5-RFP V6 Scope of Work.pdf

Agency for Community Transit RFP Volume 6 of 6

Scope of Work Page 1 of 5

SCOPE OF WORK

1. Overview The Agency for Community Transit’s (Owner) fleet and facilities maintenance departments require more robust IT system solution to help drive efficiency, productivity, cost control, inventory control, accurate and timely reporting in addition to other items deemed important to the daily, weekly and year over year operations.

1.1 Project Timeline

The Owner desires the new system as required, go-live date to be within nine (9) months of the contract’s Notice to Proceed.

1.2 Project Goals

The Owner’s stakeholders identified the following rationale, goals, and objectives driving the procurement of a new system.

● The existing solution has become dated and difficult to maintain with no developer support.

● The current data has become incomplete, limiting agency opportunities for analysis and application to decision making.

● Working with the existing SQL databases requires significant staff effort.

● A more robust end user experience is needed with expanded reporting and data integrity in mind.

● Improve data accessibility, reliability, and validity for use in reporting, benchmarking and cost controls.

● Provide tools to better control inventories.

● Maximize employee efficiencies in their daily tasks.

● Reduce manual efforts, including rekeying of information and manual joining of data.

● Enhance information provided to leadership for greater planning accuracy.

1.3 Current Program and Processes

The Owner currently uses Transman which was purchased outright in 2003 with a single upgrade in 2011. This system currently requires a significant amount of SQL database knowledge and script writing to run reports, general information, numbers, preventative maintenance reports, inventory checks and audits and more.

2. Project Implementation

2.1 Project Management

The Contractor will provide a project management team and project management plan to support development and implementation of the requested system.

2.1.1 The Contractor will designate a responsible and experienced individual to serve as the Project Manager (PM) for the entire term of the implementation. The PM will maintain close collaboration with the Owner team throughout the project lifecycle.

2.1.2 The Contractor will submit a Project Management Plan shortly following Notice to Proceed. The Contractor will provide a plan for regular project meetings with the Owner that will help coordinate project activities, facilitate decision-making, and provide status/updates on all elements of the project throughout the life of the project. The Contractor will provide a tracking tool for maintaining a master list of issues.

2.2 Installation and Transitions Plan

The Contractor shall be responsible for designing, developing, and testing the system. The system will be activated according to an implementation plan developed by the Contractor and approved by the Owner. Of particular importance is the Contractor’s plan for transitioning from the current systems to the new system with the least amount of risk and disruption to agency Fleet Maintenance operations, current historical data and daily efficiencies of current end users.

Scope of Work Page 2 of 5

2.3 Testing

The Contractor will plan and document all testing activities to provide evidence of acceptable system design and delivery, including all components like tablets and scanners. The test plans will include user testing and user experience testing for all test phases. The Owner will approve all testing documentation in writing during reviews. The Contractor will not perform any test until the corresponding test plan has been approved.

2.3.1 The testing will need to be completed in multiple phases:

a) Testing provides evidence that individual elements or units going into the System were designed and are functioning per required specifications.

b) Integration testing provides evidence that systems are performing as designed to meet overall system requirements when integrated. The Contractor will be responsible for supporting all elements of any integration testing, including, but not limited to, system and APIs, reporting, and customer support.

Stress testing will occur during testing and will include the successful processing of the projected peak volumes.

c) System Acceptance Testing demonstrates that the complete and deployed system meets all requirements. When all other testing is complete, the Contractor will commence the System Acceptance Test, which will verify that the entire system meets the system performance requirements for Final System Acceptance.

d) Achievement of the Final System Acceptance milestone will be based upon the successful completion of SAT and delivery of all contract-required work, equipment, and documentation, and is subject to written approval from the Owner. The Owner will issue a certify upon approval of the Contractor’s request for Final System Acceptance. System Acceptance marks the start of the warranty period.

2.4 Training

2.4.1 The Contractor will provide a Training Plan. The Training Plan will breakdown proposed training tools including videos, manuals, classes, etc. The Owner expects that the Contractor will provide training materials and all required primary training sessions for all users across multiple shifts.

2.4.2 Additionally, the Contractor will train the trainer for necessary first line use and maintenance of the systems. The system will include a sandbox style system that enables staff to receive hands-on operation and maintenance instruction while in a setting that will not be detrimental to the final, live operational system.

2.4.3 Following the initial training, the Contractor will provide a price for additional training sessions as needed by the Owner.

2.5 Project Deliverables List

The following list describes the project deliverables:

a) All system software including:

i. Fleet Maintenance Programing (rolling stock)

ii. Facility Maintenance Programing

iii. All required modules required in the scope of work inside the aforementioned programs.

iv. Any additional hardware needed as required in the scope of work.

b) All system hardware, software or access granted for a fully functional system:

i. Minimum of 30 users

• Barcode scanners

• Barcode printers

• 2 spares of each

c) Project Management Plan including:

i. Approach for managing schedule, scope, cost, and risk

ii. Master Issues List

d) Preliminary Design Review package

e) Final Design Review package

f) Installation and Transition Plans

g) Test Plan(s)

h) Training Plan

i) Training materials, records, and manuals

Scope of Work Page 3 of 5

3. System Design & Architecture

3.1 Facilities Maintenance

SOW

Number

Requirement

3.1.1 Web-based platform that includes mobile access for field users to create, receive and complete work orders, inspections and requests from a desktop, smartphone and tablet.

3.1.2 Employee time clock that integrates with the Owner payroll/time keeping systems.

3.1.3 The system needs to be real-time, allowing all users to be working from the same data at the same time.

3.1.4 Notifications available to alert staff of new work orders, inspections and requests that need to be addressed.

3.1.5 Scheduled inspections automatically updating a shared calendar or notification as work orders are created, completed, or postponed.

3.1.6 Work order Evaluation report

3.1.7 Work order priority system

3.1.8 Reports and dashboards available to be printed, viewed, and analyzed based on the work that’s tracked in the system.

3.1.9 The Owner needs to be able to track work history, inventory and any spare tools/parts and assets.

3.1.10 System that allows you to filter items by location/facility for easy access and reporting.

3.1.11 Capability to upload Photos and File attachment

3.1.12 Automated email reminders

3.1.13 Simple dashboard for field staff with option of additional information

3.1.14 Tool inventory system for trucks

3.1.15 Complete facility asset items list by location. (Toilet make/type, year installed. Door lock makes/types, year installed, Entire lighting assemblies.)

3.1.16 Asset management program that communicates with Account Program being used

3.1.17 Customer GL coding by location or business unit.

3.1.18 Budget modules for facilities.

3.2 Fleet Maintenance

SOW

Number

Requirement

3.2.1 Web-based platform that includes mobile access for field users to create, receive and complete work orders, inspections and requests from desktop and tablet.

3.2.2 Real time data

3.2.3 Employee time clock that integrates with the Owner payroll/time keeping systems.

3.2.4 Customizable job coding

3.2.5 SRT building per job code.

3.2.6 Customizable indirect labor codes.

3.2.7 Integration with fuel monitoring system and reporting. The Owner currently pulls mileage and fuel reports then imports into the current maintenance system for daily mileage updates.

System is required to build the API for automatic uploading of fuel and mileage into

Scope of Work Page 4 of 5 maintenance system from current fuel management systems. Current FMS is Fleetwatch FMS.

3.2.8 Possible integration with Geotab. This technology pulls data from each unit. The data will be tied in with engine ECU data that can update engine hours, miles, fuel used, location and more.

3.2.9 Asset barcoding capability.

3.2.10 Required or pending jobs to select when building RO’s of canned types. Types would be, but not limited to, pm servicing, pending repairs, unit interior cleaning, unit exterior cleaning and more to be selectable at RO start.

3.2.11 Robust pm program that includes some assets having up to 5 main pm services with an additional 10 sub pm services. The pm module must be able to produce accurate pm forecasting and reporting. The pm due/overdue reporting must be able to supersede previous services. Daily pm reports of due/overdue pm’s to be generated and automatically emailed each morning at a designated time set by the Owner. This must also be able to be adjusted regularly with no additional cost to the Owner.

3.2.12 Robust tire module to include lease tire contracts and reporting.

3.2.13 Modules in place or developed for support, reporting, scheduling and other items as it pertains to EV and charging of vehicles.

3.2.14 Warranty module support for vehicles, tooling, facilities and equipment

3.2.15 Asset management to include useful life benchmarks, cost per mile/hour/gallon for equipment and facilities by day, week, month, year.

3.2.16 Budget modules for equipment.

3.2.17 Capital budget investment planning based on factual data.

3.2.18 Invoice capability for 3rd party subrogation organizations using the Owner services.

3.2.19 Parts inventory, parts bar coding, part contracts abilities.

3.2.20 Contractor identification and Contractor management.

3.2.21 Purchase order abilities with easy tracking and application. Possible API’s for integration with current or upcoming AP software.

3.2.22 Robust Asset reports that can be manipulated and on demand customizable by the Owner staff. This is to be performed inside of proposed system with no need to write customizable reports by the Owner or supporting Contractor inside SQL or other types of external database queries.

3.2.23 Unit/Equipment modules able to apply warranty guidelines, aftermarket parts installed, serial numbers of added items, business units assigned to, GL coding modes, status and any other specific data to any unit or equipment. All fields should be reportable and sortable in a reporting format.

3.2.24 Time stamp user and lockable notes field inside RO’s job notes.

3.2.25 Telematic API’s from 3rd party solutions.

3.2.26 Total listing of general and advanced reporting that is available and/or standard with approved system.

3.2.27 GL coding by asset, location and business type to be possible.

Scope of Work Page 5 of 5

3.3 IT Requirements

SOW

Number

Requirement

3.3.1 Fleet Director to be the primary contact for software integration, data moves, and perpetual software licensing. Fleet Director with work internally with the Owner IT staff for additional needs.

3.3.2 Ability to integrate using API calls.

3.3.3 Support service with a maximum 24-hour turnaround time with a clearly outlined support agreement for non emergencies.

3.3.4 Support service with a maximum of 1 hour turnaround time for system down, critical failures, or loss of access that will impact the daily needs of the organization.

3.3.5 Basic User Manuals for software usage

3.3.6 SaaS offering - Description of how planned downtime affects data access/usage.

3.3.7 If there is a client software requirement, clearly listed ports and protocols needed for software to communicate - Must support latest Windows Desktop Offerings, Android OSs, and Apple OSs.

3.3.8 Single point login for all modules.

3.3.9 Must be able to do Period Closings. Closings can only be adjusted or re-opened by select leadership at the Owner.

3.4 General Overview Requirements and Information Gathering

SOW

Number

Requirement

3.4.1 Ability to download database data offline.

3.4.2 Ability to be deployed on Variety of platforms. (tablets, desktop, laptop, Android)

3.4.3 Ability to move historical data from current systems.

3.4.4 Total set up fees and running monthly cost are clearly defined.

3.4.5 Support structure, remote networking support, troubleshooting support, custom reports development and costing.

3.4.6 How upgrades are handled.

3.4.7 Remote host.

3.4.8 Required equipment to be clearly defined in proposals.

4. Services Overview

4.1 The Owner will be responsible for the day-to-day operations of the system.

4.2 During the lifecycle of the system, the Contractor will be responsible for maintaining the system with regular system updates and for supporting the Owner’s maintenance departments needs. The Owner will test any systems and equipment; if any systems or equipment does not work properly, the Owner will return it to the Contractor for immediate replacement, updates, or troubleshooting.

4.3 The Contractor will provide ongoing support for the use of the system according to an agreed upon System

Maintenance Agreement the first three years of the system maintenance will be included in the system price. The Contractor will include a warranty of at least three years for all hardware components of the system in the system price. The warranty period will begin with System Acceptance.