2. Attachment 1 IIMS Performance Work Statement-Final.docx

PERFORMANCE WORK STATEMENT (PWS)

Integrated Inspection Management System (IIMS) Table of Contents

1 General

This is a non-personal service contract to provide Integrated Inspection Management System (IIMS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the Integrated Inspection Management System (IIMS) as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2 Background

The Federal Motor Carrier Safety Administration (FMCSA) places safety as its highest priority. FMCSA has established a strategic framework that helps meet its mission of saving lives and making America's roads safer by providing more efficient access to safety information by Federal and State safety professionals and developing new tools for enhancing the enforcement processes. This strategic framework is shaped by four core principles:

· Conduct comprehensive checks for motor carriers entering the commercial motor vehicle (CMV) carrier industry;

· Maintain high safety standards for motor carriers to remain in the industry;

· Remove high-risk carriers, drivers and service providers from operation; and

· Collect and analyze data to allow continuous improvement in service delivery.

Enacted on December 4, 2015, the Fixing America’s Surface Transportation (FAST) Act requires FMCSA to implement a solution to the technology and automation limitations of the current inspection system. Section 5224 (Data Improvement) of the FAST Act requires that the FMCS:

· Develop functional specifications to ensure the consistent and accurate input of data into systems and databases relating to the Compliance, Safety, and Accountability (CSA) program;

· Develop functional specifications that shall provide business logic functionality of roadside inspection data collection systems and databases. System to be designed that intuitively allows/disallows an inspector to use certain options.

· Take into account FAST Act – Section 5513 Report on Design and Implementation of Wireless Roadside Inspection Systems regarding increased efficiency roadside, greater focus of resources on potential violators, decreased inspection times, and increasing the number of roadside inspections.

The Integrated Inspection Management System (IIMS) is the new roadside inspection system. It is FMCSA’s new information technology (IT) initiative aimed at addressing the data system actions outlined in the FAST Act and alleviating the limitations of the existing suite of inspection tools and systems. The IIMS will also enable FMCSA and its State partners to more efficiently utilize existing enforcement resources, thus achieving the greatest safety benefit through easier identification of high risk carriers, drivers, and unsafe vehicles.

The IIMS will be utilized to inspect and regulate an industry of over 500,000 motor carrier companies with over 11 million trucks or buses, and approximately 5.6 million licensed commercial drivers. The modernized inspection toolset will be utilized by approximately 1,200 Federal employees, and 13,000 Motor Carrier Safety Assistance Program (MCSAP) grant-leveraged State partners for ensuring that compliance with the Federal Motor Carrier Safety Regulations (FMCSR) and Hazardous Materials Regulations (HMR).

1.3 Objectives

The purpose of the IIMS is to modernize FMCSA’s inspection processes and inspection data management systems through the development of a new roadside inspection system. Through IIMS, FMCSA seeks to develop an inspection system that is safety focused,capable of integrating modern techniques and technologies, and meets the needs of the FMCSA, its State partners and stakeholders.

The IIMS will enable FMCSA and law enforcement agencies to more efficiently perform safety inspections and to more effectively transfer inspection results into state and national data systems. Through the modernization of the inspection capabilities, IIMS will increase the efficiency and effectiveness of enforcement resources utilized by FMCSA and its State partners. IIMS’s design and implementation will allow for easier identification of high risk carriers, drivers, and unsafe vehicles, and substantial safety benefits will be realized.

The contractor’s principle responsibility will be to provide a Commercial Off-The-Shelf (COTS) Software solution selectively customized to meet FMCSA’s needs, testing, on-site support during “go live” phase, post implementation telephone technical support and troubleshooting, and functional updates.

1.4 Scope

The Contractor shall be responsible for providing a COTS software solution for data collection, records management, data reporting and data upload purposes to support between the following anticipated user volume subject to increased capacity:

· Base year: up to 2,400 users

· Option year 1: up to 9,000 total users

· Option years 2 through 4: up to 14,000 total users Data from IIMS will be transmitted to FMCSA’s data repository. Prior to deployment, the contractor will coordinate user acceptance testing with FMCSA. The COTS product solution must meet all characteristics defined in this section.

FMCSA will purchase/lease base COTS software from vendor at no cost to state partners. Individual state specific development/modification requests are out of scope under this PWS and are to be handled separately at the expense of the state partner.

The contractor shall conduct all work under the requirements specified in this contract and perform work assignments within the performance work statement (PWS).

The basic system will allow the conduction of an appropriate level of commercial vehicle safety inspection based on the FMCSA’s North American Standard (NAS); the documentation of violation(s); transmission of inspection results to FMCSA (and motor carrier(s) as required); and necessary business logic/functionality to ensure accurate identification and selection of the operator, motor carrier, violation(s), out-of-service status and other aspects necessary for the completion and recording of a NAS inspection.

Additional “add-ons” that State partners may want to be included in the base software may include (but are not limited to):

· automatic population of data obtained from the systems mentioned above NOT included in the base system.

· incorporation of State-based violations and/or cross-refencing of Federal violations with equivalent State-based violation references;

· incorporation of data obtained from electronic logging devices (ELDs) and/or FMCSA’s electronic record of duty status (eRODS) system

· incorporation of information from the Drug and Alcohol Clearing House (as appropriate);

· integration with inspection selection systems

· integration with Commercial Vehicle Information Exchange Window (CVIEW) and/or Innovative Technology Deployment Systems (ITD)

· other functionality that the vendor proposes that could enhance the usability, functionality and time efficiency of commercial vehicle inspections.

· NOTE: a separate cost estimate per functional add-on must be provided by the vendor.

The general requirements of the software include:

· The product shall provide the user with a graphical user interface (GUI) display in and operate in Microsoft Windows, Android, and iOS operating environments.

· Automatic and concurrent single log-on to FMCSA systems, CDLIS, NLETS, and other national/state databases as appropriate;

· The product shall provide a relational database, as appropriate

· The Contractor is responsible for the successful installation of this product.

· FMCSA and the Contractor shall hold a kickoff meeting within five business days after the award of the contract to discuss contract requirements, project plan, performance, IT Security, Privacy, data handling and deliverables.

· Any upgrades, enhancements, or patches to the base COTS software shall be included in the IIMS product.

1.5 General Information

1.5.1 Quality Control

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of software defects . The contractor’s quality control program is the means by which they assure work complies with the requirements of the contract. The Quality Control Plan (QCP) is to be delivered, with the contractor’s proposal, copies of a comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5.2 Quality Assurance

The Contractor shall design QA mechanisms to produce improved services at lower risk by ensuring that:

• The project establishes standards, guidelines, and procedures that are aligned to the Quality Control Plan (QCP) for the development process

• Members of the Contractor team follow these established standards, guidelines, and procedures

• All work products and related documentation comply with the corresponding PWS or other requirements document throughout the development cycle

• Problem areas are identified early

• Potential problem areas are given greater visibility

The QA mechanisms selected by the Contractor shall be integrated into a broader framework for managing the delivery of IT Services within the FMCSA. The broader framework shall be along the lines of the best practices as identified in the IT Infrastructure Library (ITIL), the goal of which is to maintain close alignment of FMCSA's IT and business customers.

The techniques, procedures, and methodologies associated with FMCSA Quality Assurance Plan shall borrow best practices from the following industry standards bodies such as CMMI Level III, ISO 9001, ISO 20000, IEEE730198, ITIL and TQM.

1.5.3 Recognized Holidays

1.5.4 Hours of Operation

Provide software support for all federal and state authorized IIMS users during typical working hours of 8:00 a.m. – 8:00 p.m. eastern time Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings as required within this PWS. Additionally, the contractor shall provide emergency software support to fulfill the requirements within the PWS to have an IT lead developer available/on-call 24 hours a day, 7 days a week (24x7). Otherwise, the Contractor shall be responsible for managing work hours of its employees, provided they are available when necessary to interact with Government employees.

1.5.5 Travel

If needed, travel cost shall be included as an Other Direct Cost (ODC) in the Contractor’s resource estimate.

1.5.6 Type of Contract

The government will award a Firm Fixed Priced contract.

1.5.7 Security Requirements:

Work performed under this contract shall involve access to sensitive information which shall not be disclosed by the contractor unless authorized by the Contracting Officer. To protect sensitive information, the contractor shall provide training to any contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization. Contractor employees found by the Government to be unsuitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the contract when requested by the Contracting Officer.

Except when authorized by FMCSA, the contractor shall not disclose sensitive information such as policy or rulemaking development or evaluation information. In a case where the contractor is authorized by FMCSA to disclose policy or rulemaking development or evaluation information, the contractor shall ask the requestor to complete and sign a Non-Disclosure Agreement (NDA).

The contractor shall ensure the contractor employees: (1) are citizens of the United States of America or aliens who have been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by U.S. Citizenship and Immigration Services documentation; and (2) have background investigations in accordance with DOT Order 1630.2B, Personnel Security Management; (3) complete and submit a SF-85P, Questionnaire for Public Trust Position, within 10 business days of starting work on this contract (because employees on this contract shall have access to Government facilities and/or sensitive information, including proprietary data and/or resources). If any given contractor employee does not complete the form within the 10 business days, he/she shall not be permitted to work on this contract. The contractor shall immediately notify the contracting officer when an employee terminates employment that has access to DOT information systems or data.

Sensitive information is proprietary data or other information that, if subject to unauthorized access, modifications, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or policy under an Executive Order or Act of Congress.

Contractor is responsible for remediation of system vulnerability in accordance with DOT and FMCSA Security policies. Contractor shall ensure all staff complete the required security and privacy training, keep track of training records, and renew training annually, and its corresponding access privilege.

DOT PIV Cards shall be required for those Contractors who have elevated rights in the DOT network.

1.5.7.1 Cybersecurity:

Under this task, the Contractor will provide support and documentation to FMCSA in accordance with the attached FMCSA IT Security and Policy Requirements (See attached FMCSA IT Security and Privacy in Appendix 5).

1.5.7.2 Security Incident Reporting

In an event of a security incident, the contractor shall provide updates to System Owner and FMCSA IT Security within requested timeframe. Timeframe for updates and remediation varies depending on incident risk level per assignment from FMCSA.

1.5.7.3 Personnel Security

Work performed under this contract shall involve access to sensitive information which shall not be disclosed by the contractor unless authorized by the Contracting Officer. To protect sensitive information, the contractor shall provide training to any contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization. Contractor employees found by the Government to be unsuitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the contract when requested by the Contracting Officer. No Contractor employee is authorized to work on contract until cleared and adjudicated by the FMCSA Security Office.

Sensitive information is proprietary data or other information that, if subject to unauthorized access, modifications, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or policy under an Executive Order or Act of Congress.

Contractor is responsible for remediation of system vulnerability in accordance with DOT and FMCSA Security policies. Contractor shall ensure all staff complete the required security and privacy training, keep track of training records, and renew training annually, and its corresponding access privilege.

1.5.8 Post Award Conference/Periodic Progress Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At the meetings the COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.5.9 Key Personnel

1.5.9.1 Project Manager

The project manager must be a certified Project Management Professional through an accredited organization and have 10+ years IT project management experience. The Project Manager is the primary point of contact between the Government and the Contractor. The Project Manager is responsible for the timely and quality delivery of all items contained within this PWS. The Contractor shall provide a competent backup for the Project Manager in the event of a temporary absence and a competent replacement for the Project Manager in the event of an extended absence (more than two weeks or other time as agreed between the parties).

The Project Manager must have a background that substantiates that he or she has:

· Educational/acceditation attainment that is appropriate for delivering and managing the type of technical work described in the PWS, both in size and scope.

· Mature experience in IT management.

· Sufficient experience to be conversant in and have a working knowledge of each of the technical objectives of the PWS. The Project Manager’s experience must demonstrate that he or she can understand all aspects of the work, with the ability to lead the team to deliver successfully.

· Any required and appropriate security or suitability clearances and will coordinate any required security or suitability clearances for the vendor team.

1.5.9.2 IT Lead Developer

The Contractor’s IT Lead Developer shall be responsible for the delivery, operations, and maintenance of technical software support performed on the contract. The Contractor’s IT Lead Developer must be available to coordinate with Government representatives on a daily basis if required and available to manage urgent fixes. The Contractor shall provide the IT Lead Developer who is specified in their proposal for a minimum of the initial period of performance of the contract, unless otherwise agreed between the parties. The Contractor shall provide a competent backup for the IT Lead Developer in the event of a temporary absence and a competent replacement for the IT Lead Developer in the event of an extended absence (more than two weeks or other time as agreed between the parties).

The IT Lead Developer and alternate(s) must be able to communicate clearly with the government team and its technical representatives.

The IT Lead Developer must have a background that substantiates that he or she has:

· Educational attainment that is appropriate for delivering and managing the type of technical work described in the PWS, both in size and scope.

· Mature experience in IT development.

· Sufficient experience to be conversant in and have a working knowledge of each of the technical objectives of the PWS. The technical lead’s experience must demonstrate that he or she can understand all aspects of the work, with the ability to lead the team to deliver successfully.

· Any required and appropriate security or suitability clearances.

· Ability to work in an agile environment.

1.5.10 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.5.11 Contractor Travel

Local commuting expenses are not eligible for reimbursement.

All travel outside of the local commuting area will be in accordance with the Federal Acquisition Regulations. The contractor will notify FMCSA of proposed travel to support the work under this contract prior to the commencement of travel. All travel requires Government approval/authorization and notification to the COR. The contractor shall be reimbursed for actual, allowable, allocable, and reasonable travel costs incurred during the performance of this contract in accordance with the Federal Travel Regulations, as applicable in effect on the date of travel.

1.5.12 Other Direct Costs

This category includes travel and materials reproduction, and shipping expenses associated with training activities. It could also entail the renting of suitable training venues.

1.5.13 Data Rights

The Government will retain unlimited rights to all intellectual property and technical data produced in the course of developing, deploying, training, using and supporting FMCSA or other Federal agencies under this contract. All modifications to Government Off-The-Shelf (GOTS) or COTS software, hardware, or source code will be the sole property of the Government. Furthermore, the Government will retain rights to all of the data contained in the systems that are in scope for this PWS, whether in electronic format or otherwise.

Except as noted above, all software and data rights developed or provided under this PWS, including any previously proprietary or commercial off the shelf software, will be provided to the Government, for any intended use by the Government.

The Government will not authorize the Contractor to assert Copyright in data first produced in the performance of this contract.

The use of IIMS data by the contractor for any purposes not covered within this performance work statement is prohibited without written permission of FMCSA.

1.5.14 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.15 Phase In and Out Period

The Phase-in period shall consist of the first 30 days of the contract period. During this time, the contractor shall participate in post-award activities for the purposes of making introductions, coordinating security requirements, discussing schedules, prioritizing PWS requirements, and finalizing any initial deliverables required. At the conclusion of the contract, the functions performed under this contract may convert to an In-house Government operation or may be awarded through another contract. The Contractor shall have all necessary personnel onboard during the 15-business day phase out period as to ensure successful transition.

1.5.16 Access to FMCSA Applications/Data:

The Government will provide access to non-production and production data from FMCSA applications to fulfill this performance work statement. Applications include and are not limited to: CDLIS, ISS, QC, MCMIS, L&I, PIQ, and SAFER or other systems determined by FMCSA.

1.6.17 Contractor Furnished Items and Responsibilities

The Contractor shall furnish all supplies, materials, equipment, facilities and services required to perform work under this contract.

2 Specific Tasks:

2.1 Basic Services.

The contractor shall provide services for a COTS software solution, project management, user training, selective build of database, selective customization of COTS software solution, support during “go live”, post implementation phone technical support and troubleshooting, functional updates,user access model and pricing of the following subject to increased capacity:

· Base year: up to 2,400 users

· Option year 1: up to 9,000 total users

· Option years 2 through 4: up to 14,000 total users

The tasks under this contract are:

· Project management

· COTS system implementation and customization

· Testing

· Training

· Help Desk

· Operations and Maintenance

· Transition

2.2 Tasks

2.2.1 Project Management

Project management is a key component of the requirements of this PWS. As such, the contractor shall provide qualified personnel, non-government systems, and tools to ensure completion of the project and ensure the tasks are completed efficiently, within scope and budget, on-time, and in compliance with the requirements of the contract and PWS.

The project manager (PM) shall identify the resources to be allocated and develop a project plan and schedule to meet the deadlines for all requested deliverables. The PM will submit the project plan to FMCSA for review and approval. At a minimum, the project plan must include specific milestones.

The PM shall document all support requirements in a Project Management Plan (PMP). The PMP shall describe the proposed management approach. The PMP shall include milestones, tasks, and subtasks required in this PWS and projected dates for completion. The PMP shall provide for an overall Work Breakdown Structure (WBS) and associated responsibilities. The PMP shall include the contractor’s Quality Control Plan (QCP).

The PM will be required to update the project plan bi-weekly and to notify the FMCSA Contracting Officer or Contracting Officer Representative of any issues which may cause delays in implementation, and to provide recommendations or solutions to resolve issues.

The PM will be responsible for managing to the project plan to ensure successful development and implementation of the IIMS. The draft project plan shall be included in the proposal.

2.2.2 COTS System Implementation and Customization

The contractor will select and customize COTS product to be integrated into federal and state systems. Additional functional/scope only to be provided by FMCSA. Any state requested customization is out-of-scope and separate from this Performance Work Statement. All data contained in the IIMS shall be maintained in a cloud-based environment. The IIMS must be accessible through multiple mediums, including mobile browsers and/or mobile applications.

The IIMS must be able to meet all Federal performance, and security and data requirements due to the personally identifiable information and driver-sensitive information. The data will be subject to Privacy Act requirements. The security and data requirements can be found in APPENDIX 7.

The contractor will develop a COTS product integration plan for the IIMS per FMCSA’s business and systems requirements document. The COTS product integration plan must include a back-up system to prevent system blackouts or crashes. In addition, the IIMS must be able to be modified, including table based data fields, to accommodate new regulatory or programmatic requirements. The IIMS needs to be expandable/scalable to support current, emerging, and future technologies, other functions and storage needs of users.

COTS product documentation shall include at a minimum table based data elements, table and file structure, and workflow processes. The contractor should follow data standards as established in the National Information Exchange Model (NIEM) and approved by FMCSA. Data modeling to be built and managed within FMCSA’s parameters.

Prior to the start of integration, the contractor shall conduct a COTS customization and integration review with FMCSA.

The contractor will customize and integrate the IIMS using the FMCSA approved business requirement, and design; including but not limited to current and proposed Smart Logic, and data quality edits.

Development, Testing, and integration tests must occur in the FMCSA development, test, and staging environments respectively.

2.2.3 Importing Data - IIMS and SAFER

IIMS must have the ability to provide authenticated access to real time data and ability to query multiple sources once authenticated, such as MCMIS and CDLIS.

· US Department of Transportation (DOT) Number

· Motor Carrier (MC/MX) Number

· Motor Carrier Legal Name

· Motor Carrier Doing Business As (DBA) Name

· Entity Type

· Physical Address – street, city, state, zip address

· Mailing Address – street, city, state, zip

· Country of Domicile

· Phone number

· Carrier Status (Status of USDOT #)

· Operating Authority Status

· Out-of-Service (OOS) Orders

· Inspection Value and Reason

· Motor Carrier Safety Improvement Process (MCSIP) step

· Vehicle Inspection Count for Past 30 Months

· Driver Inspection Count for Past 30 Months

· Hazardous Materials (HM) Inspection Count for Past 30 Months

· Total Inspection Count for Past 30 Months

· OOS Totals

· Number of Inspections with OOS Drivers (Used to calculate Driver OOS Rate)

· Number of Inspections with OOS Vehicles (Used to calculate Vehicle OOS Rate)

· Number of inspections with OOS for Hazardous Material violations

· Inspections per Power Unit (Calculated field)

· Inspections per Driver (Calculated field)

· Number of Power Units

· Number of Drivers

· Interstate Identifier

· Safety Rating

· Rating Date

· Unsafe Driving (Behavioral Analysis Improvement Categories (BASICs) status, on-road performance, and Investigation fields)

· Hours of Service (HOS) Compliance (BASICs status, on-road performance, and Investigation fields)

· Driver Fitness (BASICs status, on-road performance, and Investigation fields)

· Controlled Substances/Alcohol (BASICs status, on-road performance, and Investigation fields)

· Vehicle Maintenance (BASICs status, on-road performance, and Investigation fields)

· HM Compliance (BASICs status, on-road performance, and Investigation fields)

· Crash Indicator (BASICs status, on-road performance, and Investigation fields)

· Insurance/Other (BASICs status, on-road performance, and Investigation fields)

· Safety Measurement System (SMS) Date

· Last Investigation Date

· ISS Scores

· UCR Information – state, year, payment date, paid status, intrastate vehicles indicator

· Past inspection data – all data associated with a past inspection is queried/displayed (queried by vehicle or driver). The following specific vehicle data from a past inspection can be imported into an inspection:

· Vehicle Data

· Type of Vehicle

· Make

· Year

· License Plate Number

· License Plate State of Issue

· Equipment ID

· Vehicle Identification Number (VIN)

· Gross Vehicle Weight Rating (GVWR)

2.2.4 Importing Data - IIMS and CDLIS

IIMS product will have the capability to query and import the following information from CDLIS:

· Driver Name

· Address

· License Number

· License State of Issue

· Date of Birth

· License Type

· Commercial

· Non-Commercial

· Issue Date

· Expiration Date

· License Class

· Restrictions

· Endorsements

· Medical certificates

· Information specific to the medical examiner (National Registry #, etc.)

Note that at the time of publication, there may be separate requirements for queries for Canadian/Mexican Driver’s license yet to be defined.

2.2.5 Importing Data - IIMS and State specific data

IIMS product will have the capability to import data from each State:

· State County Codes

· State Violations Codes

· State Optional Fields

· State third party application data. This data is dependent on the type of data collected and desired by the State.

2.2.6 Importing Data - IIMS and SAFETYNET

IIMS product shall have the capability to import Configuration settings from SAFETYNET including:

· Agency name and address

· State violations

· Inspection locations

· Vehicle manufacture codes

· Cargo types

· Certification statements

· Driver out-of-service statement

· Inspector codes

· Optional Field definitions

2.2.7 Exporting Data: IIMS Data Elements to FMCSA Data System

The following list identifies the data disbursed by IIMS product in more detail.

· The entire completed inspection shall be exported from IIMS product to FMCSA data systems, such as SAFER.

· Includes Hazardous Material Class/Division

· Includes types of Hazardous Material inspections (bulk, non-bulk, cargo tank)

· See SAFER T-0018 Specification for the guidelines.

· See APPENDIX 3 for an example of a completed Inspection.

2.2.8 IIMS Functionality

The IIMS product shall include the following functionality:

1. Ability to securely store and manage records containing sensitive information and personally identifiable information (PII).

2. Ability for data encryption per DOT specified levels during storage and transmittal.

3. Ability to accept electronic statements such as the driver consent and electronic signatures from authorized users

4. Ability to upload and store documents and information in multiple formats including video and photos (e.g., pdf, word, excel, wav, wmv, Jpeg, etc.)

5. Ability to interface with other Federal and State enforcement systems such as the Commercial Driver’s License Information System (CDLIS), the FMCSA Motor Carrier Management Information System (MCMIS), and others to transmit or validate data.

6. Ability to generate forms, letters, messages and notifications.

7. Ability to automatically generate and send copies of the inspection to the motor carrier point of contact listed in their registration (currently MCS-150 form)

8. Ability to generate standardized and ad hoc reports

9. Ability to display up-to-date data in real-time.

10. Ability to operate 24/7, year-round.

11. Ability to archive data.

12. Be designed so that it intuitively allows/disallows certain actions based upon the input provided by the inspector during the conduction of the inspection. For example, the system will not allow an inspector to select the out-of-service option for a missing mud flap.

13. Ability to provide a unidirectional exchange of information from Safety and Fitness Electronic Records (SAFER), SAFETYNET, or successor systems as defined by FMCSA. The interface will import configuration settings from SAFETYNET, queries data from SAFER and the Commercial Driver’s License Information System (CDLIS), export data to SAFER and export into a file format for importing into other FMCSA systems, or other systems designated by FMCSA.

14. Ability to interface with a secure single sign-on without utilization of a Virtual Private Network (VPN).

15. Ability to have On-line and off-line capabilities. Queued off-line inspection capability for automatic data transmission once product is back on-line.

16. Ability to have customizable reports. Report settings will provide the ability to filter the data. Report settings will be able to be saved for future use.

17. Ability to view reports on the screen, printed, or exported to a variety of other formats such as csv, PDF, and HTML.

18. Contractor to provide recommendations and explain their proposed and intended user access model and associated pricing to best handle between

· Base year: up to 2,400 users

· Option year 1: up to 9,000 total users

· Option years 2 through 4: up to 14,000 total users

· User access volume consists of a combination of federal and state users. For each user access model , the contractor shall provide: total cost, cost per user, and number of concurrent allowable users (as applicable).

19. The system shall be scalable to handle between (subject to increased capacity)

· Base year: up to 2,400 users

· Option year 1: up to 9,000 total users

· Option years 2 through 4: up to 14,000 total users on a volume of approximately 4 million inspections per year.

20. Ability to allow data entry via electronic or automated technology.

21. Ability for the Software Administrator to grant specific levels of inspection on a user by user basis.

· Level I = Full Inspection. Includes vehicle, driver, and under vehicle

· Level II = Walkaround vehicle and driver inspection

· Level III = Driver and credentials only. No mechanical defects

· Level IV = Special Study

· Level V = Terminal inspection. Motor carrier equipment. No driver information

· Level VI = Radioactive material, Level 1 and more stringent out of service criteria

· Level VII = Jurisdictionally mandated that doesn’t meet FMCSA definition for regulators.

· Or updated as needed

22. The Contractor shall work with Department of Transportation Cyber Security Division on security scanning, penetration testing and address all Plan of Action and Milestones (POAM).

23. The Contractor shall support configuration and maintenance for a Development, Test, Staging and Production environments.

24. The Contractor shall provide a solution to standup disaster recovery and high availability across multiple sites if the solution is server based.

25. As stated above, the initial deployment will be based on the timeline within the Project Management Plan (PMP) that has been approved by the COR. A soft-release or tiered rollout is recommended before full release. Quarterly production deployments after the initial production deployment to add/modify/enhance functionality as coordinated and as specified with FMCSA. FMCSA holds the right to increase or decrease frequency of deployments/releases in particular after initial roll out until systems are stabilized.

26. Scheduling and prioritization of trouble tickets resolution will be determined by and coordinated with FMCSA. Canned reports include the Driver Vehicle Examination Report (DVER).

27. Ability for users to register and authenticate authorized users via an FMCSA approved authentication service. This prevents unauthorized access to information stored within the IIMS.

28. Ability for FMCSA System Administrators to maintain access for authorized users.

29. Ability to use secure methods per regulatory policy for data uploads and data downloads.

30. Ability to have canned reports. This includes the Driver Vehicle Examination Report (DVER). See example of DVER in Appendix 3.

31. Ability for the product to be hosted by USDOT/FMCSA.

32. Ability to receive documents and data through outside sources so that it can be connected to State systems

33. Ability to generate timely and accurate reports in response to requests for information by authorized users.

34. Ability to create validation edits for each field comparable to existing Aspen validation. Contractor shall close any gaps approved by FMCSA.

35. Product to easily update violations and reference data when furnished by FMCSA.

36. Ability to adjust application settings for low-light and bright-light conditions.

37. Product to include FMCSA safety regulations as specified by FMCSA.

38. Product to include Hazardous Material regulations as specified by FMCSA.

39. Product to be flexible and adaptable inspection system that can account for: future changes in technology, stakeholder needs, and future requirements.

40. Product to allow for electronic data transfer from ELDs and eRODS. Ensure the modernized inspection system can receive data from ELDs via wireless web services, email, USB 3.x+, Bluetooth, and other future technology.

41. Product to have ability to access FMCSA systems in real-time and automatically populate necessary fields within the inspection system.

42. Product shall identify mandatory fields and provide explanations of required information/

43. Product shall electronically interface with ISS.

44. Product shall add a field for notes and additional information.

45. Product shall allow for barcode scanners, tablets, and smartphones

46. Product shall integrate with RFID/transponder tags to push data into the inspection system.

47. Product shall capture/tag geographical information to assist with reporting and selecting “problem areas.”

48. Product shall allow for entry of state citation data which includes driver information and violations.

49. Correlate fields to allow auto-population.

50. Product shall be Section 508 compliant.

51. Ability to allow user to enter roadside enforcement stop data, not necessarily conducted in conjunction with a roadside inspection.

2.2.9 IIMS and Emerging Technologies

IIMS product shall have the ability to integrate current, emerging, and future technologies that affect the inspection program. These emerging technologies may become requirements for additional functionality included in future releases to include but not limited to the following:

· License plate readers (LPR)

· Performance and Registration Information Systems Management (PRISM)

· Electronic Logging Devices (ELDs)

· Electronic Record of Duty Status (eRODS)

· DOT readers, barcode readers, and transponders

· Geographic Information System (GIS) mapping

· Photo and video attachment capability

· Electronic or automated roadside inspection.

· Infrared and Performance-based Brake Testers

· CMV automation in the form of Highly Automated Commercial Vehicles (HACVs)

· Weigh in Motion

· Virtual weigh stations

· Tire Anomaly Classification System (TACS)

· Future technology yet to be developed

Upon award, FMCSA will provide the contractor with detailed business and system requirements . Upon completion of their review, the contractor will provide a detailed plan for execution.

Development of the IIMS will commence only after the contractor-proposed design is approved by FMCSA.

Throughout system design and development, the contractor will be expected to coordinate work with FMCSA and other organizations, to establish a communication link between the IIMS and other law enforcement and inspection systems.

Prior to deployment, the contractor must ensure that alpha and beta testing commence before implementation, and user acceptance testing cycles are annotated with identified defects and vulnerabilities and verified that operational requirements are met within the Agency guidelines. Prior to initiating testing activities, a test readiness review shall be conducted with FMCSA.

2.2.10 Performance

IIMS is a data collection tool so there is no response time interval. However, there are average times for a user to complete an inspection using ASPEN and an estimated number of inspections completed based on the user type.

2.2.10.1 Transaction Time Interval

See the following list by inspection level:

· Level 1 inspection time is 30–40 minutes

· Level 2 inspection time is 15-20 minutes

· Level 3 inspection time is 12–15 minutes

· Level 4 inspection time is 30–40 minutes

· Level 5 inspection time is 15–25 minutes

· Level 6 inspection time is 30–40 minutes There may be Level 1 inspections, which take more than 60 minutes and Level 6 inspections completed within 15 minutes, but in general, this appears to be the trend.

Note: Not all users pay close attention to inspection time tracking and may not complete an inspection for several days instead saving the inspection as incomplete, which can skew the average inspection times for a given data set.

2.2.10.2 Number of Inspections

The estimated number of inspections completed is approximately 3-4 Million per year.

2.3 Testing

The contractor shall submit a test and evaluation plan that outlines both the functional and integration testing of the system. Test reports and artifacts shall be provided including all executed test cases, a listing of all defects found during each testing phase, and the resolution of each defect.

Functional testing shall be performed in the Test environment. Performance testing, User Acceptance testing, regression testing, and integration testing shall be performed in the Staging environment.

2.4 Training

The contractor shall develop and deliver user guides and training materials to support the user experience. Materials shall include but are not limited to online tools, videos, webinars, job aids, fact sheets, and frequently asked questions. The contractor shall provide the Section 508-ready training materials in electronic format acceptable to FMCSA that is suitable for printing (e.g., Microsoft Office such as Word, PowerPoint, etc, and/or Adobe PDF).

The contractor will provide in-person training sessions that will be targeted to train-the-trainer development for Federal and State users. The contractor will not have primary responsibility to directly train Federal and State personnel other than the trainers mentioned above.

The contractor will provide training to FMCSA and other applicable personnel regarding the operations and maintenance of the IIMS post-deployment.

2.5 Help Desk

Customer Service calls will come in through FMCSA’s IT Support call center. FMCSA IT Technical Support will then route calls to the contractor’s Help Desk. The Contractor shall have the ability to have Software applications operations help desk support 8AM – 8PM eastern time Monday – Friday except Federal holidays.

The contractor will provide monthly statistics in progress reports on numbers, length of contacts, and issue resolution statistics, as well as summaries of issues to assist with identifying and prioritizing future enhancements and requirements.

2.6 Operations & Maintenance

The Contractor shall be responsible for the efficient, effective, economical, and satisfactory operation, repair, scheduled and unscheduled maintenance of the inspection system. This includes the provision of management, supervision, labor, and as necessary equipment, material and supplies required to perform the identified operations and maintenance activities.

2.7 Transition

The contractor will document transition activities, knowledge, roles and responsibilities, and timelines that are required for a successful transition. The plan should limit the transition to not more than 15 business days from notification by FMCSA.

Unless otherwise stated by FMCSA, transition activities include:

· Participation in knowledge transfer activities.

· Transfer custody of historic data, documentation, processes, training, and tools

· Transfer of administrative user accounts

· Transfer of user and system administration for all systems and tools

· Transfer of custody of assets (government furnished equipment/information)

· Transfer of responsibility for current support services

3 Contract Administration Data

The Contractor shall provide sufficient management to ensure that this task is performed efficiently, accurately, on time, and in compliance with the requirements of this document. Specifically, the Contractor shall designate a single manager to oversee this task and supervise staff assigned to this task.

3.2 Employee Standards

All Contractor employees shall meet the highest standards of professionalism and personal integrity. Standards of professionalism include competency, training, appearance, and behavior. The Contractor shall perform pre-employment suitability checks for all employees and prospective employees. The Contractor shall take disciplinary action against employees who disregard those standards.

The Contractor shall ensure all personnel complete all annual security awareness training. The Contractor shall ensure all required personnel complete all annual specialized security training. Upon request, the Contractor shall submit all course certificates to the COR within 24 hours of request.

3.3 Employee Identification

All Contractor personnel must be recognizable as such while on any activity or work effort performed under this contract. This shall be accomplished by issuing badges and/or name tags that contain the Contractor’s company name and employee’s full name. The Contractor shall furnish badges or nametags for his/her employee at the Contractor’s expense prior to contract performance. All employees shall wear the identification in a conspicuous place on exterior clothing. The Contractor shall ensure that Contractor personnel identify themselves as Contractors when attending meetings, answering Government telephones, providing any type of written correspondence, or working in situations where their actions could be construed as official Government acts.

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