bridge maintenance activities Provide a mechanism for users to designate bridge work orders as completed Export data showing work orders as completed, in a format that can be imported into the Bridge Management system RFP No. 2515H005 Scenario #MMS-9: Quality Assurance Report Card Generate a Quality Assurance Report Card that describes the proposed service level and the current service level for multiple features that describe the road network. Display the Quality Assurance Report Card in a tabular format that presents the proposed service level and current service level according to a set of rating levels and sub-levels, as defined by DOT&PF. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 26 of 62

34 Reqmt # Scenario Detail # The system will... Provide a mechanism for DOT&PF representatives to configure the number of levels and number of sublevels through the use of a Microsoft Excel spreadsheet that defines the levels and sub-levels. Be capable of re-configuring the number of levels and sub-levels without software changes to MMS. Display the current year level of service in a tabular display. Identify the levels of service according to the number of levels selected and use a lettering system (e.g. A+ is highest, A second highest, A- third highest, B+ fourth highest) Allow MMS users to select if the display should include only the current year or also previous years for comparison. Use color shading of cells to indicate if the Level of Service has increased, decreased, or remained the same from the previous year selected for comparison. Display the current service level as C for each feature, in the tabular format of the Quality Assurance Report Card. Provide a mechanism for users to add, modify, and remove features included in the Quality Assurance Report Card. Designate pavement roughness (IRI) and pavement rutting as two of the features; these will be imported from the PMS. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 27 of 62

35 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to enter the proposed service level for each feature into the Quality Assurance Report Card as P. Provide a mechanism for DOT&PF representatives to define the Condition State Rating Brackets that include the threshold values that define all levels (e.g. Level A-F) for each feature. Display, in tabular format, the Condition State Rating Brackets with associated threshold values, for each Level. Display an arrow (<=) next to the C for current level of service for each feature; the arrow will indicate the trend for the current level of service as compared to the previous year s level of service by pointing in the direction of the level of service to which it is trending. Assign a current level of service C to each feature, using the Condition State Rating Brackets and the calculated Feature Inventory. Generate the Quality Assurance Report Card for individual Organization Units. Generate the Quality Assurance Report Card for the entire state by combining and weighting the percentages of each Organizational Unit according to the number of quality assurance check sites within each Organizational Unit. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #MMS-10: Feature Inventory and Treatments Recommended by MMS Page 28 of 62

36 Reqmt # Scenario Detail # The system will... Calculate and store the Feature Inventory, based on the results of quality assurance checks performed on samples of roads throughout the state and entered by users into the MMS or by input imported from the PMS (for pavement rutting and roughness). Calculate and store the Feature Inventory for all Organizational Units. Provide a mechanism for users to select the fiscal year, Organizational Unit, and QA Feature, in order to view the Feature Inventory results. Display the Feature Inventory results to users and allow them to save and print the information. Describe features in the MMS, using the DOT&PF s current approach (as outlined in the following requirements and described in detail in the Concept of Operations) or using a new approach proposed to DOT&PF for approval. Calculate and store the Sampling Results data in the MMS. Provide a mechanism for users to enter the Sample Inventory values (the number of each feature that was sampled during the QA collection process.) Provide a mechanism for users to enter the Sample Assessment values (the total number of features found during the sampling to require maintenance.) Calculate and store the % of Defects for the Sample by dividing the Sample Assessment by the Sample Inventory. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 29 of 62

37 Reqmt # Scenario Detail # The system will Calculate and store the Sample s Average Rating for the Level of Service (condition state rating) using the thresholds defined by the system (as noted in Requirement ) Display the Sampling Results, including the Sample Inventory, the Sample Assessment, the % of Defects for the Sample, and the Sample s Average Rating for the Level of Service, for each feature Calculate and store the Projected Results data in the MMS Display the Actual Inventory which is the total number of each feature type that exists within each Organizational Unit Calculate and store the Actual Assessment (the estimated number of features requiring maintenance) by multiplying the % of defects for the Sample by the Actual Inventory Calculate and store the Actual Average Rating for the Level of Service (condition state rating) using the thresholds defined by the system (as noted in Requirement ) Display the Predicted Results, including the Actual Inventory, the Actual Assessment, and the Actual Average Rating for the Level of Service, for each feature Calculate and store the Planned Work data. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 30 of 62

38 Reqmt # Scenario Detail # The system will Display the units of Planned Work (i.e. the number of features to be addressed by maintenance.). Note: units of Planned Work are entered by users, as described in Requirement Calculate and store the costs for the Planned Work by multiplying the Planned Work (units) by the cost per unit Display the Planned Work data, including units and costs for the Planned Work Calculate and store the Maintenance Backlog data Calculate and store the Maintenance Backlog (units) by subtracting the Planned Work (units) from the Actual Assessments (units) Calculate and store the costs for Maintenance Backlog by multiplying the Planned Work (units) by the cost per unit Generate recommended treatments based on the Feature Inventory and the Planned Work Display recommended treatments RFP No. 2515H005 Scenario #MMS-11: Quality Assurance (QA) Checks Organize the Quality Assurance (QA) portion of MMS by Fiscal Year, Organizational Unit, and QA Feature. Provide a mechanism for users to select a Fiscal Year, to view QA data for that Fiscal Year. QA data is the inspection parameters and observations that is collected during the Quality Assurance process from the quality assurance check sites describing features of the road network, Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 31 of 62

39 Reqmt # Scenario Detail # The system will... Display QA data for each Fiscal Year when users select that Fiscal year. Provide a mechanism for users to select an Organizational Unit, to view and edit QA data for that Organizational Unit. Display QA data for each Organizational Unit, when users select that Organizational Unit. Provide a mechanism for users to edit work activity descriptions for the selected Organizational Unit. Include QA Features as data elements the MMS, as defined by DOT&PF. Include the following QA Features, as a minimum: Alligator Cracking, Cracks, Culverts, Ditches, Gravel Surface Material, Guardrail Ends, Guardrail Height, Guardrail Panels, Pavement Markings, Pavement Striping, Potholes, Traffic Signs, Vegetation Hydro Axe, Vegetation Side arm mower, Vegetation - Standard Mower. Provide a mechanism for DOT&PF representatives to add, modify, and delete QA Features. Provide a mechanism for users to select a QA Feature, to view activities for that QA Feature. Display activities for each QA Feature, when users select that QA Feature. Generate a random selection of roadway section sites (1/10th mile in length) to be inspected as part to the QA Check process. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 32 of 62

40 Reqmt # Scenario Detail # The system will... Enable DOT&PF representatives to choose the number of QA inspection sites (e.g. currently 1000 sites) to be randomly generated by the MMS. Provide a mechanism for users to designate roadway segments to be excluded when the MMS generates the randomly selected set of inspections sites for the QA Check. Enable users to select the roadway route and the From/To milepoints along those roadways when designating segments to be excluded from the inspection sites. Enable users to select multiple segments along any given roadway, for exclusion from the inspection sites. Enable users to copy excluded segments from one year to the next year. Exclude the user-designated roadway segments from the random selection of inspection sites. Prevent users from modifying any part of a randomly generated set of inspection sites. Provide a mechanism for users to request that the MMS re-generate a new set of inspection sites. Generate a random selection of inspection sites that is different from previous sets of sites generated by MMS, upon request from users to re-generate a new set of inspection sites. Provide a mechanism for users to enter QA data directly into the MMS interface using Internet/Intranet based computers. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 33 of 62

41 Reqmt # Scenario Detail # The system will Provide a mechanism for users to enter QA data into tablet devices used in the field Store QA data on tablet devices Export QA data from the tablet devices, in a format that can be imported into the MMS Import QA data stored on the tablet devices into the MMS Provide a mechanism for users to enter Quality Control (QC) data directly into the MMS interface using Internet/Intranet based computers Provide a mechanism for users to enter QC data into tablet devices used in the field Store QC data on tablet devices Export QC data from the tablet devices, in a format that can be imported into the MMS. Import QC data stored on the tablet devices into the MMS. Provide a mechanism for non-employees of the DOT&PF (e.g. contractors working for the DOT&PF) to log into MMS to enter QA and/or QC data. Include Assessment Teams as a data element in the MMS. Provide a mechanism for users with administrator access to add, modify, and delete Assessment Team names. Provide a mechanism for users to select the Assessment Team that is performing the QA Check, when entering QA data. Page 34 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

42 Reqmt # Scenario Detail # The system will... Associate the selected Assessment Team with each QA or QC data entry. Provide data entry forms, within the MMS interface, for users to enter QA data. Generate data entry forms for each roadway segment included in the set of QA inspection sites. Provide a mechanism for users to select the data entry form for each roadway segment, in order to enter QA data. Generate data entry forms that populate the roadway segment information and provide data entry fields for users to enter inspection parameters and observations, for each selected roadway segment. Requires QA data entry for all roadway segments in the set of QA inspection sites. Alerts designated DOT&PF representatives if QA data is not entered for all roadway segments included in the randomly generated set of QA inspection sites. Provide a mechanism for users to enter road attributes such as the driving surface width (both paved and unpaved) and the shoulder width (both paved and unpaved), for all roadway segments in the set of QA inspection sites. Store all roadway attributes that are entered into the MMS system. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 35 of 62

43 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to enter feature observations for each roadway segment in the set of QA inspection sites, including but not limited to, the following: - Cracks (linear feet of cracks); - Alligator cracking (% of site); - Potholes (number that are 4 to 12 ; number that are >12 ); - Vegetation (average width at the site); - Chain saw requirements (length and width); - Hydro Axe mower requirements (length and width); - Side arm mower requirements (length and width); - Standard mower requirements (length and width); and - Hand clearing required (length and width). - Average surface width - Pavement surface width - Paved shoulder width - Striping Provide a mechanism for users to enter the total number of features along with the total number of features that exceed a threshold (i.e. threshold value ). For example, for culverts, users would enter the total number and the number exceeding 50% blocked for each site. (Additional examples are provided in the Concept of Operations.) Enable users with administrator access to the MMS to modify the threshold value associated with the features. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 36 of 62

44 Reqmt # Scenario Detail # No specific Detail # No specific Detail # The system will... Designate one threshold value for each feature, to identify Assessments. Designate the features that have values entered into the threshold value field as Assessments. Store all QA data that is entered into the MMS. Display all QA data for each roadway segment, including: - Route number - Start/end mileposts - Assessment Team name - Roadway attributes - Feature observations Randomly select 5%, or the percentage assigned by DOT, of the sites that were identified for QA inspections to be further validated as part of the Quality Control (QC) Check process. Enable DOT&PF representatives to modify the percentage of QA sites that defines the number of QC inspection sites to be randomly generated by the MMS (e.g. currently 5% of the total number of QA sites are included in the QC Check.) Provide a mechanism to enter QC data (e.g. roadway attributes, features, etc.) for each roadway segment included in the randomly generated set of QC inspection sites. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 37 of 62

45 Reqmt # Scenario Detail # The system will... Provide a mechanism to enter QC data using the same data entry forms and data entry fields as the QA data entry mechanisms. Determine the precision of the QC verses the QA observations, for each roadway section in the set of QC inspection sites. Calculate and store the difference between the number of assessments in the QC data and the number of assessments in the QA data, for each feature in each roadway section. Display the precision results for each feature in each roadway section, including the QA number of assessments, the QC number of assessments, and the calculated difference. Create a report (in.pdf, MS Word, and MS Excel) that displays the precision results. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #MMS-12: Adding/Modifying Features, Activities, Equipment, and Materials in MMS Provide a mechanism for DOT&PF representatives to initially populate features, maintenance activities, equipment, and materials into the MMS Provide a mechanism for users to add, modify, and delete features, maintenance activities, equipment, and materials in the MMS. Scenario #MMS-13: Pavement Condition Feature Descriptions Import current features describing the pavement condition (ruts, roughness, IRI, and cracking) from the PMS. Page 38 of 62

46 Reqmt # Scenario Detail # RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver The system will... Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Import predicted features for the pavement condition (ruts, roughness, IRI, and cracking) from the PMS. Determine the Level of Service for the two pavement features Roughness (IRI) and Rutting that are reported in the Quality Assurance Report Card, using the 1/10th mile descriptions of pavement conditions imported from the PMS. Scenario #MMS-14: Incorporation of Pavement Preservation Projects from PMS Import recommended pavement preservation projects from the PMS. Display recommended pavement preservation projects, as imported from the PMS. Provide a mechanism for users to select recommended pavement preservation projects and designate them as planned preservation projects. Provide a mechanism for users to edit the recommended pavement preservation projects prior to designating them as planned preservation projects. Scenario #MMS-15: MMS Interface with External Systems Import and store the centerline road network with associated attribute descriptions from the RDS. Utilize the centerline road network and the associated attribute descriptions as the road network system in the MMS. Page 39 of 62

47 Reqmt # Scenario Detail # The system will... Maintain synchronization with the DOT&PF RDS through the ESRI Roads & Highways system to maintain the most recent published linear referenced based centerline network and associated roadway features and attributes in RDS. Import and store pavement condition feature inventory data Roughness (IRI) and Rutting) from the PMS. Import and store recommended pavement treatments from the PMS. Import and store recommended bridge maintenance activities from the Bridge Management System. Import data from the Bridge Management System on a designated frequency to allow users to monitor bridge maintenance progress from with the MMS. Import and store FUR for equipment classifications from the EMS. Import and store actual cost data for specific vehicles from the EMS. Import and store information describing DOT&PF employees (i.e. employee ID, rate, classification, location, etc.) from the AMS Advantage ERP System. Import and store current pricing information from the materials procurement system (currently BuySpeed ). Utilize the pricing information imported from the materials procurement system as estimated materials costs when calculating total costs for various materials. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 40 of 62

48 Reqmt # Scenario Detail # The system will... Import and store data describing actual material purchases (i.e. amount of materials purchased, price, delivery date, etc.) from the materials procurement system (currently BuySpeed ). Export data describing employee hours billed and activities billed against, in a format that can be imported by the AMS Advantage ERP System. Export descriptions of the actual maintenance treatment activities performed on the road network, in a format that can be imported by the PMS. Export average labor rates per category, in a format that can be imported by the PMS. Export materials costs estimates, in a format that can be imported by the PMS. Export the data contained in the Quality Assurance Report Card, in a format that can be imported by the IBM BI System and displayed in PETS. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 41 of 62

49 Requirements for the Equipment Management System (EMS) Reqmt # Scenario Detail # The system will... Scenario #EMS-1: Overall Use of EMS Provide a mechanism for multiple users to log in with their own user name and password. Provide an online interface that is accessible from Internet accessible computers and from DOT&PF Intranet (SOA) accessible computers. Provide a mechanism for multiple user authorization levels, each with a unique set of activities that can be performed by the users. Provide a mechanism to import existing fleet data from DOT&PF to initially populate the EMS. RFP No. 2515H005 Scenario #EMS-2: Assignment of Equipment Import asset purchase data (purchase price, Vehicle Identification Number (VIN), or other ID) from the AMS Advantage ERP System. Provide a mechanism for users to select purchased assets/equipment and assign additional information to those assets. Provide a mechanism for users to assign each asset/equipment to an end user or an end user agency. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 42 of 62

50 Reqmt # Scenario Detail # The system will Provide a mechanism for users to populate the following data entry fields for selected assets/equipment: - Where the asset/equipment is to be located - Who will be using the asset/equipment - Who will be paying for the asset/equipment - Any other information describing the asset/equipment, as defined by DOT&PF Provide a mechanism for users to select assets/equipment and re-assign them to a different operational unit or a different individual who will be using the asset/equipment RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #EMS-3: Tracking Maintenance and Warranty Work on Equipment Provide a mechanism for users to schedule preventative maintenance for equipment. Generate automated s that contain reminders of upcoming scheduled maintenance work. Provide a mechanism for users to select a piece of equipment and enter work order data for the selected piece of equipment after the work or repair has been completed. Page 43 of 62

51 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to enter the following work order information into the EMS, for each selected vehicle: - Enter the work or repair to be completed - Enter labor costs for work or repair to be completed - Enter equipment/parts costs for the work or repair to be completed - Enter the date that the work or repair was completed - Select either billable to customer or not billable to customer Assign all work order information to the selected piece of equipment. Store the work order information with the assigned piece of equipment, to retain a record of work orders completed. Display individual work orders, showing the vehicle information (e.g. VIN) and the work order information entered by the user. Provide a mechanism for users to enter make ready work information (costs and description) to selected pieces equipment. Add the make ready work costs of the selected piece of equipment to the total equipment costs for that piece of equipment. Provide a mechanism for users to reconcile and track warranty work for both internal warranty efforts (DOT&PF performs the warranty work) and external warranty efforts (a vendor performs the warranty work.) Page 44 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

52 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to enter the details of internal warranty work performed, for example: - Description of warranty work performed by DOT&PF - Date the work was performed - Name/ address of the vendor that will be billed for the warranty work. Generate the total costs for internal warranty work performed to be used by DOT&PF as supporting materials to file a claim with the vendor. Create a warranty claim documents (in.pdf or MS Word) that display a description of the internal warranty work performed by DOT&PF, the date the work was performed, the cost of the work performed, and the name of the vendor that will be billed for the warranty work. Export the warranty claim document to an automated that is directed to the vendor s address, attaching the appropriate warranty claim document. Create external warranty work orders that display a description of warranty work to be performed by the appropriate vendor. Provide a mechanism for users to enter any costs incurred by DOT&PF associated with external warranty work. Assign all costs incurred by DOT&PF for external warranty work to the appropriate piece of equipment. Page 45 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

53 Reqmt # Scenario Detail # The system will... Provide a mechanism for users to enter down time for equipment when it is not available for use as a result of maintenance or warranty work. Down time information will include: - Start/end date/time when equipment is unavailable; or - Number of hours unavailable. Calculate and store the total amount of down time for each piece of equipment, based on the down time entered by users. Display the total amount of down time for each piece of equipment, along with the associated date and activity (e.g. a repair or maintenance work) that caused the down time. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #EMS-4: Fuel System Automated Interfaces and Manual Fuel Entry Import credit card charges for fuel purchases made by DOT&PF equipment drivers/operators (transaction date/time, merchant, product code, odometer reading, POS amount, fuel costs, gallons of fuel) from an interface that downloads credit card charge information from the DOT&PF banking provider. Assign the total cost of the fuel to the appropriate piece of equipment, as imported from the credit card charges. Assign the number of gallons of fuel to the appropriate piece of equipment, as imported from the DOT&PF banking provider. Calculate and store overhead fuel costs on the net cost of the fuel (exclude taxes). Page 46 of 62

54 Reqmt # Scenario Detail # The system will... Calculate and store the federal fuel tax and the state tax by fuel type (e.g. unleaded fuel, diesel fuel, aviation fuel, etc.) for each fuel charge received from the DOT&PF banking provider, using the two tables that define federal and state fuel tax rates. Calculate and store the net cost of the fuel, for each fuel charge, by removing the calculated state fuel tax and the calculated federal fuel tax.) Calculate and store the overhead fuel costs on the net cost of the fuel. Assign the overhead fuel costs to the appropriate piece of equipment. Display the overhead costs and the fuel taxes paid to users, and allow them to save and print the information. Provide a mechanism for users to enter vehicle ID number, total gallons of fuel, and cost of the fuel, for all fuel purchases from the DOT&PF Fuel Warehouse. Provide a mechanism for users to designate fuel purchases at the DOT&PF Fuel Warehouse as DOT&PF or as another State of Alaska organization. Provide a mechanism for users to enter the name of the State of Alaska organization that made the purchase. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 47 of 62

55 Reqmt # Scenario Detail # The system will... Create invoices for all purchases made by State of Alaska organizations that are not DOT&PF that lists the name of the organization, vehicle ID number, total gallons of fuel, and cost of the fuel. Interface with an Automated Fuel Management System that DOT&PF map purchase that would perform fuel management functions. Note: This is a possible future requirement, depending upon the final decision of whether to pursue an Automated Fuel Management System. RFP No. 2515H005 Scenario #EMS-5: Tracking Equipment Accidents and Claims Provide a mechanism for users to enter information about equipment that is involved in accidents, via a claims management area of the EMS. Information will include, but not be limited to: - Date of accident - Description of damage incurred - Descriptions of repairs needed Provide a mechanism for users to enter the status of repairs completed (e.g. date that each repair was completed, cost of repairs, notes about repairs), for equipment involved in accidents Support subrogation claims management Assign all costs associated with repairs to equipment involved in accidents, to the appropriate piece of equipment. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 48 of 62

56 Reqmt # Scenario Detail # The system will... Add all costs associated with repairs to equipment involved in accidents to the total repair/maintenance costs for that piece of equipment. Provide a mechanism for users to enter down time for equipment when it is not available for use as a result of repairs due to an accident and/or a claim. Down time information will include: - Start/end date/time when equipment is unavailable; or - Number of hours unavailable. Track the down time entered by users, for use in calculating and reporting the total down time for each piece of equipment. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #EMS-6: Tracking, Calculating, and Recovering Equipment Costs Calculate and store the total annual equipment costs for each piece of equipment, by summing costs for fuel, maintenance, repairs, and unrecovered accident damage for each piece of equipment and accounting for depreciation costs of each piece of equipment. Display the total annual equipment costs for each piece of equipment, along with a breakdown of each individual cost contributing to the total, and allow users to save and print the information. Page 49 of 62

57 Reqmt # Scenario Detail # The system will... Calculate and store the total life cost of each piece of equipment, by summing the purchase price and all associated capitalized costs ( true up costs, make ready costs, maintenance, repairs, and unrecovered accident damage) over the life of the equipment. Export the total life cost of each piece of equipment, in a format that can be imported by the MMS. Calculate and store the depreciation of each piece of equipment, including the depreciation of the maintenance and repair costs associated with each piece of equipment. Calculate and store the depreciation of all maintenance and repair costs, for inclusion in the calculation of depreciation for each piece of equipment. Calculate and store the charge back rate for each piece of equipment. Calculate and store the commodity fees to be charged for parts and labor on Work Orders. Support commodity fees in both of the following formats: flat amounts and percentage factors. Analyze historical cost data (including all cost data stored in EMS) for each piece of equipment to determine if the costs to each piece of equipment are excessive. Designate pieces of equipment with costs above the threshold identified by DOT&PF, as having excessive costs. Page 50 of 62 RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

58 Reqmt # Scenario Detail # The system will... Display historical cost data analysis results for each piece of equipment by allowing users to select a piece of equipment, and allow users to save and print the information. Display historical cost data analysis results for all equipment, displaying a range of costs and showing all pieces of equipment that have been designated as having excessive costs, and allow users to save and print the information. Calculate the Fixed Usage Rates (FUR) by equipment class, by averaging all of the individual equipment costs within the class. Export the FUR data, in a format that can be imported into the MMS. Generate monthly billing information to support the DOT&PF billing and cost recovery process. Generate billing information for services described in the Work Order, including fuel charges, equipment replacement costs, and/or equipment operating costs. Create customer bills (in.pdf and MS Word format) that include the following billing information, as applicable: - Work Order charge number - Fuel charges - Equipment replacement costs - Equipment operating costs - Overhead costs - Total Billing Amount (i.e. total costs billed) RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 51 of 62

59 Reqmt # Scenario Detail # RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; The system will... Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Display all billing information details and customer bills. This statement can be substitiuted for 3 requirements. Create summarized monthly billing (customer bills) XML file. This file is sent to the AMS Advantage system to record accounting transactions. Provide a mechanism for users to enter an overhead percentage to be applied to billable costs for equipment. Calculate and store overhead costs that are applied to billable costs for equipment, based on the overhead percentage applied to billable costs. Assign the calculated overhead costs to the appropriate piece of equipment. Create equipment rate files for export containing details like equipment id, effective date, FUR, IFUR, etc. for use by AMS Advantage. Scenario #EMS-7: Motor Pool and Reservations Management Provide a mechanism for users to enter equipment reservation information into the EMS, including selecting the region from which the equipment will be reserved, selecting the equipment, entering reservation dates/times, entering the name of the employee who is making the reservation, and entering other relevant information as provided by DOT&PF. Store all equipment reservation information in the EMS. Page 52 of 62

60 Reqmt # Scenario Detail # The system will... Track the reservation information for each individual piece of equipment, and alert users if the selected equipment is already reserved for the requested date or dates. Display the reservation information for each piece of equipment, including the cost of use (which is stored in the EMS.) Display the billing information, including the equipment ID number, date(s) of use, total cost of use, the employee who reserved the equipment, and the region that will be billed for the cost of use. Create invoices that display the billing information, including the equipment ID number, date(s) of use, total cost of use, the employee who reserved the equipment,,and the region that will be billed for the cost of use. RFP No. 2515H005 Scenario #EMS-8: Equipment Lifecycle Management and Disposal Integrate an equipment lifecycle management module. Generate an optimal equipment replacement plan for each piece of equipment, based on mileage, life cycle management, and amortization. Generate an equipment replacement plan that calculates an optimum replacement date for each piece of equipment, considering when equipment costs will become too high and while there is residual value in sell-off. Perform equipment operational analysis to determine the appropriate fleet size. Page 53 of 62 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

61 Reqmt # Scenario Detail # The system will... Calculate parameters (e.g. equipment usage time, time equipment is available but not in use, utilization rates, equipment down time, and identify underutilized pieces of equipment, etc.) for each equipment type, to help users determine whether the fleet size is appropriate. Display information about equipment usage (e.g. equipment usage time, time equipment is available but not assigned to a crew or activity, utilization rates, equipment down time, etc.), and allow users to save and print the information. Identify those vehicles where usage was not reported, and display information to users to enable them to report usage for the vehicles. Store and track all equipment usage as entered into the EMS by users. Provide a mechanism for users to assign costs to all equipment usage. Provide a mechanism for users to enter designate pieces of equipment as disposed, indicating lost, stolen, sold, etc. Provide a mechanism for users to enter equipment disposal information (e.g. date of salvage, date of sale, any costs received from a sale.) Store all equipment disposal information in the EMS. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 54 of 62

62 Reqmt # Scenario Detail # The system will... Retain and archive all information associated with each piece of disposed equipment in the EMS. Identify disposed equipment as inactive in the EMS, meaning that it is no longer available for reservation, use, or other applications in the EMS. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #EMS-9: Purchasing and Parts Management System Provide a mechanism for users to enter information about the purchase of parts after a purchase has been made, including but not limited to the following: - The receipt for the part (e.g. by attaching a scanned copy of the receipt) - Any issues reported for the part - Designate if the part is transferred to another operational unit - Any adjustments (cost or quantity) made to the part - Designate if the part is returned to the vendor Operate a purchase ordering system that enables users to purchase parts using purchase orders. Provide a mechanism for users to enter purchase order information (e.g. part types, quantities, costs, etc.) Page 55 of 62

63 Reqmt # Scenario Detail # The system will... Create a purchase order document (in.pdf and MS Word format) that displays the purchase order information. Provide a reconciliation function to reconcile physical inventory with EMS records, on an annual basis, cyclical, or randomly. Provide a mechanism for users to enter when a part is used, thereby reducing the number of instock parts tracked in the EMS. Maintain an ongoing EMS inventory of the number of in-stock parts (for each part type), based on the current in-stock amount, the number of parts purchased, and the number of parts used or transferred to another operational until Maintain an ongoing EMS inventory of in-stock parts, for each operational unit. Provide a mechanism for users to enter physical ( counted ) inventory values into the EMS. Reconcile the EMS-generated inventory values with the physical ( counted ) inventory values, by replacing the EMS in-stock inventory value with the physical ( counted ) value. Operate a bar-code scan ad data entry function, which allows parts inventory to be conducted via a scan of bar codes on parts, rather than manual entry of parts information. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 56 of 62

64 Reqmt # Scenario Detail # The system will... Implement the bar-code scan function on a site by site basis, as determined by the DOT&PF (i.e. not require all DOT&PF locations or users to use the bar-code system). RFP No. 2515H005 Scenario #EMS-10: Summary of EMS Electronic Data Exchanges Export monthly billing data, in a format that can be imported by the AMS Advantage ERP System. Export billing data for DOT&PF garage services (fuel, equipment replacement costs, and operating costs.) Export billing data that is summarized by customer (e.g. HSS Fairbanks M&O -$XX; DOA- $XX) Export data describing the FUR (Fixed Usage Rates) and IFUR (Internal Fixed Usage Rates) for vehicle classes, in a format that can be imported by the MMS. Export warranty claim documents (for internal warranty work done by the DOT&FP) to an automated that is directed to the vendor s address, attaching the warranty claim document. Export final equipment costs for each piece of equipment, including the true up and make ready costs, in a format that can be imported by the AMS Advantage ERP System. Export the equipment status on an annual basis, in a format that can be imported by the AMS Advantage ERP System. Page 57 of 62 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

65 Reqmt # Scenario Detail # The system will... Export the equipment status in a format that identifies equipment that is designated as disposed (e.g. stolen, lost, sold, etc.) Import credit card charge information from the DOT&PF banking provider. Import credit card charge information in an electronic data file format. Import credit card charge information that includes, but is not limited to, the following data: - Transaction date/time - Merchant - Product code - Odometer reading - POS amount - Gallons of fuel - Cost of fuel RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 58 of 62

66 Requirements for Hosting, Operations, Support of Systems Reqmt # Scenario Detail # The system will... RFP No. 2515H005 Scenario #Oper-1: External Hosting Facility Utility If hosted off-site, the Vendor agrees to store and process State of Alaska data and systems only in the continental United States. If hosted off-site, facility power will be fully fault-tolerant. If hosted off-site, facility power will include a backup generator. If hosted off-site, all HVAC systems will be fully fault-tolerant. Scenario #Oper-2: External Hosting Facility Security If hosted off-site, the hosting facility shall maintain PCI/DSS compliance If hosted off-site, the hosting facility shall maintain SSAE 16 Type II SOC 2 compliance If hosted off-site, the hosting facility shall maintain FISMA compliance If hosted off-site, the hosting facility shall maintain ISO/IEC compliance All network traffic shall be encrypted with no less than 2048 bit cipher strength All encryption must use SHA2 hashing All encryption must use TLS v1.2 or later All encryption certificates must be replaced at an interval of no more than one year. Page 59 of 62 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement )

67 Reqmt # Scenario Detail # The system will... RFP No. 2515H005 Scenario #Oper-3: External Hosting Facility Equipment PMS, EMS, and MMS solution shall not incorporate any proprietary hardware as part of the system architecture. If hosted off-site, the hosting facility will host PMS, EMS, and MMS on dedicated servers. All equipment will be covered under manufacturer warranty and maintenance agreement for hardware and support replacement. If hosted off-site, the hosting facility will not share hardware resources with other customers. If hosted off-site, the hosting facility will not share data resources with other customers. If hosted off-site, network uplinks will be fully fault-tolerant. If hosted off-site, storage equipment will be fully fault-tolerant with dual power. If hosted off-site, server equipment will be fully fault-tolerant with dual power. Scenario #Oper-4: External Hosting Performance Storage usage metrics will be available on demand with the ability to produce reports for previous periods. Processor usage metrics will be available on demand with the ability to produce reports for previous periods. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 60 of 62

68 Reqmt # Scenario Detail # The system will... Memory usage metrics will be available on demand with the ability to produce reports for previous periods. Network bandwidth usage metrics will be available on demand with the ability to produce reports for previous periods. Scenario #Oper-5: Data Ownership Data stored within EMS, MMS, and PMS will be owned by the State of Alaska. Data stored within EMS, MMS, and PMS will not be shared with any third-party entities without written authorization by the State of Alaska. If hosted off-site, the State of Alaska retains the right to use the Services to access and retrieve State of Alaska data stored on Vendor s Services infrastructure at its sole discretion. If hosted off-site, upon request by the State of Alaska made before or within 60 days after the effective date of termination, the Vendor will make available a complete and secure download file of customer data in their required format. If hosted off-site, on termination of services the Vendor shall return all the State of Alaska data and copies thereof to the State of Alaska. If hosted off-site, on termination of services the Vendor shall destroy all copies of data, including backups, at the written request of the State of Alaska. RFP No. 2515H005 Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Page 61 of 62

69 Reqmt # Scenario Detail # The system will... If hosted off-site, upon destruction of all data and copies thereof, the Vendor shall provide written certification that it has done so. RFP No. 2515H005 Scenario #Oper-6: Technical Support and Updates If hosted off-site, technical support staff shall be reachable 24x7 for facility related issues. Technical support staff shall be reachable 24x7 for hardware related issues. Technical support staff shall be reachable from AST Monday through Friday for system related issues. The system(s) shall have a version of the manufacturer s operating software that has been released within the past fifteen (15) months. Proposers Response to Requirement (e.g. Understand and Agree to Deliver Requirement ; Understand and Suggest an Alternative Requirement ; Cannot deliver Requirement ) Scenario #Oper-7: Disaster Recovery and Continuity of Operations Full backups will be completed daily on all systems and their supporting data. Backups will be replicated or stored off-site to ensure that no more than 24 hours of data will be lost due to a severe loss within the facility Backups will be retained for sixty days. Backups will be scheduled to minimize the impact on customer usability. Page 62 of 62

70 RFP No. 2515H005 ATTACHMENT 4 Proposed Solution Verification Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23,

71 RFP No. 2515H005 Contents Attachment # Proposed Solution Verification Purpose Approach to System(s) Hosting Availability, Disaster Recovery, and Continuity of Operations Technical Support and Maintenance System Setup and Administration Customization and Integration

72 1. Purpose RFP No. 2515H005 Completion of Attachment Four is a requirement. This requirement allows the State of Alaska to clarify how certain requirements will be met by the proposed solution with specific questions. This Attachment is referenced in Section 6.5. The Offeror s response to each question in Attachment Four must be submitted with their proposal. Responses must be outlined and numbered in the format they are requested below. Failure to submit the required responses to the following may result in the proposal being found non-responsive and rejected. 2. Approach to System(s) Hosting 2.1. If Offerors are proposing that the MMS, PMS, EMS solution be hosted within DOT&PF infrastructure (Task 6): Will your systems be supported if running within a virtual infrastructure like VMWare vsphere or Microsoft Hyper-V? What staff requirements are necessary from DOT&PF to assist in equipment installation? Detail your estimates of DOT&PF staff time for database administration or any other support for the system Describe your procedures for replacing hardware that is no longer covered under warranty with new equipment If Offerors are proposing that the MMS, PMS, EMS solution be hosted outside of DOT&PF infrastructure (Task 6): Describe the protection mechanisms and techniques utilized in your data centers? Does the service maintain all data domestically? Please describe your data center architecture How will customers verify data location? Does the service comply with FISMA standards? Does the service employ a shared, single-tenant, or multi-tenant architecture? Is customer data segregated or maintained in a shared environment? Is the service SSAE 16 Type II SOC 2 compliant? Is the service ISO compliant? Does the contract allow for annual security audits and certification by 3 rd party? Is there an option to terminate the agreement in the event of a security breach if provider fails on any material measure? Detail your policies on customer data ownership Detail your information sharing policies including privacy policies. 3

73 RFP No. 2515H Can application data be retrieved by anyone other than authorized representatives of customers? Describe your policies regarding data portability What options do customers have with respect to obtaining/recovering data, including terminating the service? 3. Availability, Disaster Recovery, and Continuity of Operations 3.1. Proposals must clearly describe all aspects of data center availability, disaster recovery, and continuity of operations for externally hosted solutions How do you provide for disaster recovery and continuity of service? Do availability and recovery depend upon data center location? Where are backups kept? What security practices are utilized for backup transit? What levels and types of backups are performed? Are these customizable? Describe the level of control DOT&PF will have in recovery point and recovery time objectives Describe the service s data retention policies. Are these policies customizable? Describe how the hosting facility will handle denial of service attacks against connectivity Describe how the hosting facility will handle denial of service in terms of replacement equipment logistics in the event of equipment failure. 4. Technical Support and Maintenance 4.1. Proposals must describe current procedures used to provide support to customers using the proposed system(s). The offeror must submit and describe their proposed Service Level Agreement (SLA) including their approach for onsite vendor provided hosting support, remote operations and maintenance services, technical support, and annual FHWA reporting support. Offerors will describe their approach to handling software version updates; describe the general timeframe for updates. This will be evaluated under the cost proposal in Section How often are new features, upgrades, and patches introduced? What documentation is provided to the customer with respect to new features, upgrades, and patches? Describe how scheduled and unscheduled maintenance activities are communicated with the customer. 4

74 RFP No. 2515H During what hours (Alaska Standard Time) are maintenance activities performed? What performance guarantees do you provide? Are there specific network bandwidth and/or latency requirements associated with effective service provisioning performance? Will application, hardware, and facility support requests go through the same support channel? What is your response time for support requests? What are the ramifications of failure to meet SLAs? What service availability guarantees do you provide? What are the service s uptime/availability statistics? How do you handle service requests? What types of online tools exist for reporting and tracking troubles, change requests, etc.? 5. System Setup and Administration 5.1. Proposals must describe everything that will be required to set the system(s) up and administrate it once it is operational What data entry is needed to make the application operational? What data entry processes are needed on a regular basis (annually, monthly, weekly, etc.)? How are work plans updated and how often? How will data be imported into the system(s)? What format is required for data that needs to be imported both during initial setup and for continued operations? Are data imports automated or do they require user interaction? Describe how the service implements off-network data collection and subsequent data synchronization, including assuring data consistency What is your plan for handling data retention and archiving requirements? Describe the process used to track and data updates/deletions in the system. 5

75 RFP No. 2515H Customization and Integration 6.1. Proposals must describe the extent to which the system(s) are customizable and how integration with other systems is accomplished How are custom reports created? How are ad-hoc queries executed? Are customizations such as reports owned by the customer or the service provider? Does the service provide separate environments for development, testing and training? Does the system provide native application support for mobile devies or is mobile access web-based? If we-based, does the service utilize responsive design and meet accessibility guidelines such as Section 508? For web-based services, are any specific add-ons or plug-ins required to use these services? If the system provides native mobile application support, do the apps leverage on-device hardware such as GPS for geospatial data collection? What platforms are supported for desktop and mobile applications? Describe the extent of customization possible (including interface, data, workflow, integration, etc.) and the mechanisms for accomplishing such customizations Can customizations be performed by customers or must they be performed by the service provider? If the latter, what is included in the subscription and what are the associated charges for non-covered work? If customizations can be accomplished by customers, what options are available and do they require extensive coding or is a rapid application development environment provided? What technical skills (e.g. programming languages, frameworks, web or mobile technologies, etc.) are required to perform customizations? Describe the system s capabilities and methods of integration with existing customer on-premises or cloud-based applications What APIs are available? Are available APIs standards-based or vendor/platform-specific? Are available APIs open or considered proprietary? Describe the complexity of available APIs and extent of custom coding required to link to external systems. 6

76 RFP No. 2515H What is the extent of API documentation available (please provide examples)? Please provide technical details with respect to methods and extent of integration with GIS systems (e.g. vendors, products, modules, mechanisms, available APIs, etc.) Is professional support for integrating the product with other existing customer software solutions provided as part of the service? The State of Alaska s Human Resource Management, Learning Management, Procurement, and Financial system (IRIS) will only receive data via XML documents in specific formats using a designated SFTP process. Describe the complexity of customization required to integrate using such a process Does the service provide facilities to enable automated collection and reporting of performance measures? Does the service provide scheduling services for automated processes such as scripts? Do you have experience with CGI Advantage ERP components, particularly Financial, Human Resource Management, and Procurement/Inventory. If yes, please provide technical details with respect to methods, mechanisms, modules, available APIs, etc Can service functionality/features be dropped without customer consent? If yes, what is the lead time for notification? How are client customizations carried forward across upgrades? Can customizations be lost? Describe the process used to ensure system compliance with evolving Federally mandated reporting requirements. 7

77 RFP No. 2515H005 ATTACHMENT A Glossary of Terms Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23,

78 RFP No. 2515H005 Equipment Management System Operating Rate: A constant monthly rate paid for the maintenance costs of an asset. Operating rates are computed individually for each piece of equipment. They are an average of the maintenance costs of that piece of equipment for the last three years. Equipment or vehicles in service less than one year pay an average operating rate based on other vehicles of the same class. Operating rates are similar to the maintenance contract for an office copier. It is a monthly or annual fee whether the machine needs service or not, but you do not pay a fee each time it is serviced. Operating rates are computed each year using the average costs. Replacement Rate: A monthly rate paid to accumulate funds to replace a vehicle when it is at the end of its life. Replacement rates are calculated individually by vehicle, using the original cost, any capitalized costs, salvage value, and accumulated credits. Replacement rates are designed to generate enough funds to replace the asset with a similar asset without upgrades. Replacement Fees: SEF collects replacement fees to offset the overhead costs associated with managing the fleet. In prior years this cost was allocated only to users with full-life (not fully amortized) HEWCF units. Through the development of separate fees for the different services we provide, the costs are more fairly distributed. These fees are not additional costs, they are the same cost allocated using a more accurate method. Replacement costs are displayed on the bill as Allowed andunallowed. Allowed/Unallowed charges: A strict set of guidelines has been established regarding what vehicle costs are able to be charged to the federal government. All operating or maintenance costs can be charged, but only a portion of the replacement charges are eligible for federal reimbursement. SEF separates for each asset the amount of the replacement rate that is allowed, or eligible for reimbursement, and that which is un-allowed, or not eligible. These amounts are displayed on the monthly bill for each asset. The allowed portion of the replacement rate is also known as the Federal Fixed Fee. Procurement/Disposal Fee: A monthly fee charged to each asset that SEF procures or disposes of. This fee covers some of the overhead associated with writing bid specs, contracts, purchasing, disposal auctions, etc. It is charged to all assets that SEF has a hand in procuring or disposing of. Previously these costs were included in the replacement overhead percentage. The amount of the fee is based on the overhead costs and allocated to each asset in 2 parts: a flat fee plus a percentage of the asset's original cost. Asset Management Fee: An annual fee charged to each asset that SEF maintains records for. This fee is designed to cover the overhead costs associated with maintaining records, both computerized and paper, performing a statewide annual inventory of all vehicles and equipment, and licensing and titling costs. Previously these costs were included in the replacement overhead percentage. Replacement Overhead: A percentage added to the replacement rate of an asset. This 2

79 RFP No. 2515H005 percentage is added to account for interest paid on funds borrowed for replacement of vehicles, and any losses incurred from the disposal of assets. All fees collected for X status rentals are used to offset these costs and keep the percentage low. The percentage adjusts the replacement rate and does not generate replacement credits. Example: To generate enough replacement credits to purchase a new vehicle, the monthly rate is $100. If the overhead percentage is 5%; the monthly replacement rate of that asset would be $105. FUR Rate: FUR is an acronym for Fixed Utilization Rate. This rate is calculated for DOT assets so they can be charged on a per mile or hour basis. The FUR rate consists of the Federal Fixed Fee plus all operating costs plus all fuel costs, divided by the annual usage of an asset. The FUR rates are computed annually for each class and district within DOT. Daily Rental Pool: SEF maintains a small pool of light duty vehicles to be rented out on a short term basis. These vehicles are charged by the day and the daily rate includes all fuel and maintenance costs. SEF keeps daily pool vehicles in more than 30 locations around the state; any state employee is able to use them for state business. Maintenance Costs: SEF applies costs according to the amount of time spent servicing an asset and the cost of parts and supplies (commodities). Labor is charged at an hourly rate which varies across the state based on the SEF district performing the work. Parts costs are applied at a marked up cost; the markup percentage also varies based on the SEF district. All maintenance charges include a commodities charge for supplies, environmental disposal fees, etc. Billable Services: Maintenance costs that are directly billable to the user. This would include service on dry assets, non-rental assets, leased assets, X-status assets, and costs to repair damage from negligence or accidents. These costs are not factored in to the calculation of operating rates. Capitalized Costs: Costs incurred by SEF to make a vehicle or equipment ready for the user's intended purpose. These may include adding a snowplow, installing a prisoner screen, adding a bed-liner utility body, adding lights or beacons, etc. These costs are factored into the replacement rate calculation. 3

80 RFP No. 2515H005 ATTACHMENT B Section Four Background Information Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1

81 RFP No. 2515H SECTION FOUR BACKGROUND INFORMATION 4.01 Background Information The Alaska Department of Transportation and Public Facilities (DOT&PF) is responsible for the planning, construction, maintenance, and repairs of the transportation assets throughout Alaska. DOT&PF currently operates a number of software system tools to support three (3) types of asset management prgrams described as: Pavement Management System - DOT&PF currently operates a spreadsheet based system to support the pavement management process and does not have a legacy PMS. Maintenance Management System - DOT&PF currently operates a Maintenance Management System (MMS) that was originally developed by Booz Allen. DOT&PF has taken over programming support of the current MMS. The current MMS is an Oracle based system. Equipment Management System - DOT&PF currently operates an Equipment Management System (EMS) to support the fleet and equipment management activities. DOT&PF s planning, program management, maintenance, and equipment management staff members have identified a number of challenges that users of the current asset management systems are facing: 1. DOT&PF staff members do not fully utilize the features of the current MMS, PMS, and EMS systems because the systems are not user friendly and/or the interfaces are difficult to use. As a result, DOT&PF staff members are not getting the full benefits from the systems. Some specific issues cited include: a. The reporting of start and end times for maintenance activities is cumbersome, and often leads to inaccuracies when making entries (time saving when reporting); b. The user interface is cumbersome and not efficient. DOT&PF staff members prefer less pages and more intuitive interfaces. 2. The PMS/MMS/EMS systems lack some of the functionalities that DOT&PF desires to manage the assets. Some examples of this include: a. The PMS does not include a deterioration algorithm to predict future pavement conditions; b. The data exchanges between the systems are not as automated as desired. There are several situations where data must be re-entered multiple times. 3. The current systems are not fully integrated with the Roadway Data System Oracle Geodatabase, and as a result there is no connection to the spatially integrated linear reference system that is adjusted as roadway alignments change. DOT&PF desires a solution that is off-the-shelf and one that has been successfully deployed for at Page 2

82 RFP No. 2515H005 least two other agencies, recognizing that some modifications might be needed to meet the specific needs of Alaska. Attachment 2 to this RFP includes a list of system requirements for the systems. The system requirements were developed by the technical team to document the minimum functions that the systems must perform to meet all the end users needs, but not to dictate how they must be performed. Additionally, since the goal of the procurement is to purchase an off-the-shelf product, the system requirements are intentionally defined at high levels. Nonetheless, DOT&PF is interested in all features and functions of fully functional PMS, MMS, and EMS systems, regardless of whether the functions are mentioned in the system requirements. GOALS As part of its broader asset management efforts, DOT&PF will implement three commercial management systems: a pavement management system (PMS), a maintenance management system (MMS), and an equipment management system (EMS). The goals of this solicitation are defined as follows: Goal #1: Goal #2: Goal #3: Goal #4: Implement web-based PMS, MMS, and EMS system(s) [either one comprehensive system from one contractor or individual systems from a team of contractors]. Migrate data, configuration settings and other pertinent information from the Department s existing PMS, MMS, and EMS to the new system(s). Provide as-needed tasks to support enhancements or additions to the PMS, MMS, and EMS systems. Ensure that all three systems are integrated together through automated data exchanges, eliminating the need for re-entry of information into multiple systems. Provide similar integration with other DOT&PF systems to the greatest extent possible Concept of Operations The Concept of Operations (ConOps) is found in Attachment 1, describes the operational concepts for the PMS, MMS, and EMS systems. The DOT&PF technical team developed the ConOps to describe the functions that the PMS, MMS, and EMS systems will perform and how the DOT&PF users will use the system System Requirements The high level System Requirements for the PMS, MMS, and EMS systems is found in Attachment 2. The system requirements were derived from the ConOps, and are intended to describe what the system(s) must do to meet the needs of DOT&PF users. The System Requirements do not dictate how the systems must accomplish each requirement. DOT&PF acknowledges that the software systems delivered will most likely be off the shelf systems, and therefore only high level system requirements are presented. Offerors must complete the right column of the System Requirements Table, whereby Page 3

83 RFP No. 2515H005 indicating the extent to which the requirement will be met by the proposed solution(s) Constraints to the Project Comprehensive System Proposals must propose a solution that includes all three systems (PMS, MMS, EMS), either as one software product or as multiple software products that integrate seamlessly with each other and the DOT&PF geodatabase. Proposals offering only one or two of the systems will be rejected. DOT&PF will accept proposals with a prime contractor and subcontractor(s) that collectively offer all three software products or a joint venture. Time Schedule The DOT&PF project team does not have a strict schedule for deployment of the PMS/MMS/EMS system(s). As part of this solicitation, offerors will propose a feasible deployment schedule based on their prior experience deploying similar systems and on the following considerations: DOT&PF anticipates that the PMS will be the first system (or portion of an overall system) deployed as a result of this solicitation. Use of this system will commence as soon as practical; DOT&PF is migrating to a new accounting system, with a target rollout of July 2015 for accounting purposes and January 2016 for payroll purposes. This transition will include changes to elements such as the length of fields, names of fields, etc. DOT&PF anticipates launching the new accounting system to interface with the existing MMS, then transitioning to the new MMS after the successful launch of the accounting system. DOT&PF Geodatabase DOT&PF Transportation Data Services (GIS/Mapping) is currently operating an ESRI Spatial Database Engine (SDE)/Oracle Geodatabase. The Geodatabase was designed to store and manage a linear reference based centerline network and associated roadway features and attributes. The DOT&PF linear referenced enterprise geodatabase is built on ESRI technology using ArcGIS and ArcSDE, and uses an Oracle database. The linear reference system (LRS) uses a unique CDS number (CDS_NUM field) to identify each route. Locations along a route are designated using a milepoint, or offset in miles, from the beginning of the route. Point features (such as signs and intersections) are stored in point event tables and related to a specific route with a single milepoint value (MPT field). Line features or attributes (such as guardrails or functional classification) are stored in line event tables and related a specific route with both from and to milepoint values (FROM_MPT and TO_MPT fields). The LRS design simplifies data management by automatically ensuring that a change to the centerline network is reflected in the associated point and line events. Detailed system requirements include: 1. Roadway Features from the Geodatabase. The PMS, MMS, and EMS systems shall use the DOT&PF Geodatabase as the source for the centerline network and associated roadway features and attributes. Page 4

84 RFP No. 2515H Synchronization. As described in the system requirements, the PMS, MMS, and EMS systems shall synchronize and integrate with the DOT&PF Geodatabase to ensure synchronization with the established LRS and to reflect changes to the overall network. This synchronization must be performed through an interface between the PMS/MMS/EMS and the ESRI Roads & Highways System that serves as the interface between the DOT&PF RDS and systems such as this. This requirement is a high-priority for the department to ensure both data and systems synchronize and are compatible so as to prevent newer software versions not communicating to the DOT&PF Geodatabase. Migration to Roads & Highways The PMS/MMS/EMS will synchronize with the DOT&PF RDS systems using the ESRI Roads & Highways interface. DOT&PF is in the process of implementing the Roads & Highways system with a current target deployment date of January 1, At this time, DOT&PF has a plan for the use of Roads & Highways, however details and specifics about the Roads & Highways interface are not all known at this time and not at this point in the migration to the new system. Bandwidth Challenges There are many M&O camps, rural airports and State Equipment Fleet (or equipment) equipment sites that operate with low bandwidth and satellite latency limitations and many sites are not covered by the SOA network. As such accommodations will be needed for off (SOA) network use. Page 5

85 RFP No. 2515H005 ATTACHMENT C Section Five Scope of Work Task 6 Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1

86 RFP No. 2515H SECTION FIVE SCOPE OF WORK Task 6: Hosting and Hosting Support / Remote Operations, Technical Support and Maintenance Contractor will perform vendor provided hosting, remote operations, technical support, and maintenance of the PMS/MMS/EMS system(s) throughout the contract term. A. Vendor Provided Hosting and Hosting Support The Contractor has the option of hosting at their United States based facility or renting space at a State of Alaska facility. The Contractor will provide hosting and any associated maintenance and technical support of the PMS, MMS, and EMS systems, regardless of the location systems are hosted. Per the Final System Requirements, the system(s) must be primarily internet based systems and accessible from any computer. The system will provide regular database back-up of all data and information. B. Remote Operations, Technical Support and Maintenance The Contractor will provide technical support to DOT&PF staff utilizing the system. The Contractor shall provide technical support via and direct telephone during Alaska hours, 8:00 AM to 4:30 PM, Monday thru Friday (preferably). If unable to provide this support, the Contractor shall provide hours as close to the preferred times as possible. The Contractor will provide DOT&PF with a Service Level Agreement (SLA) identifying at a minimum: procedures for initiating requests for service; procedures for escalating service requests; Contractors approach to supporting requests for technical assistance and reports of system outages or functional issues with the system. Proposals must describe in the offeror s approach to Task 6 whether they propose to host the system(s) at a facility provided by the offeror, or whether they propose for the system(s) to be hosted at a State rented facility. Offerors must submit their proposed SLA with their proposal and identify other clients for which the SLA is used. Additional technical support may be required as an Optional Additive in Task 7. Task 6 Deliverables: 6-1: Hosting/Hosting Support 6-2: Maintenance and Operations 6-3: Technical Support Page 2

87 RFP No. 2515H005 ATTACHMENT D Section Six Proposal Format and Content Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1

88 RFP No. 2515H SECTION SIX PROPOSAL FORMAT AND CONTENT 6.01 Proposal Format and Content The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested Introduction Proposals must include the complete name and address of offeror s firm and the name, mailing address, and telephone number of the person the state should contact regarding the proposal. Proposals must confirm that the offeror will comply with all provisions in this RFP. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the proposals may cause the proposal to be determined to be non-responsive and the proposal may be rejected Understanding of the Project Offerors must provide comprehensive narrative statements that illustrate their understanding of the scope of work and the project schedule. Do not merely duplicate the Scope of Work provided within this RFP. Also consider if the scope of work is sufficient enough to provide the requested services and if not, briefly describe any additional system requirements or changes to the scope that might be useful in accomplishing the goals of this solicitation Management Plan for the Project Offerors must provide comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the project deadline. The offeror must respond in writing to each task and deliverable listed in this RFP At a minimum, Project Management shall include: Proposed team members, including the role of each project partner; Key individuals assigned to the project from each project partner; Commitments of the key individuals to other projects and the percent available to this project; Description of the experience and training of each key individual; The Project Team s approach to project management, communications, schedule adherence, potential problems; GANTT Chart describing the key project schedule milestones. date, is the preferred project timeline from start to finish. Page 2

89 RFP No. 2515H Proposed Solution and the Ability to Meet Requirements Proposals must provide comprehensive narrative statements that describe the software solution proposed for this project and any related services (e.g. hosting, customer support). Do not merely insert marketing material for the product, but rather include a brief narrative describing the system(s), including information such as: 1. System Overview. Describe whether one overall system is proposed, with PMS, MMS, and EMS capabilities, or whether two or three separate systems are proposed. If separate systems are proposed, clearly indicate the team member that will be responsible for each system (e.g. if a subcontractor is to be responsible for one or more systems). 2. Key functionalities and features; 3. Ownership. A clear description of exactly what ownership is being proposed by the offeror. For example, will DOT&PF own a user license? If so, is the license perpetual or are there mandatory annual fees to continue using the system? Are updates to the software included in the purchase price? Will DOT&PF own rights to the software source code? 4. Assumptions and requirements regarding the role of DOT&PF, including any supporting hardware and/or software or services that the offeror requires DOT&PF to provide as part of the solution including how user accounts are set up. 5. List the State DOTs using the product and identify the product. In addition, describe your experience with other states that use ESRI Roads and Highways and your proposed solution. Include your experience migrating from a custom linear referencing system to ESRI's product. Illustrate the integration and describe in detail how the integration is accomplished for example processing a new road alignment constructed to remove a dangerous curve in the road resulting in a change int he LRS. How would your solution handle this change? Describe further the processes that would be required to integrate your proposed solution with existing DOT&PF tools so the events in your proposed system are in sync with the Departments LRS. Describe your company s experience in migrating legacy EMS data with each of your MMS PMS EMS systems. 6. Advantages and disadvantages of the product. 7. List your company s experience with bandwidth challenges. Describe in detail the accommodations needed for disconnected data gathering use on tablet type devices for later data upload/download from sites that are on or off the SOA network. Describe a scenario when internet connectivity is unavailable for several days: a) how the software will update the information and how long will it take? b) how does the software update the previous days data while updating new information? 8. Describe the Pavement Management System including where decision trees are placed and parameters that are allowed to be updated automatically based on modeling and past condition data and how it will be used in the analysis. Describe how the structural data including nondestructive testing data (FWD, RWD, DCP, GPR, etc.) and how HPMS data fields are uploading to the pavement management system and vice versa. Page 3

90 RFP No. 2515H005 System Requirements (Attachment 2) System Requirements are intended to capture the functions that the DOT&PF Project Team has identified as being needed for a full functioning PMS, MMS, and EMS. Offerors need not meet all system requirements. Offerors must complete the far right column of the tables in Attachment 2, Proposers Response to Requirement, and submit a copy of the tables with the proposal submittal. Offerors shall provide a text response for each requirement describing whether the proposed product is able to meet or exceed the requirement. Offerors may also use the narrative to describe an alternate functionality that their product offers to the requirement. Please note: when describing whether or not the system proposed meets the requirement, offerors shall base their comments on the exact system that is being proposed, both in the proposal and in the Cost Proposal. Ability to Load Existing Data into the Proposed System Proposals must describe the offeror s ability to seize data, configurations, and information contained in the existing DOT&PF PMS, MMS, and EMS systems and populate the proposed systems with this information. Proposals must describe any experience they have had with migrating data and information from legacy PMS, MMS, and EMS systems into the systems proposed. Approach to System(s) Hosting Proposals must describe the offeror s proposed approach for system vendor provided hosting and hosting support including the following information: 1. Provide a logical diagram depicting the proposed PMS, MMS, and EMS solution within the context of physical architecture and network design. Describe, in detail, the following items: a. The total number of servers b. The role of each server c. The number of processors in each server d. The number of cores in each processor e. The speed of each core f. The amount of memory in each server g. The amount of storage required h. Networking equipment required 2. If offerors are proposing that DOT&PF host the systems on State of Alaska rented facility (Task 6), offerors must clearly answer questions in Attachment 4, Section If offerors are proposing that the MMS, PMS, EMS solution be hosted on vendor provided facility (Task 6), offerors must clearly answer questions in Attachment 4, Section 2.2. Cost Proposals must identify all hardware, software or other items required to implement and host the Page 4

91 RFP No. 2515H005 system(s). The list must be comprehensive and include the brand/name, type, part number and cost. This will be evaluated under the cost proposal in Section Availability, Disaster Recovery, and Continuity of Operations Proposals must clearly describe all aspects of data center availability, disaster recovery, and continuity of operations for externally hosted solutions. Additionally, all questions in Attachment 4, Section 3.1 must be answered. Technical Support and Maintenance Proposals must describe current procedures used to provide support to customers using the proposed system(s). The offeror must submit and describe their proposed Service Level Agreement (SLA) including their approach for onsite hosting support, remote operations and maintenance services, technical support, and annual FHWA reporting support. Offerors will describe their approach to handling software version updates; describe the general timeframe for updates. This will be evaluated under the cost proposal in Section All questions in Attachment 4, Section 4.1 must be answered. System Setup and Administration Proposals must describe everything that will be required to set the system(s) up and administrate them once they are operational. All questions in Attachment 4, Section 5.1 must be answered. Customization and Integration Proposals must describe the extent to which the system(s) are customizable and how integration with other systems is accomplished. All questions in Attachment 4, Section 6.1 must be answered Experience and Qualifications Proposals must describe the offeror s experience developing, selling, launching, modifying, and supporting PMS, MMS, and EMS software. Offerors will describe a minimum of two (2) actual deployments, describing the planned and actual timeline the state agencies reached full acceptance and deployment of the asset management systems. Proposals must describe prior experience in migrating data from legacy PMS, MMS, and EMS software when performing a launch of a new system. Offerors must provide an organizational chart specific to the personnel assigned to accomplish the work called for in this RFP; illustrate the lines of authority; designate the experienced individuals responsible and accountable for the completion of each component and deliverable of the RFP. Offerors must provide a narrative description of the organization of the project team and a personnel roster that identifies each person who will actually work on the contract and provide the following information about each person listed: Page 5

92 RFP No. 2515H005 a. title, b. resume, including years of specific required relevant experience, education/professional training, similar projects completed, specific tasks performed, and accomplishments, c. location(s) where work will be performed, d. percentage of each person's time devoted to the project. Evidence of similar work submitted with proposals to support prior experience will be forwarded to the Procurement Evaluation Committee for evaluation. Offerors will be evaluated on their level of involvement and experience with; ITS technology, hosting and operating software systems related to traveler information for a public entity, software, database and web application integration and the three specific software types noted in Section Proposals will be evaluated using the criteria found in the attached Proposal Evaluation Form, Section Cost Proposal The cost proposal must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project and profit. Submit only one Cost Proposal in a separate, sealed envelope. Offerors must complete and submit the Cost Proposal Summary provided in the RFP. No changes or alterations to this Cost Proposal Summary are permitted. In addition to submission of the Cost Proposal Summary, offerors must provide a separate itemized list of all costs per task/deliverable to support their Cost Proposal Summary. Failure of the offeror to submit the Cost Proposal Summary with a separate itemized list of cost by task deliverable may cause the proposal to be considered non-responsive and rejected. Travel Expenses Reimbursed Cost proposals should not include contractor s travel expenses. All travel will be reimbursed. The State will reimburse the Contractor s actual travel expenses per the following criteria: Airfare is limited to coach fare Lodging Reimbursement for meals will not exceed $60.00 per day. Rental vehicles are limited to mid-size, make and model as opposed to premium options. Receipts must be provided with invoice for all travel expenses. All travel costs must be shown as separate line items on the invoice. Any travel must comply to the greatest possible extent with State of Alaska Travel policies contained in AAM 60 (PDF) located at the following website: Page 6

93 RFP No. 2515H Live On-Site Software Demonstrations Only the top three highest scoring offerors in Phase I of the evaluation will advance to conduct live and on-site software demonstrations. Demonstrations may not exceed eight (8) hours between 8:00 am and 5:00 pm and must be presented in person at the DOT&PF facilities located in Nome and Montana Creek (Milepost 80 on the Steese Hwy., north of Fairbanks), Alaska. The demonstrations will consist of performing the scenerios and testing further described in Attachment E. This Software Demonstration will not preclude the Offeror from submitting a required proposal. The Software Demonstration will only be conducted after the PEC has met and initially scored the written proposals received from the Offerors. During the final PEC meeting, up to one hundred (200) points will be available to award to each Offeror who is reasonably susceptible of being selected for award in Section 7.07 Software Demonstration. The State will not be responsible for any expenses related to the Offerors software demonstration. The software system demonstrated must be the same system offered in the proposal the Offeror submitted in response to this RFP. The Software Demonstration is a required part of the RFP Evaluation process. The Offerors failure to respond to the requirements of this Section will cause their proposal to be determined to be nonresponsive and rejected Evaluation Criteria All proposals will be reviewed to determine if they are responsive. They will then be evaluated in two (2) Phases using the criterion that is set out in this Section 6 and the Proposal Evaluation Form. Phase I consists of the criterion identified in Sections 7.01 through The top three (3) highest scoring offers in Phase I, deemed reasonably susceptible of being selected for award will advance to Phase II of the evaluation. Phase II evaluation consists of the Live On-Site Software Demonstrations identified in Section An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror. A proposal shall be evaluated to determine whether the offeror responds to the provisions, including goals and financial incentives, established in the request for proposals in order to eliminate and prevent discrimination in state contracting because of race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, or disability. Page 7

94 RFP No. 2515H005 ATTACHMENT E Live On-Site Software Demonstration Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23,

95 RFP No. 2515H005 Nome Exercise: Nome is not connected to the main road system but is accessible by Alaska Airlines and has State of Alaska Internet Services Day 1 You are the foreman of a four person crew in Nome, Alaska. Spring finally arrives in Nome and the weather has taken its toll on the main road though town. Ten new potholes need to be fixed on Seppala Drive from MP 0 to MP 1.0. Also in this area, a luminaire was knocked down by a driver last week and a new one needs to be installed. The driver was at fault in the accident so there is a risk management claim that will reimburse the state for our costs to install a new highway light. It is also the time to clean the streets and drainage systems which is normal maintenance at this time of year. You create a work order gather the crew, equipment and materials to cover these activities. Before you leave the station you tell your crew the work plan. A member of your crew states that on his way to work he saw two more potholes 1000 down the road outside this project location and suggests it be added to today s activities. You thank your crew and open your work order and add those two potholes to the work order at a new location. You then gather the additional material needed and head out for the day at 7:30 am. One of your crew gets sick at 10:00 am so you need to send him home and move a staff from another crew to fill in at 11:00 am. While you are out in the field you realize you need a larger bucket truck than the one you brought to replace the luminaire. You check EMS to see what equipment the department has available that can be used for this task. EMS shows the equipment that is available in the area. You do not think any of the equipment listed is adequate so you rent a larger bucket truck. While you are out you realize you need to replace the LED traffic signal lights farther down the road at MP 0.5. This work is part of a federally funded LED signal upgrade project. While you are there you decide to upgrade the pedestrian countdown timer that is part of another federally funded highway safety improvement project. Before you commit to doing this work, you need to check to see how many LEDs traffic signal lights and pedestrian counters you have in stock before you decide to add this work. It turns out you have 26 red, 26 yellow and 50 green and 8 pedestrian countdown timers. This was not on your work order so you need to add this either with a mobile device or when you return to the office. Two crew members need to be called in to work from 8:00 pm to 3:30 am to do this signal work outside of high traffic times in Nome. Lunch is taken from 11:00 pm to 11:30 pm. Day 2 Your boss pulled a report yesterday that showed the pending maintenance needed in your area and pulled a report this morning that shows work completed. She is notoriously frugal and instead of congratulating you on getting more things done with the rental bucket truck she wants to know how much a larger bucket truck from fleet would cost-you (instead of renting). You use EMS to find that information for her. You are in luck there isn t any similar equipment and your 2

96 RFP No. 2515H005 boss wants you to work with Equipment Fleet to buy the larger bucket truck. Demonstrate how that new piece of equipment and inventory of parts is entered into EMS. Activities Pothole Patching is state funded as preventative maintenance. Crew needed: # 2 operators Equipment needed: 1 pickup truck (V-25643) Plate compactor Materials needed: 1.5 yards cold mix asphalt Light Pole Repair-Risk Management Funded need to charge driver at fault Crew needed: 2 operators Equipment needed: 1 pickup truck, (V Rental bucket truck #1 rented for a week from a local vendor (name Potter Rental) Materials needed: 50 light pole, 5 mast arm, High sodium electroluminaire One piece of equipment needs to be rented for a week from a local vendor (name Potter Rental) plus the larger bucket truck needed for the highway light (luminaire) LED Traffic Signal replacement is federally funded. Crew 2 operators and electrician 1 pickup Truck (V Rental bucket truck 24 Yellow LED 24 Red LED 24 Green LED 8 pedestrian countdown signals 1) Create a work-order for the day s activities. Include the staff time, materials, and equipment needed for each activity. Demonstrate how to set up and use each new activity. 2) Demonstrate how each staff time is entered included lunch and breaks and sick time. Demonstrate what the employees timesheets will look like for the day (the rest of the days in the pay period will be blank) 3) Demonstrate how MMS calculates the equipment use cost by activity and by project. The activity should be divided up by human resources, materials and equipment. Demonstrate how it charges federal and state project codes. 4) Demonstrate how the system accounts for Department-owned as well as rented equipment. Department-owned equipment needs the EMS to compute actual costs for each individual piece of fleet equipment used on the activity 3

97 RFP No. 2515H005 5) Demonstrate how EMS calculates and stores the charge back rate for each piece of Department owned equipment. Charge Back Rate for each piece of equipment. These will be used to determine the State Equipment Fleet Overhead and Commodity Costs. Demonstrate how your system calculates and stores this rate. 6) Demonstrate how the EMS calculates the rates for each piece of equipment by showing how the system provides rental rate calculations window which uses annual costs and usage summaries by equipment class and calculates an average rate. Demonstrate how this ties in with individual equipment replacement and operating costs? 7) Demonstrate where the EMS calculates: Operating Rate; Replacement Rate; Replacement Fees; Allowed/Unallowed charge; Procurement/Disposal Fee; Asset Management Fee; Replacement Overhead; FUR Rate; Daily Rental Pool; Maintenance Costs; Billable Services; Capitalized Costs. This is used to determine the State Equipment Rate 8) Demonstrate how the system would fill out the FOREMAN S DAILY REPORT (Attachment G) and OPERATOR S DAILY ACTIVITY REPORT (Attachment E) and how these would look printed and a place for the operator/foreman to sign. 4

98 RFP No. 2515H005 Montana Creek Exercise: Station is 80 miles NW of Fairbanks on the road system and has satellite communications. Day 1 You are a foreman that received a pending maintenance report on the Steese Highway MP Show what that report would look like. The report states that you need to blade the gravel road from MP 90-MP 101 and add material as needed to create a ride able surface. You are also required to perform brush cutting along the road between MP to improve sight distance for drivers to see moose and other animals. Brush clearing for moose is eligible for reimbursement from highway safety improvement program-federal funding. You have also been requested to load and transfer 10 cubic yards of D-1 gravel from your material site (Montana Creek Pit #25-001) to Central Camp yard. Show how this order is created and tracked between locations. The brush cutting time is paid for by a federal highway safety project so these activities need to be tracked separately from the other work. You need to set up a work order for the week to perform the activities listed above. You need to do all this work in a week which will call for overtime since you only have two employees plus yourself. While you are out you see that a bridge rail has been hit and needs to be repaired. You check the inventory to see if you have a bridge transition and end treatment. You add this to a work order. This was a work order from the HQ Bridge inspection program last summer. While you are transferring the material, your vehicle is hit by an elderly couple in an RV. No one is hurt except for the vehicle. Work with Fleet to report the accident and the repairs needed to the vehicle. As the accident is being reported this equipment also has a recall on their braking system. EMS staff will show you how that work is completed, reported and paid for. This vehicle is old enough that an evaluation is needed whether it should be fixed or replaced. The EMS shows the repair or replacement scenario. It is decided that it will be repaired, so the equipment needs to be fueled up and placed back in service. Ocie Adam s calls and says that he is really busy and that the new resource allocation project has created a new station and you need a QA report card for your maintenance station. You ask Ocie to show you how he enters the new access road to the airport that construction just finished. You also ask Ocie to show you all the attributes that need to be collected and entered on the new segment as well as listing what snow removal priority this section will be. FHWA called and they want a report on how much was spent on preventative maintenance yesterday. Activities Blading and Grading is state funded maintenance. Crew needed: #3 Equipment needed: 1 grader (V-35789), 1 truck for pulling water tanker (truck V-35987, trailer V-32345), 1 truck for pulling belly dump trailer (truck V-36098, belly dump trailer 5

99 RFP No. 2515H005 V-23456). Loader V Materials needed: D-1 gravel will be used for the road & for hauling to Central camp 3-hr job Brushcutting is federally funded via HSIP Crew needed: #1 Equipment needed: V loader with brush sidearm cutter attachment #10234 Bridge transition Crew needed: #2 Equipment needed: Pickup Truck V35923) Materials needed: Bridge Transition hardware1 transition guardrail section, bolts & tools. 4hr job. Transferring Material Crew needed: #1 Equipment needed: 1 truck for pulling belly dump trailer (truck V-36098, belly dump trailer V-23456). 1) Create a work-order for the day s activities. Include the staff time, materials, and equipment needed for each activity. Demonstrate how to set up and use each new a activity. 2) Demonstrate how each staff time is entered included lunch and breaks. Demonstrate what the employees timesheets will look for the day (the rest of the days in the pay period will be blank) 3) Demonstrate how MMS calculates the equipment use cost by activity and by project. The activity should be divided up by human resources, materials and equipment. Demonstrate how it charges federal and state project codes. 4) Demonstrate how the system accounts for Department-owned as well as rented equipment. Department-owned equipment needs the EMS to compute actual costs for each individual piece of fleet equipment used on the activity 5) Demonstrate how EMS calculates and stores the charge back rate for each piece of Department owned equipment. Charge Back Rate for each piece of equipment. These will be used to determine the State Equipment Fleet Overhead and Commodity Costs. Demonstrate how your system calculates and stores this rate. 6) Demonstrate how the EMS calculates the rates for each piece of equipment by showing how the system provides rental rate calculations window which uses annual costs and usage summaries by equipment class and calculates an average rate. Demonstrate how this ties in with individual equipment replacement and operating costs? 6

100 RFP No. 2515H005 7) Demonstrate where the EMS calculates: Operating Rate; Replacement Rate; Replacement Fees; Allowed/Unallowed charges; Procurement/Disposal Fee; Asset Management Fee; Replacement Overhead; FUR Rate; Daily Rental Pool; Maintenance Costs; Billable Services; Capitalized Costs. This is used to determine the State E quipment 8) Demonstrate how the system would fill out the FOREMAN S DAILY REPORT (Attachment G) and OPERATOR S DAILY ACTIVITY REPORT (Attachment E) and who these would look printed and a place for the operator/foreman to sign. 9) Demonstrate where the mechanic can find recall information before he performs work on an asset in EMS. 10) Demonstrate where and how parts can be entered into a work order without being put into inventory first in EMS. 11) Demonstrate how EMS displays amortization, accumulated work order cost by type and meter readings for possible replacement scenarios. 12) Demonstrate where fuel credit card transactions are stored in EMS and how they will be billed out to the using agencies. 13) Demonstrate how accidents are recorded in EMS and subsequent repairs/costs accounted for. Complete System Checks at Each Demo: Perform the following system checks during each demo and provide a detailed report which clearly displays all metrics collected for analysis. If the results are represented in graph format, it must include the tabular data used to create the graphical representation. 1) Provide a tool and capture latency statistics in milliseconds at an interval of no less than one measurement every 15 seconds for a duration of no less than thirty minutes to the server location where the demonstration is taking place. 2) Provide a tool and capture packet loss statistics, including the number and percentage of packets dropped, for the demonstration period. 3) Provide a tool and capture the network path, including the hop count and response time of all routers along the route, from the client at the demonstration site to the server where the system is being hosted. 7

101 RFP No. 2515H005 4) Provide a tool and perform at least one file upload of at least 50 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place. 5) Provide a tool and perform at least one file download of at least 100 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place. 8

102 ATTACHMENT F RFP No. 2515H005 ROAD/MP Alaska Department of Transportation and Puplic Facilities Northern Region, Maintenance & Operations Operator's Activity Report Name: Employee No: Date: Shift: Days Swing Nights Holiday Leave Activity Code WG HRS Code Equip# Begin Mile/Hr S M T W T F S End Mile /Hr Total Mile/Hr Remarks: Material Placement Road Name Begin MP End MP Material Type Quantity Source EMPLOYEE SIGNATURE:

103

104

105 RFP No. 2515H005 ATTACHMENT H Section Eight Attachments Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1

106 RFP No. 2515H SECTION EIGHT 2. ATTACHMENTS 8.01 Attachments 1. Standard Agreement Form 2. Appendix A 3. Federal Aid Contract Provisions 4. Appendix B1 5. Notice of Intent to Award 6. Attachment 1 Concept of Operations (ConOps) - Amended 7. Attachment 2 System Requirements (Mandatory Return) - Amended 8. Attachment 3 State of Alaska IT Standards 9. Attachment 4 Proposed Solution Verification (Mandatory Return) 10. Attachment A Glossary of Terms 11. Attachment B RFP Section Four Background Information - Amended 12. Attachment C RFP Section Five Scope of Work, Task 6 - Amended 13. Attachment D RFP Section Six Proposal Format and Content - Amended 14. Attachment E Live On-Site Software Demonstration 15. Attachment F Operator Activity Report 16. Attachment G Foreman Daily Report 17. Attachment H RFP Section Eight Attachments Amended 18. Attachment I RFP Proposal Evaluation Form - Amended 19. Attachment J RFP Cost Proposal Summary Amended 20. Attachment K Checklist - Amended Page 2

107 RFP No. 2515H005 ATTACHMENT I Section Seven Proposal Evaluation Form Alaska Department of Transportation and Public Facilities (DOT&PF) Transportation Asset Management Systems (TAMS): Pavement Management System (PMS) Maintenance Management System (MMS) Equipment Management System (EMS) April 23, 2015 Page 1

108 RFP No. 2515H005 SECTION SEVEN PROPOSAL EVALUATION FORM All proposals will be reviewed for responsiveness and then evaluated using the criteria set out herein. Person or Firm Name Name of Proposal Evaluation (PEC) Member Date of Review RFP Number 2515H005 EVALUATION CRITERIA AND SCORING THE TOTAL NUMBER OF POINTS USED TO SCORE THIS PROPOSAL IS 1000 PHASE I 7.01 Understanding of the Project 5 Percent Maximum Point Value for this Section - 50 Points 1000 Points x 5 Percent = 50 Points Proposals will be evaluated against the questions set out below. [a] How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project? EVALUATOR'S NOTES [b] How well has the offeror demonstrated an understanding of the Tasks required to complete this project? EVALUATOR'S NOTES Page 2

109 RFP No. 2515H005 [c] How well does the product proposed describe a system that would be comprehensive enough to meet DOT&PF PMS, MMS, and EMS needs? EVALUATOR'S NOTES EVALUATOR'S POINT TOTAL FOR Management Plan for the Project 5 Percent Maximum Point Value for this Section 50 Points 1000 Points x 5 Percent = 50 Points Proposals will be evaluated against the questions set out below. [a] How well does the Management Plan include comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the project deadline including all tasks and deliverables? EVALUATOR'S NOTES [b] How well does the management plan include the proposed project manager and team members, roles and responsibilities, experience, commitment to project and availability? EVALUATOR'S NOTES [c] How well does the management plan describe or layout the Project Team s approach to project management, communications, schedule adherence, potential problems? EVALUATOR'S NOTES [d] What is the quality and clarity of the GANTT Chart to show the key Milestones, timeline including start and completion dates and the critical path? EVALUATOR'S NOTES Page 3

110 RFP No. 2515H005 EVALUATOR'S POINT TOTAL FOR Proposed Solution and the Ability to Meet Requirements 35 Percent Maximum Point Value for this Section 350 Points 1000 Points x 35 Percent = 350 Points Proposals will be evaluated against the questions set out below. [a] Does the narrative describing the system overview and the team members responsible for the system completion describe a system and approach that you believe would lead to a successful deployment of the proposed system(s)? EVALUATOR'S NOTES [b] To what extent do the key functionalities and features (as described by the offeror) address the needs of DOT&PF? EVALUATOR'S NOTES [c] To what extent do you feel the ownership details and software rights (as proposed by the offeror) are acceptable to DOT&PF and represent a good situation for DOT&PF? EVALUATOR'S NOTES [d] To what extent are the assumptions and requirements regarding the role of DOT&PF acceptable by DOT&PF and represent a role that DOT&PF is equipped and willing to perform? EVALUATOR'S NOTES Page 4

111 RFP No. 2515H005 [e] To what extent does the narrative describing the history of the products used by other states for similar applications provide evidence that the products will be successful if deployed by DOT&PF? How well did they describe their experience using ESRI Road and Highways? How well did they describe their experience in migrating legacy EMS data with each PMS, MMS and EMS systems? EVALUATOR'S NOTES [f] Based on the advantages and disadvantages described for the proposed product, to what extent do the advantages outweigh the disadvantages? EVALUATOR'S NOTES [g] To what extent has the offeror provided details for any requirements that they have indicated as either: Understand and Suggest an Alternate Requirement or Cannot Deliver Requirement that indicate the proposed system(s) would meet the needs of DOT&PF? EVALUATOR'S NOTES [h] To what extent does the Offeror describe current procedures used to provide support to customers using the proposed system(s)? EVALUATOR'S NOTES [i] To what extent does the Offeror describe their experience with bandwith challenges and accommodation needed for off (SOA) network use? EVALUATOR'S NOTES [j] How well did the Offeror describe the PMS system, specifically where the decision trees are placed, how the structural data and HPMS data field are uploaded? EVALUATOR'S NOTES [k] How well did the Offeror respond to the System Requirements in Attachment 2? Page 5

112 RFP No. 2515H005 EVALUATOR'S NOTES [l] How well did the Offeror fully describe their approach for vendor provided hosting and respond to the questions in Attachment 4? EVALUATOR'S NOTES EVALUATOR'S POINT TOTAL FOR Experience & Qualifications 5 Percent Maximum Point Value for this Section - 50 Points 1000 Points x 5 Percent = 50 Points Proposals will be evaluated against the questions set out below. This section - Maximum Point Value 25 Points [a] To what extent does the description of the products and processes to install and implement similar systems closely match the system that is needed by DOT&PF? EVALUATOR'S NOTES [b] Based on the offeror s description of the other products and processes in at least two states, to what extent do you feel the offeror is prepared to perform the deployment, implementation, and operations required for this system? EVALUATOR'S NOTES Reference Questions This section - Maximum Point Value 25 Points Proposals will be evaluated on a series of identical questions posed to the Offeror s references (RFP, #2). EVALUATOR'S POINT TOTAL FOR 7.04 Page 6

113 RFP No. 2515H005 BELOW TO BE COMPLETED BY THE PROCUREMENT OFFICER *************************************************************** 7.06 Contract Cost 30 Percent Maximum Point Value for this Section - 30 Points 100 Points x 30 Percent = 30 Points Overall, a minimum of 30 percent of the total evaluation points will be assigned to cost. Converting Cost to Points The lowest cost proposal will receive the maximum number of points allocated to cost. The point allocations for cost on the other proposals will be determined through the method set out in Section EVALUATOR'S POINT TOTAL FOR 7.06 EVALUATOR'S COMBINED POINT TOTAL FOR PHASE I: Page 7

114 RFP No. 2515H005 SECTION SEVEN PROPOSAL EVALUATION FORM PHASE II 7.07 Live and On-Site Software Demonstrations 20 Percent Maximum Point Value for this Section Points 1000 points x 20 Percent = 200 Points Live and on-site software demonstrations will be evaluated against the questions set out below. Montana Creek Demonstration [a] How well did the Offeror create a work order for the day s activities that included staff time, materials and equipment needed for each activity? How well was the system able to add and use each activity? EVALUATOR'S NOTES [b] Was the Offeror able to produce a timesheets with lunch and breaks properly entered? EVALUATOR'S NOTES [c] How well did the Offeror demonstrate how MMS calculates the equipment use cost by activity and by activity and was it divided up by human resources, materials and equipment? EVALUATOR'S NOTES [d] How well did the Offeror demonstrate how the system accounts for Department-owned as well as rented equipment. Did the Offeror show how it uses EMS to compute the costs in MMS for each piece of fleet equipment used on the activity? EVALUATOR'S NOTES Page 8

115 RFP No. 2515H005 [e] How well did the Offeror demonstrate where the EMS calculates and stores: Operating and Replacement Rates by individual asset; special fees, either by percentage or flat charges including the following: Replacement Fees; Allowed/Unallowed reimbursement rates; Procurement/Disposal Fee; Asset Management Fee; Replacement Overhead; FUR Rate; Daily Rental Pool; Maintenance Costs; Billable Services; Capitalized Costs? EVALUATOR'S NOTES [f] How well did the Offeror demonstrate how the EMS will bill back the operating and replacement rates, or combination thereof to include associated fees-including accidents? EVALUATOR'S NOTES [g] How well did the Offeror demonstrate how the system fills out the FOREMAN S DAILY REPORT and OPERATOR S DAILY ACTIVITY REPORT and how did they look printed and was there a place for someone to sign? EVALUATOR'S NOTES [h] How well did the Offeror demonstrate where the mechanic can find recall information before he performs work on an asset in EMS? EVALUATOR'S NOTES [i] How well did the Offeror demonstrate where and how parts can be entered into a work order without being put into inventory first in EMS? EVALUATOR'S NOTES Page 9

116 RFP No. 2515H005 [j] How well did the Offeror demonstrate how EMS displays amortization, accumulated work order cost by type and meter readings for possible replacement scenarios? EVALUATOR'S NOTES [k] How well did the Offeror demonstrate where fuel credit card transactions are stored in EMS and how they will be billed out to the using agencies? EVALUATOR'S NOTES [l] How well did the Offeror demonstrate how accidents are recorded in EMS and subsequent repairs/costs accounted for? EVALUATOR'S NOTES Montana Creek Demonstration System Checks [m] Did the Offeror perform the following system checks during each demo and did they provide a detailed report which clearly displays all metrics collected for analysis? If the results are represented in graph format, it must include the tabular data used to create the graphical representation. EVALUATOR'S NOTES Page 10

117 RFP No. 2515H005 1) Latency statistics in milliseconds at an interval of no less than one measurement every 15 seconds for a duration of no less than thirty minutes to the server location where the demonstration is taking place. 2) Packet loss statistics, including the number and percentage of packets dropped, for the demonstration period. 3) The network path, including the hop count and response time of all routers along the route, from the client at the demonstration site to the server where the system is being hosted. 4) Perform at least one file upload of at least 50 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place. 5) Perform at least one file download of at least 100 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place Page 11

118 RFP No. 2515H005 Nome Demonstration [n] How well did the Offeror create a work-order for the day s activities that included staff time, materials and equipment needed for each activity? How well did the system add and use each new activity? EVALUATOR'S NOTES [o] How well did the offeror produce timesheets with lunch and breaks properly entered? EVALUATOR'S NOTES [p] How well did the Offeror demonstrate how MMS calculates the equipment use cost by activity and by activity and was it divided up by human resources, materials and equipment? EVALUATOR'S NOTES [q] How well did the Offeror demonstrate how the system accounts for Department-owned as well as rented equipment? Did the offeror demonstrate how it uses EMS to compute the costs in MMS for each piece of fleet equipment used on the activity? EVALUATOR'S NOTES [r] How well did the Offeror demonstrate where the EMS calculates and stores: Operating and Replacement Rates by individual asset; special fees, either by percentage or flat charges including the following: Replacement Fees; Allowed/Unallowed reimbursement rates; Procurement/Disposal Fee; Asset Management Fee; Replacement Overhead; FUR Rate; Daily Rental Pool; Maintenance Costs; Billable Services; Capitalized Costs? EVALUATOR'S NOTES Page 12

119 RFP No. 2515H005 [s] How well did the Offeror demonstrate how the EMS will bill back the operating and replacement rates, or combination thereof to include associated fees-including accidents? EVALUATOR'S NOTES [t] How well did the Offeror demonstrate how the system completes the FOREMAN S DAILY REPORT and OPERATOR S DAILY ACTIVITY REPORT and how did they look when printed and was there a place for signature? EVALUATOR'S NOTES Nome Demonstration System Checks [u] How well did the Offeror perform the following system checks during each demo and did they provide a detailed report which clearly displays all metrics collected for analysis. If the results are represented in graph format, it must include the tabular data used to create the graphical representation? EVALUATOR'S NOTES 1) Latency statistics in milliseconds at an interval of no less than one measurement every 15 seconds for a duration of no less than thirty minutes to the server location where the demonstration is taking place. 2) Packet loss statistics, including the number and percentage of packets dropped, for the demonstration period. Page 13

120 RFP No. 2515H005 3) The network path, including the hop count and response time of all routers along the route, from the client at the demonstration site to the server where the system is being hosted. 4) Perform at least one file upload of at least 50 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place. 5) Perform at least one file download of at least 100 Megabytes using a tool that captures data throughput and amount transferred at an interval of no less than one measurement every 15 seconds to the server location where the demonstration is taking place EVALUATOR'S POINT TOTAL FOR PHASE II: Point Total Summary: Evaluator s Combined Point Total for PHASE I: Evaluator s Point Total for PHASE II: + Evaluator s Combined Point Total for PHASES I & II: = Page 14

121

122

123

124

125

126

127

128

129

130