3522R11 - ATMA Technical Submittal 20250304.docx

Statement of Work

I-1. Statement of the Project. State in succinct terms your understanding of the project presented, or the service required by this RFP.

Offeror Response

I-2. Qualifications.

A. Company Overview.

Offeror Response

B. Prior Experience. Provide a description of the company’s experience in working with automated vehicle solutions and similar projects including the number and size of projects and outcomes. Include experience in developing, customizing, implementing, professional services, and maintaining ATMA solutions. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

Describe any industry best practices or certifications which are used by the Offeror (i.e. UL4600, ISO26262, and SAE standards).

Provide a brief description of at least two projects similar in scope and/or size to the proposed PennDOT project by your company. Specifically relate how experience with this project relates to the services requested by this RFP.

Provide at least two (2) references of contact persons who can discuss the nature and scope of projects, which were completed by your company by completing and submitting project references. Please ensure that the name of the reference company is included and that the contacts listed are current. Contact information must include the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

If subcontractor staff is utilized, then describe prior experience and provide reference contact information for all subcontractors utilized for at least one project per subcontractor. Describe prior experience for subcontractors with specific attention to the role they will play in this project.

Offeror Response

C. Personnel. The selected Offeror will staff the project with individuals who possess a significant depth of experience within their functional area of expertise and with projects of similar size and scope as PennDOT’s ATMA project. Proposed personnel should have experience in ATMA solutions and/or project management areas to which they are assigned.

Include in the proposal the number of resources and their roles for all personnel who will be engaged in the work. Include resumes for all Key Personnel that detail their name, prior projects and all relevant experience. Finally, identify by company name any subcontractors you intend to use and the services they will perform.

To gain efficiencies, offerors may propose individual resources who can cover more than one role and part time resources for any role. At a minimum, proposals shall include personnel with experience as described below, to cover the following roles:

Project Manager. A successful project will require a project manager with experience in:

· Minimum 5 years’ experience as a project manager.

· Comprehensive project management, including planning, scheduling, execution, implementation and closeout.

· Project and program monitoring and reporting.

Trainer. A successful project will require a trainer with:

· Deep Knowledge of Autonomous Vehicle (AV) Systems:

· Comprehensive understanding of the vehicle's automation features, sensors, and software.

· Awareness of the limitations and capabilities of the AV systems, including the Operating Design Domain (ODD).

· Safety Training:

· Knowledge of safety protocols related to AVs.

· Experience in emergency response or safety training scenarios.

· Educational and Training Background:

· Formal education or training in instructional design or adult learning.

· Experience in creating and delivering training modules or courses.

· Technological Fluency:

· Ability to use and demonstrate software, apps, or tools associated with the AV.

· Keeping up with the latest updates or changes in the technology.

· Regulatory and Ethical Knowledge:

· Awareness of regional and national regulations related to AVs.

· Understanding of the ethical considerations associated with AV use

· Experience with Diverse Audiences:

· Ability to tailor training for different age groups, technical proficiencies, and cultural backgrounds.

Resumes are not to include personal information that will require redaction prior to release of the proposal under the Right-to-Know Law. This includes home addresses and phone numbers, Social Security Numbers, Drivers’ License numbers or numbers from state ID cards issued in lieu of a Drivers’ License, financial account numbers, etc. If the Commonwealth requires any of this information for security verification or other purposes, the information will be requested separately and as necessary.

The Offeror shall define its proposed project organization in standard organization chart format. Key staff should be identified. Identify if any staff are assigned to other project assignments and/or if they will be assigned to another project during the duration of this effort.

Offerors must not make changes to Key Personnel during the term of the contract without receiving written agreement of IED DC’s Project Manager. The Offeror must provide resumes for alternate resources and receive PennDOT approval prior to changing Key Personnel. Key project staffing changes must be approved by the IED DC Project Manager. The Offeror shall remove any Offeror staff member from the project if PennDOT determines, in PennDOT’s sole discretion, that such staff member is not performing to the standard of quality required.

Substitutions of Key Personnel for either Offeror or Subcontractor must be submitted immediately to the IED DC Project Manager for approval when the Key Personnel position is suddenly vacated. All Key Personnel positions that are suddenly vacated must be filled with a substitute immediately. All Key Personnel positions are required to be filled with a replacement within six (6) weeks. See Appendix E – Key Personnel Experience for more information.

Offeror Response

D. Subcontractors: Provide a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to the Project. The selected Offeror is prohibited from subcontracting or outsourcing any part of this Project without the express written approval from the Commonwealth. Upon award of the contract resulting from this RFP, subcontractors included in the proposal submission are deemed approved. For each position included in your subcontracting plan provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

Offeror Response

I-3. Financial Capability.

Describe your company’s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Offeror’s financial capability.

Offeror Response

I-4. Tasks.

Describe in narrative form your technical plan for accomplishing the work using the task descriptions set forth below as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.

Task A – Project Management For the duration of the contract, the awarded contractor shall be responsible for maintaining and providing updates on a weekly or monthly basis as requested by PennDOT.

Project Management is composed of several different types of activities such as:

· Planning the work (tasks, subtasks, activities, milestones) needed to meet the project objectives, schedule and budget, and tracking to the base-lined plan.

· Assessing/controlling issues and risks.

· Estimating, allocating and monitoring activity of project resources.

· Directing activity and controlling project execution.

· Facilitating deliverable review and approval process.

· Reporting status and tracking progress against the project plan.

· Participating in After Action Reviews (AAR).

IED DC will assign an IED DC Project Manager who will coordinate IED DC’s responsibilities and provide oversight, monitoring, and verification of all project activities. The awarded contractor shall be responsible to complete all work and meet all requirements identified in the executed contract. The awarded contractor shall be responsible for successful completion of all work for quality, accuracy, and completeness to be approved by PennDOT. Refer to Appendix C: PennDOT IT Project Management Handbook, for the Project Management methodology which must be followed.

The sub-tasks for Task A are:

1. Task A-1: Kick Off Meeting. Within five (5) business days receipt of a Notice to Proceed, under this contract, the awarded contractor shall attend a contract kick-off meeting to be held virtually. Members of the awarded contractor’s team and PennDOT representatives will discuss in detail the requirements of the contract, and the awarded contractor shall provide a proposed plan of action for the transition and bring up any issues or items that require clarification or guidance. At the kick-off meeting, a copy of the fully executed Contract and all documentation will be discussed as well as the Project Plan described in Task A-2. Within five (5) business days after the meeting, the awarded contractor shall prepare minutes of this meeting, including a follow-up items list for both the awarded contractor and IED DC, and provide to IED DC’s Project Manager.

2. Task A-2: Initial Project Plan. The awarded contractor shall develop an Initial Project Plan by incorporating input from all parties as deemed necessary to establish the overall direction and goals of the project.

The following documents shall be incorporated into the Initial Project Plan:

· Project Scope Document.

· Project expectations, goals, and benefits.

· Dependencies and interrelationships.

Initial Project Plan to include activities/tasks for:

· Issue and Risk Management.

· Change Control Management.

· Communication Management.

· Project Execution

· Quality Management.

· Project Close-Out.

The awarded contractor shall be responsible for managing the day-to-day operation of the project. This includes, but is not limited to the development, maintenance, and execution for the following activities of the project plan which incorporates selected Offeror and PennDOT activities, sub-activities, milestones and assigned resources for the project The Initial Project Plan shall be subject to review and approval by the core Project Management Team.

Task A – Deliverable The deliverable for Task A is a Project Management Plan. The components of this deliverable are:

a. Kick-off meeting agenda and minutes – 7 days after NTP

b. Initial project plan – 14 days after NTP Deliverable Due Date: On-going throughout project and as noted above.

Task A Deliverables Summary

A-2: Initial Project Plan

Offeror Response Task B – Retrofit PennDOT Vehicle with ATMA System and Warranty with Follow-up Support Offeror will retrofit PennDOT-supplied vehicle(s) with the ATMA System which will operate in the Leader/Follower configuration where a human-driven “Leader Vehicle” (i.e. maintenance vehicle, lane striping vehicle, etc.) is followed by a driverless “Follower Vehicle” (i.e. the ATMA) in a multi-vehicle operation. PennDOT will provide vehicles to be retrofitted with the components necessary to enable the driverless operation. Offeror will ensure that the retrofit system is designed to not affect or impede normal human-driven operation of either vehicle in the event that the vehicles need to support non-connected automated vehicle related functions. Offeror will ensure the Leader Vehicle includes a navigation computer, Vehicle-to-Vehicle (V2V) communications system, an Operator Control Unit with system kill switch, User Interface tablet computer, and rear facing video camera. Offeror will ensure the Follower Vehicle (ATMA) includes the same components as the Leader vehicle along with actuators for controlling steering, braking, and acceleration as well as sensors for obstacle detection, external E-Stop system kill switches, forward facing video camera, and an independent remote E-Stop system as an added backup safety system.

Offeror will ensure that ATMA system components for the Leader and Follower Vehicles will be retrofit to existing PennDOT vehicles with ATMA system components installed in both of the PennDOT provided vehicles.

The retrofitting of the ATMA system onto PennDOT-supplied vehicles must be conducted within the state of Pennsylvania. PennDOT has a preference for these installations to occur at the PennDOT Fleet Management Garage located at 1706 Arsenal Boulevard, Harrisburg, PA 17103. However, if the Offeror proposes an alternate location within Pennsylvania, it should be justified in their proposal.

The sub-tasks for Task B are:

1. B.1.a Provide Leader Vehicle Kit- hardware and software

2. B.1.b Provide Follower Vehicle Kit- hardware and software Task B – Deliverables The deliverables for this task are:

a. Leader Vehicle Kit and Follower Vehicle ATMA Kit provided and installed on PennDOT provided vehicles. This includes hardware and software.

Deliverable Due Date: On-going throughout project and as noted above.

Task B Deliverables Summary

B.1.b: Follower Vehicle Kit-

Offerror Response Task C – PennDOT ATMA System Training Offeror will prepare a PennDOT approved system training plan to safely and effectively deploy the ATMA System. ATMA will have an associated class or training material available to PennDOT Users.

The sub-tasks for Task C are:

1. Task C-1: Training Plan. The training plan will include classroom training components such as PowerPoint slides and hands-on experience working directly with the ATMA System. The training material will cover operational, maintenance, and troubleshooting to ensure a full understanding of the system. The training plan should emphazise safety over the life of the ATMA deployment. At a minimum, training plan components must include:

a. Instructor-led Distance Learning classes delivered via the Internet on a space-available basis.

a. One train-the-trainer training session

b. Two standard training sessions

b. On Demand training materials including lessons, pre-recorded video clips that are designed to augment classroom time and foster retention.

c. Written reference documentation for users operating the vehicle

d. Other types of training materials as proposed by Offeror.

2. Task C-2: Classroom and/or virtual Train the trainer training. Offeror will provide training for PennDOT designated essential employees (one week on-site) conducted at a PennDOT designated location(s) in Pennsylvania. The training course should be designed for 10 – 20 students and take place over five business days. Training will include operational, maintenance, and troubleshooting material presented in a classroom-type learning environments as well as also a hands-on training portion to ensure full comprehension for safe and reliable system operations. Should additional training courses be needed beyond the first, PennDOT will endeavour to schedule them in consecutive weeks, as Department needs will allow. All trainings will take place in the Harrisburg, PA area.

3. Task C-3: Provide training materials.

a. Operations & Maintenance manual provided prior to training.

b. A video(s) and illustrative diagram(s) to be used in the training process Documents to be kept up to date throughout the life of the contract.

Task C – Deliverables The deliverables for this task are:

a. Training Plan including a comprehensive training schedule.

b. On-site training and training materials

1. Classroom and hands-on training in the use and application of the ATMA.

2. Training materials and manual to be used for staff and potential users of the ATMA. A training video(s) including any illustrative diagrams are also to be provided.

Task C Deliverables Summary

C-3: Training materials

Task D – ATMA System Testing Offeror will prepare a PennDOT approved system test plan to safely and effectively deploy the ATMA System.

The sub-tasks for Task D are:

1. Task D-1: Test Plan: The test plan will provide a list of all metrics and evaluation criteria enabling effective validation of system operation/performance. Testing and evaluation metrics will be provided for operating the vehicle on controlled and live traffic environments and includes test development plans, testing, data collection/analysis, and writing the final report. Offeror will ensure that the overall theme of the test plan is to ensure safety through the duration of the ATMA deployment.

2. Task D-2: Closed Track Testing: Offeror will provide testing of the ATMA System coordinated with PennDOT on a designated very limited to no traffic roadway system in Pennsylvania. This roadway system could possibly include a test track, empty parking lot or other facility determined at the discretion of the Department. Offeror will provide testing support for two weeks on-site per the approved Task D-1 Test Plan and include data collection and post-test data analysis. Testing success is determined at the reasonable acceptance of the PennDOT Program Manager. Such acceptance items include when all elements meet the accuracy and function requirements outlined in the Task D-1 Test Plan by the end of the two week duration. Time stamped data collected as part of the Task D-1 Test Plan will be stored to uniquely numbered data files for post processing analysis of; velocity, location, heading, vehicle gap, actuator commands, and sensor status, etc. Offeror will ensure that detailed log files of test data recorded by the system are used to document operation time.

3. Task D-3: Live Highway Testing: Offeror will support deployment of the ATMA System coordinated with PennDOT on designated Interstates and/or divided highways. Offeror will provide deployment support for two weeks per Task D-1 Test Plan and includes data collection and analysis. Offeror will insure that by the start of Task D-3, PennDOT will be capable of unsupervised system operation, data collection, and post-test data analysis. Time stamped data collected must be stored to uniquely numbered data files for post processing analysis of: velocity, location, heading, vehicle gap, actuator commands, and sensor status, etc. Detailed log files of test data recorded by the system are used to document operation time. Testing completion is determined by all elements meeting the accuracy and function requirements of the Task D-1 Test Plan to a minimum of 32 consecutive hours of operation over several days without need for an PennDOT system operator to take control due to performance anomalies of the system. Upon completion of testing the ATMA should be ready for live deployment on public highways under normal operating conditions. Upon completion of testing and acceptance of the ATMA, PennDOT will provide a memo to the vendor confirming acceptance, end of testing, and start of the warranty period.

Task D – Deliverables The deliverables for this task are:

a. Test Plan as described in sub-task D-1.

b. Memoradum documenting closed track testing as described in sub-task D-2.

c. Memoradum documenting live highway testing as described in sub-task D-3.

Task D Deliverables Summary

Task E: Post-Implementation Maintenance and Support The Offeror should briefly describe its approach to maintenance and support. Following installation validation and continuing for the duration of the contract, the selected Offeror shall provide solution maintenance and support as described below:

The sub-tasks for Task E are:

1. Task E-1: Maintenance and Support. The selected Offeror shall provide routine maintenance and support to address issues that prevent the solution from functioning and operating as designed. The selected offeror will provide routine service requests. This includes, but is not limited to, the following:

a. service failures;

b. bug fixes;

c. user and technical documentation updates;

d. maintenance of software code and internal comments;

e. proactive identification and implementation of potential issues that may result from system changes due to required technology upgrades (patches, version upgrades, etc.);

f. answering general questions about product functionality;

2. Task E-2: Resolution of Service Failures. At a minimum, the selected Offeror shall complete the following steps when resolving service failures:

a. respond to all service failure events within SLA guidelines;

b. Communicate periodic status updates during service failure response;

c. Restore service;

d. At the request of PennDOT, conduct an After-Action Review (AAR). Provide an AAR report within five (5) business days of the conclusion of corrective maintenance activities.

3. Task E-3: System Enhancements. The Selected Offeror will continue to enhance its products to take advantage of advances in technology. Enhancement Requests from PennDOT- the Offeror must make every effort to accommodate enhancement requests assuming they are not at odds with their vision for their products. In this section of the proposal, the Offeror should describe how they will address PennDOT’s objectives in the area of enhancement requests. Include a description of the costing strategy that the Offeror will apply to PennDOT requested enhancements. When new enhancements become available, the vendor will notify PennDOT within two weeks of their commercial availability. PennDOT will notify the vendor in writing if it wants a specific enhancement installed. Vendor will have six months from written notice to complete the installation of the enhancements. Any recalls or safety issues that require the vehicle to be withdrawn from service must be corrected within two weeks of the vendor having a tested, functioning, and safe solution.

4. Task E-4: Additional Training. Offer will supply PennDOT with additional training as needed. Subsequent trainings will provide updated information based on enhancements and improvements as they are installed on PennDOT vehicles. Additional trainings are expected to take place in the Harrisburg, PA area, but may take place anywhere in Pennsylvania, as needed by the Department.

Task E – Deliverables

The Offeror shall provide support and maintenance services in accordance with the Appendix D: Service Level Agreements (SLAs) as well as Change Control guidelines described in Appendix C: PennDOT IT Project Management Handbook. The selected Offeror will bill a monthly fixed cost amount for these services. Refer to the Cost Submittal .

Task E Deliverables Summary

E- 2: Resolution of Service Failures

E- 3: System Enhancements

E-4: Additional Training

Task F. Project Close-Out The Project Close-Out task will provide an orderly transition of maintenance and support responsibilities for the ATMA Solution to IED DC’s resources or delegate(s) or a new vendor and complete all necessary project close-out activities.

The sub-tasks for Task F are:

1. Task F-1: Final System Documentation. Update all project Technical Documentation (including system documentation) and User Training Materials.

2. Task F-2: Optional -After Action Reviews. Participate in After-Action Review sessions as needed, to evaluate project execution and identify successes and opportunities for improvement.

Task F – Deliverables The deliverables for this task are:

a. F-1- Final System Documentation. The awarded contractor shall provide final, up-to-date copies of all Technical Documentation and User Training Materials.

b. F-2- OPTIONAL AAR Results. Transition & Project Closeout Task shall be considered one deliverable for the purpose of invoicing/payment. The awarded contractor shall submit the documents separately to the IED DC Project Manager.

The Transition & Project Closeout deliverable shall not be considered guaranteed work and shall not commence until the awarded contractor receives notification from the Commonwealth. The Commonwealth reserves the right to extend delivery of the Transition & Project Closeout task to future Purchase Order renewals.

Task F Deliverables Summary

Task G - 60 Month Warranty and Follow-on Support Offeror acknowledges that this Contract includes a 60 months warranty that begins upon PennDOT acceptance of delivery of the ATMA System equipment. Upon written acceptance of the ATMA System equipment, the Contractor warranties that the System will be operable for 60 consecutive months. If, during that time, the system becomes inoperable or cannot be run in autonomous mode due to component failure, Contractor will repair software and hardware system components to bring the System back into full operation. This warranty does not apply to damages or system failures that are the fault of PennDOT or a third party. This warranty applies to any software “bugs” or failures identified by PennDOT or other ATMA deployments that affect the safety and reliability of the System if found within the 60-month period.

Task G – Deliverables The deliverables for this task are:

a. Warranty – Provide 60 month warranty as noted above in Task G Deliverable Due Date: On-going throughout project and as noted above.

Task G Deliverables Summary

Task H – Shipment and Delivery of Optional Additional Vehicles Depending on the funds and the successful implementation of the first ATMA, the Department is planning on purchasing additional ATMAs. Additional features may be required for the ATMAs.

Task H includes optional tasks not to be bid or included in cost proposals. If Task H is exercised, final work tasks and costs will be negotiated later.

Note: Some requirements marked as optional in Appendix A: Requirements are not in scope now but may be considered later.

Offeror Response

I-5. Reports and Project Control.

The selected Offeror shall create and maintain the following plans and reports and participate in meetings as described below throughout the life of the contract:

A. Baseline Work Breakdown Structure

The selected Offeror shall develop a detailed work breakdown structure (WBS) that highlights key tasks, lead resources, due dates, and milestones. Tasks, sub-tasks, activities or sub-activities should be measured in person-hours of effort and shall be tracked through Microsoft Project or CA Microsoft Project Server Online.

The WBS is the basis for deriving a project schedule; therefore, the selected Offeror shall submit the WBS to IED DC’s Project Manager for approval prior to initiation of the work effort.

Offeror Response

B. Bi-weekly Status Report

The selected Offeror shall create a bi-weekly status report or at PennDOT direction depending on the urgency of the issue, weekly or daily, that at a minimum, includes the following:

1. Accomplishments from the current reporting period.

2. Planned activities (in process, those upcoming for the next reporting period, those behind schedule).

3. Current issues and risks.

4. Proposed changes and recommendations.

5. Amount of work completed to date listed by percentage.

6. Amount of budget expended to date listed by percentage.

The report must display the status of planned versus actual performance. Plan format shall be approved by the IED DC Project Manager. If nothing to report then this shall be noted on the report.

Offeror Response

C. Project Governance Meetings and Status Reports

1. Monthly Project Execution Management Team (PEMT) Meetings

The selected Offeror shall participate in (IED DC-led) PEMT Meetings. At a minimum, the selected Offeror’s Project manager shall attend monthly PEMT meetings as requested, as well as any additional resources as needed to report on current project status, schedule, issues, and risks. Meetings will be held monthly during project implementation and may occur less frequently during the support/maintenance period of the contract. Offeror will be responsible for providing meeting agenda and meeting minutes.

2. Quarterly Project Governance Committee (PGC) Meetings and Status Reports

a. The selected Offeror shall participate in the (IED DC-led) Quarterly PGC Meetings as requested throughout the life of the project. The PGC will make decisions which have a significant impact on the planned goals, objectives, and resources of the project. When necessary the selected Offeror’s Project Manager will prepare and present materials to the PGC.

b. The selected Offeror shall prepare and submit a quarterly status report outlining the status, accomplishments, issues/risks/mitigation strategies, budget status, and planned activities. The Quarterly Status Report should provide a summary of the activity which occurred during the quarter including both planned and accomplished. The report should be delivered in a way it identifies and verifies the activity using information from the Work Plan. The Quarterly Status Report shall be discussed at the Project Governance Committee (PGC) Meeting; therefore it shall be provided to the IED Delivery Center Project Manager for review/comment/approval at least two (2) business days prior to the Quarterly PGC Meeting. Offeror will also provide meeting agenda and keep meeting minutes. Meeting agendas must be provided two (2) business days prior to the Quarterly PGC Meeting.

Offeror Response

D. The selected Offeror shall provide any additional reports as specified in “I-5 Tasks.”

Offeror Response I-6. Non-Commonwealth Hosting. The proposed solution shall undergo an IT Vendor Risk Assessment review. In support of the review, the Offeror must provide detailed responses and submit the following documents and information related to the proposed solution. Responses, and applicable attachments, included in the Offeror Technical Submittal, will be considered during Technical Submittal evaluation and scoring.

All Information Technology policies can be found via the link referenced within RFP Technical Questions Section 1.1.4 of the JAGGAER event.

Information requested below considered confidential and not for public disclosure may be provided by completing the “Trade Secret Confidentiality Proprietary Information Notice” within RFP Question 2.1.3 and then attaching the document(s) within RFP Question 2.1.4.

Document “Bolstering Service Delivery” is provided in the RFP Buyer Attachments and provides additional information regarding the Non-Commonwealth Hosting requirements.

In accordance with IT Risk Management Policy, the proposed solution shall undergo an IT Vendor Risk Assessment review. In support of the review, the Offeror must submit the following documents and information related to the proposed solution. Offeror should review the trade secret form included in the solicitation to address any concerns related to the confidentiality of the information submitted.

1. A SOC2 Type II, ISO 27001 certification, Standardized Information Gathering (SIG) and/or other relevant security documentation.

2. StateRAMP or FedRAMP certificates. StateRAMP certification information can be found at https://stateramp.org/. Please be aware a FedRAMP certification is required in order to obtain a StateRAMP certification. FedRAMP certification information can be found at https://www.fedramp.gov/

3. The Offeror’s Information Security Policy.

4. PenTest Summary Results. Offerors shall provide PenTest results. PennDOT will also accept a summary of the results.

5. Any other relevant information pertaining to the Offeror’s Security & Compliance programs that would be helpful in evaluating how they manage security for their customers.

Offeror Response

I-7. Disaster Recovery (DR) Plan. The Offeror shall provide a comprehensive DR plan for electronic records, equipment, data, files, and all other resources necessary to maintain business operations supported by the solution. The Offeror shall include a copy of its DR Plan with its proposal for evaluation purposes. A finalized DR Plan shall be due from the Selected Offeror within 60 calendar days after the purchase order effective date and must be updated annually.

1. The Offeror shall provide the following information in relation to the DR Plan:

a) How, by whom, and how often its DR plan will be tested.

b) How its DR test plans support compliance with the required system availability.

c) The approach to backing up the infrastructure to provide for continuity of operations

d) Results of the most recent DR test, including, but not limited to the following:

(1) The implementation playbook of how disaster recovery was tested.

(2) Measurements against requirements and actual times observed in testing.

· Recovery Point Objective (RPO) in hours.

· Recovery Time Objective (RTO) in hours.

· Work Recover Time (WRT) in hours.

· Maximum Tolerable Downtime (MTD) in hours.

(3) A list of all defects found in the disaster recovery process with action items and actual times to resolve each defect found.

Offeror Response

I-8. Digital Accessibility Requirements. The Commonwealth promotes equal access to employees and residents with disabilities as shown in the Digital Accessibility Policy. Equal access ensures employees and residents who use assistive technologies (screen readers, magnifiers, speech-to-text, etc.) to access digital content and services that include but is not limited to electronic content, software, hardware, and support documentation and services, are able to access the Commonwealth digital information and services.

· To support the Digital Accessibility Requirements objectives, the Offeror shall:

1. Submit with its response a completed Policy Driven Adoption for Accessibility (PDAA) Assessment, using the PDAA Assessment attachment located in the Buyer Attachments of the JAGGAER event, to detail the Offeror’s strong accessibility program, capabilities and intention to continually improve the maturity of its accessibility program and services.

2. Submit with its response applicable Accessibility Conformance Reports (ACR) using the current version of the Voluntary Product Accessibility Template (VPAT) found on the Information Technology Industry (ITI) Council website for digital products (Example: Custom-Off-The-Shelf (COTS) products, content management tools).

Offeror Response

I-9. Additional Requirements.

A. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.

1. Describe how you anticipate such a crisis will impact your operations.

2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:

a. Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees);

b. Identified essential business functions and key employees (within your organization) necessary to carry them out;

c. Contingency plans for:

i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and.

ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

d. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and;

e. How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

Offeror Response

B. Additional In-Scope Services

Under Chapter 19 of the Procurement Code, 62 Pa. C.S. § 1901 et seq., IED DC reserves the right to procure additional in-scope services or supplies under this procurement for the benefit of other Commonwealth agencies or entities eligible to participate under the resulting Contract. In the event that such work is identified, IED DC shall request a quote, identifying the eligible Chapter 19 participants and the services or work that it is requesting. Provided that the services or work are within the scope of the contract, the Party authorized under Chapter 19 shall obtain the services or work based upon the Department’s terms and conditions as applicable..

IED DC shall obtain a quote from the Offeror to provide the requested supplies or services to IED DC. If IED DC is willing to purchase the quoted supply or service, it shall issue a Contract to the Offeror, citing the terms and conditions applicable to IED DC’s procurement; or negotiate such other terms and conditions that may be required.

Offeror Response

C. Payment and Invoicing

1. The selected Offeror must submit an OS-501 Confirmation of Services Form (Appendix H - OS-501 Confirmation of Services Form) to IED DC’s CADD Manager to confirm services have been rendered. All supporting invoice documentation should be submitted with the OS-501 Confirmation of Serivces Form.

2. Once IED DC’s CADD Project Manager confirms acceptance of services, the selected Offeror shall invoice IED DC for authorized work performed. All charges on a submitted invoice must be directly related to work performed on all identified tasks. All invoices must be mailed to the “Bill To” address on the Purchase Order.

3. Invoices from the selected Offeror shall be prepared to show separate costs for each deliverable that has been completed. The invoice shall reflect line items as shown on the fully executed Purchase Order. Invoices shall be capable of being photocopied legibly.

Offeror Response

I-10. Service Level Agreements.

The selected Offeror shall adhere to service level agreements (SLAs) as described in Appendix D: Service Level Agreements (SLAs), found in Buyer Attachments.

As part of the proposal, the Offeror may propose alternative service level agreements and/or service credits; however, these must be submitted on the basis of information included in Appendix D: Service Level Agreements (SLAs), and the proposal must be submitted on the basis that the SLAs in Appendix D: Service Level Agreements (SLAs) will apply to this procurement.

The selected Offeror will submit a monthly SLA status report to the IED DC Project Manager. This report will show compliance status on the SLAs for the past month and will provide additional information on any SLAs that were not in compliance.

Offeror Response

I-11. Demonstrations.

As part of the selection process, Offerors that are determined to be responsible and responsive will be invited to the Best and Final Offer meeting, which includes a required demonstration. Details about this demonstration are as follows:

Demonstrate at a minimum the following Business and System requirements in your proposed solution, refer to Appendix A: Requirements, column labeled “Demonstration”, for items to be included in the demo.

Department has provided relevant documents to be utilized by the Offerors determined to be responsible and responsive at the Best and Final Offer demonstration. Zip files are posted within this advertisement. Additional documents may be used to demonstrate the solution’s capabilities. The Best and Final Offer meeting will be held as a Microsoft Teams meeting. Further information about this meeting will be communicated with the selected Offeror during the selection period.

Offeror Response

I-12. Objections and Additions to Standard Contract Terms and Conditions.

The Offeror will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section or to other provisions of the RFP.

Offeror Response

List of Appendices:

1. Appendix A – Requirements

2. Appendix B – Enterprise IT Standards

3. Appendix C – PennDOT IT Project Management Handbook

4. Appendix D – Service Level Agreements (SLAs)

5. Appendix E – Personnel Experience by Key Position

6. Appendix F – PDAA Assessment Template

7. Appendix G – Bolstering Service Delivery

8. Appendix H – Acronyms

9. Appendix I – Sample Contract

10. Appendix J – OS-501 Confirmation of Services Form