230000000732.pdf

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Michigan.gov/MiProcurement

Version 2021-1 1 of 8

STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

MDOT – Bentley Systems Email Tool Customization

Period of Coverage:

6/2/2025-3/31/2026

Requesting Department:

MDOT Bureau of Development

Date:

6/2/2025

Agency Program Manager:

Heather VerHage

Phone:

517-204-2062

DTMB Program Manager:

Jeffrey LaBean

Phone:

517-243-1743

Brief description of services to be provided:

The purpose of this Change Order is to create a new scope of Work to be delivered under the terms of Michigan Contract No. 230000000732, by and between Bentley Systems, Incorporated (hereinafter “Contractor”) and the State of Michigan (State), having an Initial Effective Date of 5/1/2023 (hereinafter, “Contract”). Any capitalized terms defined in the Contract which are used in this Change Notice and not separately defined herein shall be defined as provided in the Contract.

This Change Notice is also a “SELECT Professional Services” document under Exhibit C to the SELECT Program Agreement at Schedule F to the Agreement.

Acting on behalf of the State of Michigan and under the terms of the Contract, MDOT has requested, and Contractor has agreed to provide, the services of experienced Contractor subject matter experts to implement a solution for the Michigan Department of Transportation (MDOT) to enhance the current email tool and functionality.

BACKGROUND:

The Michigan Department of Transportation (MDOT) is currently using a custom ProjectWise Explorer add in that sends emails based on ProjectWise workflow state change. The current version of the tool requires Outlook to be installed on the user’s computers. MDOT is moving to web-based email clients so Outlook will not be installed on the user’s computers. Therefore, MDOT has a need for an enhanced version of this custom tool that removes the requirement for Outlook. The State will work with the contractor to enhance this custom tool. The enhancement will provide a basic user interface for composing and sending these emails. Both parties acknowledge the customization is a custom addon to the off-the-shelf product and as such, the customization will be complete, as-is, after customization is added to production and accepted. Any changes to customization after that time will require a new Change Order.

PROJECT OBJECTIVE:

The purpose of this Statement of Work (SOW) is to deploy the ProjectWise "State Change Emails" tool for MDOT. This tool will enable authorized MDOT end users of ProjectWise ("Users") to

Version 2021-1 2 of 8 automate and customize template email messages for workflow changes in ProjectWise, without the need for Outlook to be installed.

SCOPE OF WORK:

Contractor is hereby engaged to provide professional services for the State, with the primary objective of developing and implementing an email automation and template message modification tool as discussed in previous meetings and as further outlined herein. Project Work will be led by a Contractor-designated “Solution Consultant”, that will collaborate with MDOT’s designated ProjectWise Administrator, IT staff, and other necessary resources to ensure successful project delivery.

TASKS:

Technical support is required to assist with the following tasks:

The following section provides a description of each milestone review. While the milestones are waterfall based, development of the customization will occur more organically, as functionality is required by supporting systems.

Prep Work (Milestone 1)

Project Initiation Team Meeting

Contractor will host a preliminary conference call with stakeholders from both the State and Contractor to:

• Confirm the State’s readiness and establish the project schedule.

• Review project goals, objectives, and requirements.

• Confirm the system architecture and the status of required hardware.

• Ensure availability of essential State resources.

• Coordinate attendance of internal stakeholders for future training and meetings.

• Discuss data requirements and sample data for the development team and testing team

Project Management Plan

In managing its obligation to meet the above milestones and deliverables, the Contractor is required to utilize the applicable State Unified Information Technology Environment (SUITE) methodologies, or an equivalent methodology proposed by the Contractor. For this Change Notice (CN) Contractor will use Bentley’s Solution Methodology (BSM) and the State accepts the substitution. Any adjustments to BSM that are required to meet SOM reporting requirements will be agreed in writing as part of milestone 1.

Development Prep Work

Create a virtual development environment for this project.

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Development of Core Functionality / User Acceptance Testing (Milestone 2)

This milestone will concentrate on the client-side functionality required to support the “State Change Email” tool. These commands will be visible in ProjectWise Explorer.

As part of this milestone, Contractor will deliver a tool that allows a ProjectWise Administrator (or Restricted Administrator) to configure sending email messages to specific users on specific state changes.

At the delivery of this milestone, MDOT will review functionality that supports:

1. Compatibility with internet-based email services (e.g., Outlook, Gmail).

a. Support for users without Outlook

2. As discussed, in lieu of a standard email, users would see a dialog box.

a. This dialog box must be in HTML format (plain text is not acceptable).

b. It should include pre-populated To, Subject, and Body fields based on the emailconfiguration.xlsx file, which users can modify as needed.

c. The body must contain the email address of the user who changed the state (e.g., 'From VerHageH@Michigan.gov') to inform recipients who made the change and whom to contact for replies.

3. Integration with SendGrid

a. It must be compatible with SendGrid setup.

b. Configured to use an identifying id and key

4. Configurable ‘From’ email address (to be determined later), such as MDOT- SystemPW@Michigan.gov to meet SendGrid validation requirements.

5. Compatibility with ProjectWise 2023

6. Compatibility with current configuration spreadsheet

a. Additional columns can be added without requiring the entire spreadsheet should not be redone

Acceptance of this Milestone will be based on a demonstration of the capabilities. If the State does not provide its acceptance or written notice of rejection with the reason(s) within fifteen (15) business days following the applicable demonstration, it will be deemed an acceptance.

Post Deployment Support (Milestone 3)

The contractor will assist the State in the installation of the “State Change Email” tool customizations in their Development and Production environments. After installation in Production, Contractor will provide approximately 10 hours of support during the Warranty Period.

For this Change Notice (CN), the Warranty Period will be four (4) weeks after the production installation (Go Live).

mailto:VerHageH@Michigan.gov mailto:MDOT-SystemPW@Michigan.gov mailto:MDOT-SystemPW@Michigan.gov

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DELIVERABLES:

Deliverables will not be considered complete until the Agency Project Manager has formally accepted them. Deliverables for this project are detailed in the Payment Schedule below.

ACCEPTANCE CRITERIA:

Acceptance Criteria is noted below in the Payment Schedule section and within the Milestone Event table and the Deliverable Acceptance Criteria column.

PROJECT CONTROL AND REPORTS:

A Contractor Project Manager will serve as the primary point of contact throughout the project, overseeing:

• Project logistics and approach.

• Supervision of the deployment team.

• Communication within the project team.

• Schedule and budget management.

• Deliverables from Contractor.

• Standard project review meetings with State stakeholders.

Contractor must submit a monthly progress report to the Agency and DTMB Project Managers throughout the life of this project. Each monthly progress report must contain the following:

• Progress to complete milestones, comparing forecasted completion dates to planned and actual completion dates.

• Accomplishments during the reporting period (what was worked on and what was completed during the current reporting period). These sessions will often include demonstrations of completed or partially completed functionality with time allocated for State input.

• Tasks planned for the next reporting period.

• Identify any existing issues which are impacting the project and the steps being taken to address those issues.

• Identify any new Critical or Major defects and describe progress in mitigating high impact/high probability Critical or Major defects previously identified.

• The contractor assumes the engagement (project) duration is not more than 55 weeks after the purchase order has arrived. If an engagement (project) duration must be extended, both parties (State and Contractor) must confirm the extension of the duration as well as terms or conditions in a written form.

The Contractor must facilitate bi-weekly project status meetings to provide updates on implementation progress as well as information requests. The Contractor must provide meeting minutes and distribute the minutes to DTMB Project Manager for review within five business days of meeting. All updates to the meeting minutes must be submitted within five business days of receipt or the meeting minutes will be considered final.

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Project Close-Out:

A final meeting will be held to review the project, address any remaining issues, and hand over the project close-out form to MDOT for completion and sign-off.

Project-Wide Assumptions, Limitations, Exclusions, and Constraints:

• This Statement of Work and its Deliverables will not include software maintenance, user data correction and import, and source code provision.

• Contractor is not responsible for providing a test system, creating documentation and maintaining the “State Change Email” tool.

• Contractor is not responsible for licensing of Microsoft Outlook, Bentley ProjectWise, as well as other software used on MDOT servers / client systems as required by the customization.

• The project is expected to be completed based on the estimated schedule shown below unless an extension is mutually agreed upon. Any changes to the scope may result in schedule and cost adjustments, requiring a mutually agreed Change Notice. The contractor is not responsible for any changes in the scope of work or project requirements requested by the State after this Change Notice is approved by Contractor, unless agreed in a mutually signed writing.

• The contractor is not responsible for any issues or defects caused by MDOT's failure to provide necessary resources, information, acceptance testing, support, or other cooperation.

• Contractor is not responsible for any issues or defects caused by the use of third-party software or systems not provided or approved by Contractor.

SPECIFIC DEPARTMENT STANDARDS:

Agency standards, if any, in addition to DTMB standards.

PAYMENT SCHEDULE:

Payment of each dollar amount set forth in the Milestone table below will be owed by the State of Michigan following completion and acceptance (subject to terms, conditions, and limitations applicable to the State’s acceptance rights, as detailed in this Statement of Work) of the relevant Milestone, upon joint review of the Milestone deliverables in the case of Milestones numbered 1 through 3 (subject to “User Acceptance Testing” section above in the case of Milestone 2). DTMB will pay Contractor upon receipt of invoice(s), which shall be submitted to the billing address on the State issued purchase order (DOIT1) not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency and DTMB Project Manager approvals. All invoices should reflect the actual work completed by payment date. The invoices shall include a description of the work performed, the progress of the project, and fees. When expenses are invoiced, receipts will need to be provided along with a detailed breakdown of each type of expense.

The State of Michigan shall pay each invoice per the requirements in the SELECT Agreement.

A general description of each project Milestone, and the amount billable by Contractor upon completion and acceptance (and acceptance, as qualified above) of each, follows below.

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The timeline provided by the contractor is an estimate only; the project timeline will be established by the Project Managers at the start of the project and that timeline will be used as a baseline for the project.

No. Milestone Event Deliverable Acceptance Criteria Estimated Deadline

Amount

1 Project Initiation Team Meeting

1. Project Initiation Team Meeting CN Approval + 1 week

$8,000.00

2 Development of Core Functionality / User Acceptance Testing – Client Side

This milestone shall include the following:

Development of Core Functionality

1. A Client-side ProjectWise Explorer add-in that removes the requirement for Outlook.

2. This tool will be deployed to the users machine using a MSI installer.

User Acceptance Testing

1. Successful installation of customization in the MDOT QA environment by MDOT

2. Review State Test Closure Report

3. Issue Log Register with no Critical or

Major defects outstanding.

4. Address questions during the UAT

Testing

At the delivery of this milestone, Contractor will review this Milestone’s functionality and gather feedback for changes.

Milestone 2 + 3 weeks

$15,000.00

3 Post Deployment Support

This milestone shall include the following:

1. Successful installation of customization in the MDOT development environment by MDOT

2. Successful installation of customization in the State production environment by the State

3. Approximately 10 hours of support during the 4 week warranty period.

Milestone 3 + 4 weeks

$6,000.00

One-Time Professional Services Total $29,000.00

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EXPENSES:

The State will NOT pay for any travel expenses, including hotel, mileage, meals, parking, etc.

PROJECT CONTACTS:

The designated Agency Program Manager is:

Heather VerHage Michigan Department of Transportation Document and Process Automation Unit - Design Services Van Wagoner Building 425 W Ottawa St Lansing, Michigan 48933 517-204-2062 VerHageH@michigan.gov

The designated DTMB Program Manager is:

Jeffrey LaBean Department of Technology, Management & Budget Agency Services supporting MDOT Van Wagoner Building, 3rd Floor 425 W Ottawa St Lansing, MI 48933 517-243-1743 LabeanJ@michigan.gov

AGENCY RESPONSIBILITIES:

Review and approval of the deliverables and submitted invoice(s).

Technical support tasks that require assistance include, but are not limited to the following tasks:

1. State staff will be made available, as reasonably necessary throughout the duration of this implementation and will provide cooperation as required under this Change Notice or as otherwise requested by Contractor.

mailto:VerHageH@michigan.gov mailto:LabeanJ@michigan.gov

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2. Contractor is not responsible for licensing software required by the customization such as Microsoft Outlook and Bentley ProjectWise. Any additional software required by the customization will be identified by Contractor as part of Milestone 2.

3. The contractor is not responsible for providing and maintaining a client-side test environment, and maintaining an on-premise server for the “State Change Email” tool to be delivered under this Change Notice.

LOCATION OF WHERE THE WORK IS TO BE PERFORMED:

All services will be delivered remotely leveraging digital communication and collaboration tools to interact with the State team.

EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS:

Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing.

No overtime will be permitted.

STATE OF MICHIGAN

CENTRAL PROCUREMENT SERVICES

Department of Technology, Management, and Budget

320 S. WALNUT ST., LANSING, MICHIGAN 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 2 to

Contract Number 230000000732

Various

Robin Lampert lara.lamparski@bentley.com

Lara Lamparski

Exton, PA 19341

BENTLEY SYSTEMS INCORPORATED

CV0066856

610-458-2625

685 Stockton Drive

(517) 582-2746

S T

A T

E

P ro g ra m

M a n a g e r

C o n tra ct

A d m in istra to r

C O

N T R A C T O

R

DTMB

lampertr1@michigan.gov

$13,400,688.67

April 1, 2023 March 31, 2028

ENGINEERING SOFTWARE, LICENSES, MAINTENANCE, AND SUPPORT

March 31, 2028

INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

5 - 1 Year

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☐ Yes ☒ No

MINIMUM DELIVERY REQUIREMENTS

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

☐ ☐ March 31, 2028

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$320,000.00 $13,720,688.67

Effective April 9, 2024, this Contract is increased by $320,000.00 for MDOT use.

T he following amendment(s) is (are) incorporated into this Contract per attached Statement of Work.

• development and implementation of a records retention customization, and

• automation of the electronic document retention policy in ProjectWise based on MDOT’s document retention policy.

All other terms, conditions, specifications, and pricing remain the same. Per contractor and agency agreement, DTMB Central Procurement Services approval, and State Administrative Board approval on April 9, 2024.

INITIAL EXPIRATION DATEINITIAL EFFECTIVE DATE

DESCRIPTION

CONTRACT SUMMARY

MDOT

AGENCY NAME PHONE EMAIL

Multi-Agency and Statewide Contracts

Program Managers for

CHANGE NOTICE NO. 2 TO CONTRACT NO. 230000000732

Dave Work 517-719-2250 WorkD@michigan.govDTMB

Andrew Block 517-230-4438 BlockA3@michigan.govMDOT

Version 2023-1 Contract 230000000732 CN 2 1 of 12

STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

MDOT – Bentley Systems Engineering Software Support (BSESS)

Requesting Department:

MDOT Bureau of Development

Agency Project Manager:

Heather VerHage

Phone:

517-204-2062

DTMB Project Manager:

Dave Work

Phone:

517-719-2250

Brief description of services to be provided:

The purpose of this Change Order is to create a new scope of Work to be delivered under the terms of Michigan Contract No. 230000000732, by and between Bentley Systems, Incorporated (hereinafter “Contractor”) and the State of Michigan (State), having an Initial Effective Date of 4/1/2023 (hereinafter, “Contract”). Any capitalized terms defined in the Contract which are used in this Change Notice and not separately defined herein shall be defined as provided in the Contract. This Change Notice is also a “SELECT Professional Services” document under Exhibit C to the SELECT Program Agreement at Schedule F to the Agreement.

Acting on behalf of the State of Michigan and under the terms of the Contract, MDOT has requested, and Contractor has agreed to provide, the services of experienced Contractor subject matter experts to implement a solution for the Michigan Department of Transportation (MDOT) to manage MDOT’s stored records within ProjectWise (“Records”).

BACKGROUND:

The Michigan Department of Transportation (MDOT) has more than ten million records in ProjectWise. MDOT has a need to sort and assign these documents according to a Record Retention Policy. The State will work with Contractor to implement a customization to automate the electronic document retention policy in ProjectWise based on MDOT’s document retention policy. Both parties acknowledge the customization is a custom addon to the off the shelf product and as such, the customization will be complete, as-is, after customization is added to production and accepted. Any changes to customization after that time will require a new Change Notice.

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PROJECT OBJECTIVE:

The purpose of this Statement of Work (SOW) is to implement the ProjectWise electronic document retention tool for MDOT. This tool will provide authorized MDOT end users of ProjectWise (“Users”) with the ability to apply retention policies to documents stored by MDOT in ProjectWise (“Records”), based on location of the Records or other means mutually agreed by the parties during the project.

SCOPE OF WORK:

Contractor is hereby engaged to provide professional services for the State, with the primary objective of developing and implementing a Records retention customization as discussed in previous meetings and as further outlined herein. The State and Contractor will begin by completing a mutually agreeable, more detailed specification document based on the State’s requirements (the “Specification Document”). Project Work will be led by a Contractor-designated “Solution Consultant”, that will collaborate with MDOT’s designated ProjectWise Administrator, IT staff, and other necessary resources to ensure successful project delivery.

Full project requirements shall be as identified in the “Records Retention Customization Specification Document” to be developed by the parties as further provided below (the “Specification Document”).

MILESTONE TASKS:

The following section provides a description of each milestone review. While the milestones are waterfall based, development of the customization will occur more organically, as functionality is required by supporting systems.

Prep Work (Milestone 1) Project Initiation Team Meeting Contractor will host a preliminary conference call with stakeholders from both the State and Contractor to:

• Confirm the State’s readiness and establish the project schedule.

• Review project goals, objectives, and requirements.

• Confirm the system architecture and the status of required hardware.

• Ensure availability of essential State resources.

• Coordinate attendance of internal stakeholders for future training and meetings.

• Discuss data requirements and sample data for the development team and testing team

Project Management Plan In managing its obligation to meet the above milestones and deliverables, the Contractor is required to utilize the applicable State Unified Information Technology

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Environment (SUITE) methodologies, or an equivalent methodology proposed by the Contractor. For this Change Notice (CN) Contractor had proposed to use Bentley’s Solution Methodology (BSM) and the State accepts the substitution. Any adjustments to the BSM that are required to meet SOM reporting requirements will be agreed in writing as part of milestone 1. The Contractor Project Manager will create a Project Execution Plan (PEP, the BSM equivalent to a Project Management Plan). The PEP is the operational document for the project. It is owned, maintained by the Contractor Project Manager, and utilized by the Project Team to support the engagement, and execution of the project, and delivery of the agreed project outputs. Although the topics may vary based on project and Project Managers, the PEP generally includes the following:

• Project Execution

• Scope of work

• Success Measurements

• Project Environment

• Communication Plan

• Risk / Issues Management

• Escalation Matrix

• Project Schedule

Development Prep Work Create virtual development environment for this project.

Specification Document (Milestone 2) The Records Retention Management Customization will be built based on an agreed upon specification. The specification will be completed and signed off by both parties prior to any development effort as part of this project. The Specification Document will reflect:

• The Retention module will be functional for up to three State environments / data sources.

• Provide a method for importing an MDOT-provided retention schedule spreadsheet, in an agreed-upon format, into ProjectWise.

• Provide specifications for all ProjectWise additions for data source entries to be placed under Retention.

o Environmental settings o ProjectWise attributes o New database tables o Including legal hold and retention tables

• Provide custom ProjectWise Records retention-related commands, menu options, and dialog boxes (including for legal hold and disposal of Records).

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• Provide applicable examples of PowerShell scripts to implement the Retention Tool.

• Provide document retention-applicable reports (including - active retention, eligible for disposal, disposed, coverage, and legal hold) to be further defined in the Specification Document.

• Provide the “EnforceRetentionPolicy” application, capable of processing ProjectWise records to enable the State to apply retention attributes to and dispose of Records. This will also include a utility to encrypt passwords used in concert with the records retention system.

• Functionality should include retention hierarchy (document takes precedence over folder/work area), applying retention, disposing of records, abstract document procedures and triggers.

Contractor has included one review cycle of all Contractor / State Project documentation; additional reviews may be added via a change order.

Development – Core Functionality (Milestone 3) Contractor will begin development based on the Specification Document. This milestone will concentrate on the client-side functionality required to support the documentation retention commands: “set”, “apply”, “re-apply” and “disposal approval”.

These commands will be visible in ProjectWise Explorer.

As part of this milestone, Contractor will deliver a server-side executable (Records Retention Enforcement Engine) that will support “apply”, “re-apply” and “disposal approval” commands. The engine will be executed manually or setup to run on a windows schedule. In this milestone release, the engine will only be capable of applying and reapplying the policy to the documents under a folder where the policy has been set previously.

As part of this milestone, Contractor will deliver scripts to create database tables required by the core functionality At the delivery of this milestone, MDOT will review functionality that supports:

• Set retention policy on folder

• Applying of retention policy to all documents within parent folder

• Applying of retention policy to individual documents

• Reapplying of retention policy to all documents within parent folder

• Reapplying retention policy to individual documents

• Applying disposal approval to all documents within parent folder

• Applying disposal approval to individual documents The State will be required to manually create ProjectWise environment attributes as part of this milestone.

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Acceptance of Milestones 3-6 will be based on a demonstration of the capabilities. If the State does not provide its acceptance or written notice of rejection with the reason(s) within fifteen (15) business days following the applicable demonstration, it will be deemed an acceptance.

Development – Legal Hold (Milestone 4) Contractor will continue the client-side development based on the Specification Document with the Legal Hold functionality within ProjectWise Explorer. The Legal Hold functionality will require a new release of the ProjectWise Explorer Addon delivered in Milestone 3.

As part of this milestone, Contractor will deliver scripts to create database tables required by the legal hold functionality At the delivery of this milestone, the State will review functionality that supports:

• Adding a legal hold definition

• Editing an existing legal hold definition

• Closing legal hold

• Assigning legal hold to documents underneath a selected folder and all children

• Assigning legal hold to a selection of documents

Development – Reporting – Client Side (Milestone 5) Contractor will continue the client-side development based on the Specification Document with the Reporting Hold functionality within ProjectWise Explorer. The Reporting functionality will require a new release of the ProjectWise Explorer Addon delivered in Milestone 4.

At the delivery of this milestone, the State will review functionality that supports:

• Report generation for Active Retention Policies

• Report generation for Disposable Eligible Documents

• Report generation for Disposed Documents

• Report generation for Coverage

• Report generation for Legal Holds

Development – Records Retention Enforcement Engine – Server Side (Milestone 6)

Contractor will deliver the Records Recording Enforcement Engine that will support the execution of the retention policy that has been applied to ProjectWise documents.

Contractor will add additional logic to support the retention policy assigned to documents.

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At the delivery of this milestone, MDOT will review functionality that supports:

• Recharacterization

• Destroy and record documents that are approved for disposal

User Acceptance Testing (Milestone 7) Contractor will deliver the Records Retention customization as detailed in the agreed-upon Specification Document that will be completed as part of this engagement.

Contractor will assist the State in the installation of the Records Retention customization in their QA environment. As part of this milestone, the State will create the following documentation:

• State Transition Plan

• State Test Closure Report

• State Data Migration Plan (if needed) Contractor will review each of the documents once, providing a document to the State with suggested changes using the track changes feature. Contractor will review the documents for accuracy and additional information that may be helpful to the State.

During the QA cycle for Milestone 7, the State will complete functional testing in the QA environment. Testing must be performed promptly upon submission of deliverables and is expected to be completed within 15 business days from installation in the QA environment for this project. The Contractor will provide remote support and assistance with configuration adjustments as needed. The Contractor will track issues in a Log Register and address all mutually agreed Critical, Major, or security defects. A Critical or Major defect is one that renders the customization or system inoperative. Rejection of the deliverable is limited to material failure to conform to the written specification. If additional changes are required after two revisions cycles, stakeholders, as determined by the Contractor Project Manager and the State’s Program Managers will meet to discuss in good faith a plan forward for the project completion.

The State is responsible for responding with formal acceptance within twenty (20) business days of installation and closure of all Critical, Major, or security defects.

Post Deployment Support (Milestone 8) Contractor will assist the State in the installation of the Records Retention customization in their Development and Production environments. After installation in Production, Contractor will provide approximately 40 hours of support during the Warranty Period.

For this Change Notice (CN), the Warranty Period will be eight (8) weeks after the production installation (Go Live).

DELIVERABLES:

Deliverables for this project are detailed in the Payment Schedule below.

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Project Close-Out:

A final meeting will be held to review the project, address any remaining issues, and hand over the project close-out form to MDOT for completion and sign-off.

PROJECT-WIDE ASSUMPTIONS, LIMITATIONS, EXCLUSIONS, AND CONSTRAINTS:

• This Statement of Work and its Deliverables will not include software maintenance, user data correction and import, and source code provision.

• Contractor is not responsible for providing a test system, creating documentation and maintaining an on-premise server for the Records Retention system.

• Contractor is not responsible for licensing of Microsoft Excel, Bentley ProjectWise, as well as other software used on MDOT servers / client systems as required by the customization.

• The project is expected to be completed within 55 weeks unless an extension is mutually agreed upon, and any changes to the scope may result in cost adjustments, requiring a mutually agreed Change Notice. Contractor is not responsible for any changes in the scope of work or project requirements requested by the State after this Change Notice is approved by Contractor, unless agreed in a mutually signed writing.

• Contractor is not responsible for any issues or defects caused by MDOT's failure to provide necessary resources, information, acceptance testing, support, or other cooperation.

• Contractor is not responsible for any issues or defects caused by the use of third-party software or systems not provided or approved by Contractor.

PROJECT CONTROL AND REPORTS:

Project Management:

A Contractor Project Manager will serve as the primary point of contact throughout the project, overseeing:

• Project logistics and approach.

• Supervision of the deployment team.

• Communication within the project team.

• Schedule and budget management.

• Deliverables from Contractor.

• Standard project review meetings with State stakeholders.

Project Location:

All services will be delivered remotely leveraging digital communication and collaboration tools to interact with the State team.

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Reports The Contractor must submit a monthly progress report to the Agency and DTMB Project Managers throughout the life of this project. Each monthly progress report must contain the following:

• Progress to complete milestones, comparing forecasted completion dates to planned and actual completion dates.

• Accomplishments during the reporting period (what was worked on and what was completed during the current reporting period). These sessions will often include demonstrations of completed or partially completed functionality with time allocated for State input.

• Tasks planned for the next reporting period.

• Identify any existing issues which are impacting the project and the steps being taken to address those issues.

• Identify any new Critical or Major defects and describe progress in mitigating high impact/high probability Critical or Major defects previously identified.

• Contractor assumes the engagement (project) duration is not more than 55 weeks after the purchase order has arrived. If an engagement (project) duration must be extended, both parties (State and Contractor) must confirm the extension of the duration as well as terms or conditions in a written form.

The Contractors must facilitate bi-weekly project status meetings to provide updates on implementation progress as well as information requests. The vendor must provide meeting minutes and distribute the minutes to DTMB Project Manager for review within five business days of meeting. All updates to the meeting minutes must be submitted within five business days of receipt or the meeting minutes will be considered final.

PAYMENT SCHEDULE:

Payment of each dollar amount set forth in the Milestone table below will be owed by the State of Michigan following completion and acceptance (subject to terms, conditions, and limitations applicable to the State’s acceptance rights, as detailed in this Statement of Work) of the relevant Milestone, upon joint review of the Milestone deliverables in the case of Milestones numbered 1 through 7 (subject to “User Acceptance Testing” section above in the case of Milestone 7), and immediately upon completion in the case of Milestone 8. DTMB will pay Contractor upon receipt of invoice(s), which shall be submitted to the billing address on the State issued purchase order (DOIT1) not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency and DTMB Project Manager approvals. All invoices should reflect actual work completed by payment date. The invoices shall include a description of the work performed, the progress of the project, and fees. When expenses are invoiced, receipts will need to be provided along with a detailed breakdown of each type of expense.

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The State of Michigan shall pay each invoice per the requirements in the SELECT Agreement.

A general description of each project Milestone, and the amount billable by Contractor upon completion and acceptance (and acceptance, as qualified above) of each, follows below. Further detail on each Milestone may be provided within the Specification Document.

The timeline provided by the contractor is an estimate only; the project timeline will be established by the Project Managers at the start of the project and that timeline will be used as a baseline for the project.

No. Milestone

Event Deliverable Acceptance Criteria Estimated

Deadline Payment

1 Prep Work 1. Project Initiation Team Meeting

2. Approved Project Management Plan (BSM

Project Execution Plan)

CN

Approval + 3 weeks

$40,000.00

2 Specification Document

Complete and deliver the mutually agreed upon Specification Document

Milestone 1 + 3 weeks

$15,000.00

3 Development

– Core Functionality Client Side

This milestone shall include the following:

1. A Client-side ProjectWise Explorer add-in that will provide the toolset required for the Core Document Retention commands:

“set”, “apply”, “re-apply” and “disposal approval”.

2. A MSI to install the ProjectWise Explorer client add-in.

3. A server-side executable for the server side enforcement engine that will provide functionality for “apply” and ”reapply” only.

4. The following automations will be delivered via the server-side enforcement engine:

5. User steps to apply a retention policy to all documents within parent folder

6. Reapplying of retention policy to all documents within parent folder

7. Disposal approval – automation will dispose of document(s)

8. Clear documentation on ProjectWise environment attributes that will need to be created manually.

9. SQL scripts to create required tables (DR_SCHEDULE and DR_DISPOSED)

At the delivery of this milestone, Contractor will review this Milestone’s functionality and gather feedback for changes.

Milestone 2 + 5 weeks

$65,000.00

Version 2023-1 Contract 230000000732 CN 2 10 of 12

Event

Deliverable Acceptance Criteria Estimated Deadline

Payment

4 Development

– Legal Hold

This milestone shall include the following:

1. The previously delivered client-side add-in will be extended to provide the toolset required for the Legal Hold commands.

2. A new version of the previously delivered

MSI.

3. A new version of the server-side enforcement engine

4. Clear documentation on ProjectWise environment attributes that will need to be created manually.

5. SQL scripts to create required tables (DR_LEGAL_HOLD and

DR_RECORD_LEGALHOLDS)

At the delivery of this milestone, Contractor will review this Milestone’s functionality and gather feedback for changes.

Milestone 3 + 5 weeks

$35,000.00

5 Development

– Reporting – Client Side

This milestone shall include the following:

1. A new version of the previously delivered MSI that will provide an updated client toolset required for the reporting functionality of the record retention application.

At the delivery of this milestone, Contractor will review this Milestone’s functionality and gather feedback for changes.

Milestone 4 + 2 weeks

$60,000.00

6 Development

– Records Retention Enforcement

– Server Side

This milestone shall include the following:

1. Logic to support application of retention policy.

2. A new version of the server-side enforcement engine.

Vendor will demonstrate functionality as early as possible to allow for feedback and consensus during regularly scheduled weekly meetings.

At the delivery of this milestone, Contractor will review this Milestone’s functionality and gather feedback for changes.

Milestone 5 + 5 weeks

$55,000.00

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Event

Deliverable Acceptance Criteria Estimated Deadline

Payment

7 User Acceptance Testing

This milestone shall include the following:

1. Successful installation of customization in the MDOT QA environment by MDOT

2. Review State Transition Plan

3. Review State Test Closure Report

4. Review State Data Migration Plan

5. Issue Log Register with no Critical or Major defects outstanding.

6. Address questions during the UAT Testing

Milestone 6 + 8 weeks

$15,000.00

8 Post Deployment Support

This milestone shall include the following:

1. Successful installation of customization in the MDOT development environment by

MDOT

2. Successful installation of customization in the State production environment by the State

3. Approximately 40 hours of support during the 8 week warranty period.

Milestone 7 + 8 weeks

$35,000.00

One-Time Professional Services Total $320,000.00

* Estimates based on 55-week delivery after acceptance of the Delivery Order (DOIT1) by Contractor.

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PROJECT CONTACTS:

The designated Agency Project Manager is:

Name: Heather VerHage Department: Transportation Area: Document and Process Automation Unit - Design Services Address: 425 West Ottawa Street City/State/Zip: Lansing, Michigan-48821 Phone Number: 517-204-2062 Email Address: VerHageH@michigan.gov

The designated DTMB Project Manager(s) is:

Name: Dave Work Department: DTMB Area: Agency Services supporting MDOT Building/Floor: Van Wagoner Building 3rd Floor Address: 425 West Ottawa Street City/State/Zip: Lansing, Michigan-48821 Phone Number: 517-719-2250 Email Address: WorkD@michigan.gov

AGENCY RESPONSIBILITIES:

Review and approval of the deliverables and submitted invoice(s).

Technical support tasks that require assistance, include, but are not limited to the following tasks:

1. State staff will be made available, as reasonably necessary throughout the duration of this implementation and will provide cooperation as required under this Change Notice or as otherwise requested by Contractor.

2. Contractor is not responsible for licensing software required by the customization such as Microsoft Excel and Bentley ProjectWise. Any additional software required by the customization will be identified by Contractor as part of Milestone 2.

3. Contractor is not responsible for providing and maintaining a client-side test environment, and maintaining an on-premise server for the Records Retention solution to be delivered under this Change Notice.

mailto:VerHageH@michigan.gov mailto:workd@michigan.gov

STATE OF MICHIGAN

CENTRAL PROCUREMENT SERVICES

Department of Technology, Management, and Budget

320 S. WALNUT ST., LANSING, MICHIGAN 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 1 to

Contract Number 230000000732

Various

Robin Lampert lara.lamparski@bentley.com

Lara Lamparski

Exton, PA 19341

BENTLEY SYSTEMS INCORPORATED

CV0066856

610-458-2625

685 Stockton Drive

(517) 582-2746

S T

A T

E

P ro g ra m

M a n a g e r

C o n tra ct

A d m in istra to r

C O

N T R A C T O

R

DTMB

lampertr1@michigan.gov

$12,016,522.00

April 1, 2023 March 31, 2028

ENGINEERING SOFTWARE, LICENSES, MAINTENANCE, AND SUPPORT

March 31, 2028

INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

5 - 1 Year

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☐ Yes ☒ No

MINIMUM DELIVERY REQUIREMENTS

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

☐ ☐ March 31, 2028

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$1,384,166.67 $13,400,688.67

Effective November 14, 2023, this Contract is increased by $1,384,166.67 for MDOT use.

The following amendments are incorporated into this Contract per the attached Statement of Work:

This change includes the following:

• Updating the MiTRIP application to a newer version enhancing the functionality.

• Annual refresh of the routing data.

• Funds for the update as well as ongoing hosting and the data refresh.

Please note the Contract Administrator has been changed to Robin Lampert.

This change notice also updates the Contract to note that extended purchasing is not available for this Contract.

All other terms, conditions, specifications, and pricing remain the same. Per contractor and agency agreement, DTMB Central Procurement Services approval, and State Administrative Board approval on November 14, 2023.

INITIAL EXPIRATION DATEINITIAL EFFECTIVE DATE

DESCRIPTION

CONTRACT SUMMARY

MDOT

AGENCY NAME PHONE EMAIL

Multi-Agency and Statewide Contracts

Program Managers for

CHANGE NOTICE NO. 1 TO CONTRACT NO. 230000000732

Dave Work 517-719-2250 WorkD@michigan.govDTMB

Andrew Block 517-230-4438 BlockA3@michigan.govMDOT

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STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

MDOT – MiTRIP Replacement

Requesting Department:

MDOT Bureau of Development

Agency Project Manager:

Scott Greene

Phone:

517-335-4402

DTMB Project Manager:

Dave Work

Phone:

517-719-2250

Brief description of services to be provided:

Replace the existing Michigan Transport Routing and Internet Permitting (MiTRIP) application with a newer version that will enhance existing functionalities and add new features.

BACKGROUND:

The existing MiTRIP application is a custom Commercial-off-the Shelf (COTS) system developed by Bentley Systems. The software is locally hosted utilizing Department of Technology, Management and Budget (DTMB) infrastructure. MiTRIP is used for requesting and issuing transportation permits for oversize/overweight loads traveling on state trunklines per the Motor Vehicle Code Book. MiTRIP is used by the general public and Michigan Department of Transportation (MDOT) staff. MiTRIP interfaces with: MDOT Permit Gateway (MPG), GIS (geographic information system) Services, and the Michigan State Police C-View application. The application has been in use for several years and has largely remained the same without major enhancements or technology upgrades.

The MiTRIP application has had issues with stability that cause useability issues for internal and external users. These issues cause problems with submitting permit applications as well as with the issuance of permits.

PROJECT OBJECTIVE:

The purpose of this Statement of Work (SOW) is to provide a new version of the permitting system that reduces costs, improves productivity, is compatible with current and new technology, improves customer accessibility, and provides an efficient user-friendly permitting system for internal and external customers. In addition to the existing functions of MiTRIP, the solution will include items documented in the attached requirements

Version 2023-1 Contract 230000000732 CN 1 2 of 91 document (Appendix A) and have a user-friendly, reliable solution with updated technology.

SCOPE OF WORK:

The scope of work includes implementing, configuring, and customizing an enhanced new version of MiTRIP as a Contractor Hosted Software Solution that provides the items documented in the attached requirements document (Appendix A). Provide a solution that will add new functionality and improve some of the existing functionality to make the process more efficient.

The enhanced application will also:

• Include previous enhancements to the MiTrip (Superload) product that were developed for MDOT. This includes permit types, fees, and jurisdictional transfers.

• Existing reports shall be preserved in the upgraded system or replaced by ones that fulfill the same requirement. The following reports will be migrated:

Details and Summary Permit Summary Count of Issued Permits Permit Technician Activity Trip Request Status Permit Status Carrier Status Permit Service Status District Review Trip District Review Summary Carriers Open Requests Technicians and Logons Permit Services

• Have the capability to produce ad hoc reports.

• Provide public (Third Party) access to MiTRIP via MiLogin directly by eliminating the need to use MPG.

• Provide a streamlined review and approval process, which includes criteria for auto-issued permits.

• Be useable on mobile devices and multiple browsers.

• Use newer technology and standards.

• Provide high availability and improved usability for all users.

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• Include a full update to the routing network.

TASKS:

1. Configure, customize, test, and implement the new improved MiTRIP system

(SuperLoad Connect Edition (SLCE), branded as MiTrip for the State of Michigan) utilizing test (QA) and production (PROD) environments.

2. Provide a responsive design interface through which users can access the application via various devices.

3. Eliminate the existing interface with MPG and integrate with MiLogin for external customer and MDOT internal user access. Customer profiles will be migrated from the existing MiTRIP database to the new MiTRIP database. Additionally, a migration script will be written to replicate the parent/child relationships that currently reside in MPG into the new MiTRIP CE database.

4. Vendor will work with the State of Michigan to migrate the data. The migration will include Users, Permits, Vehicles, Carrier Companies, and Permit Service Companies.

5. Implement interface with CEPAS for payment processing.

6. Implement data interfaces with TFM, Bulletin, CEPAS, MiLogin, BrR and MSP C-

View application. ArcGIS and BrM will be used as data sources for full route network update.

7. Schedule and support UAT sessions with business users.

8. Perform production implementation.

9. Provide user…