525-20.pdf

Invitation No.: 525-20 Location: Statewide - Central Office Commodity: Advanced Traffic Management Systems Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/525pricing.xls

REQUEST FOR PROPOSAL (RFP)

State of Ohio, Department of Transportation

Office of Contract Sales, Purchasing Services Jack Marchbanks, Ph. D., Director

Proposal Submission Deadline (Proposal Opening Date):

June 27, 2019 at 2:00 p.m. eastern time

Submitted by:

Company Name:

Federal Tax ID No.:

Physical/Mailing Address: Remit to Payment Address:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Telephone Number 800 Number Fax Number

Return Properly Marked, Complete Proposals To:

Ohio Department of Transportation Office of Contract Sales, Purchasing Services, 1st floor 1980 West Broad St. Mail Stop 4110 Columbus, OH 43223

BIDDERS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS RFP

VIA THE FOLLOWING WEBSITE:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx

Contents

SECTION I. GENERAL OVERVIEW

Overview

Objectives

Contract Duration

Pre-bid Meeting

Tentative Interview and Demonstration

ROLES AND RESPONSIBILITIES OF ODOT

Vendor Project Manager Business Analyst Technical Lead Training Lead

OWNERSHIP

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

Project Initiation Vendor Deliverables:

ODOT Responsibilities:

Requirements Verification and Solution Approach Vendor Deliverables:

ODOT Responsibilities:

Configuration Management Vendor Deliverables:

ODOT Responsibilities:

Design and Development of Customized Functionality Vendor Deliverables:

ODOT Responsibilities:

User Acceptance Test (UAT) Vendor Deliverables:

ODOT Responsibilities:

Conversion of Legacy Data Vendor Deliverables:

ODOT Responsibilities:

Integration of Data Vendor Deliverables:

ODOT Responsibilities:

Implementation, Rollout and Acceptance Vendor Deliverables:

ODOT Responsibilities:

Training Vendor Deliverables:

ODOT Responsibilities:

Post-Implementation Support

Vendor Responsibilities and Deliverables:

ODOT Responsibilities:

SECTION III PROPOSAL SUBMISSION REQUIREMENTS

Proposal Response

PROJECT APPROACH AND IMPLEMENTATION / STAFFING PLAN

Organizational Structure/Staffing Plan

VENDOR QUALIFICATIONS AND EXPERIENCE

TECHNICAL PROPOSAL RESPONSE TO REQUIREMENTS

COST PROPOSAL

SECTION IV PROPOSAL SCORING

Vendor Responsibility

Scoring Assumptions and Technical Proposal

PHASE I: Initial Qualifying Criteria

PHASE II: Criteria for Scoring of Technical Proposal

PHASE III: Final Scoring of Technical Proposal

SECTION V SERVICE LEVEL AGREEMENTS

ATTACHMENT A: STATE IT COMPUTING POLICY REQUIREMENTS

ATTACHMENT B: ODOT IT TECHNICAL REQUIREMENTS

1.1 Technical Documents

1.2 Server Requirements

1.3 Document Storage

1.4 Authentication & Authorization

1.5 System Security

1.6 Database

1.7 Client-Side Software

1.8 Coding Requirements

1.9 Mobile

State of Ohio, Department of Transportation (ODOT)

Terms and Conditions for Submitting Excel Pricing File in Bid Package

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

GENERAL DEFINITIONS

STANDARD CONTRACT TERMS AND CONDITIONS

SIGNATURE PAGE

SECTION I. GENERAL OVERVIEW

Overview

The Ohio Department of Transportation (ODOT) Statewide Advanced Traffic Management System (ATMS) is located in Columbus at the ODOT Central Office and is one of the primary tools of the Traffic Management Center (TMC). The Statewide ATMS helps to manage traffic on Ohio's interstates, freeways, expressways, and state highways in each of the State’s major metropolitan areas including Akron/Canton, Cincinnati, Cleveland, Columbus, Dayton/Springfield, and Toledo.

ATMS operators can control cameras and post traveler information messages to ODOT’s Dynamic Message Signs (DMS), Highway Advisory Radio (HAR), and to the OHGO website, which serves as separate but closely related Traveler Information System (TIS). TMC operators can also act as liaisons between Freeway Service Patrol (FSP) vehicles, ODOT, and various other public agencies that respond to the scenes of vehicle incidents. It also communicates with RWIS Roadside Equipment throughout the state.

ODOT is seeking services to develop and integrate a next generation (NextGen) ATMS based on previous systems engineering that includes a Feasibility Study, Concept of Operations and Requirements Development. The goal is to replace ODOT’s current ATMS as well as other ancillary solutions/processes as appropriate. The long-term vision is to integrate one solution that can handle multiple transportation functions to include:

• Communicating with and controlling ODOT’s robust network of ITS devices

• Commanding and controlling variable speed limit and Hard Shoulder Running (HSR) corridors based on condition-based system-generated recommendations that can be accepted or modified by the operator

• Generating feeds of road closures and ongoing road activities that can tie into OHGO

• Integrating weather data (RWIS and/or otherwise)

• Displaying high resolution speed data

• Tracking active and planned road closures (e.g., work zones, traffic incidents, special events)

• Managing pre-determined detour routes (i.e., ODOT’s Playbook)

• Sending notifications of real-time traffic issues

• Integration with ODOT’s Asset and Archiving data, generating reports and performance measures

• Calculating travel times based on speed data feeds

• Decision support system for traffic management and Advanced Transportation and Demand

Management (ATDM) initiatives

• Supporting ODOT’s Transportation Systems Management and Operations (TSMO) practices, policies and procedures

• Flexibility to grow and meet future needs (e.g., Lane closure permitting, CAD data integrations, Connected and Automated Vehicles)

• Reporting road conditions from a maintenance perspective

• Automatic Vehicle Location (AVL) data

• Integrated Data Warehouse

• Ability to consume multiple integrated data exchange (IDE) sources

This RFP seeks proposals to allow ODOT to engage a single Vendor or Vendor team to deliver a new ATMS that meets existing and future needs of ODOT on behalf of motorists who use the state highway system. The ATMS is a set of information and data gathering systems, data analysis and decision-making systems, and integrated device and personnel engagement tools that exist to improve efficiency and accuracy in detection of traffic changes, understanding their scope and engaging appropriate devices and communications systems to alert on-road travelers, partner emergency responders, and those considering travel.

ODOT desires a strong and flexible working relationship with the chosen Vendor, and the levels of cooperation and coordination that the successful Vendor can demonstrate will be a consideration. It is important that the relationship begin with mutual respect and honesty, and the Vendor continues to be reliable to handle the changes that will inevitably be part of the process of development, integration, operations, and maintenance.

Objectives

The Vendor’s obligation is to ensure the work they perform meets the objectives below for delivery of an ATMS, and its operations and maintenance. The successful Vendor will work to meet several State objectives:

• An ATMS solution that clearly demonstrates the capability and resources required to address current operational challenges and dramatically improve the precision and efficiency of Traffic Management activity throughout the state, targeting implementation in 9-12 months.

• The ATMS solution must facilitate through automation in the form of recommendations to the TMC operator, and personal interaction management of all aspects of TMC activity. Activity includes integration of tools, systems, and capabilities that facilitates early detection of traffic disruptions, analysis and understanding of impacts and extent, and engagement of people and systems to provide traveler information and clearance of traffic obstructions. This must be done in accordance with ODOT policies and procedures, local, State and Federal laws, and all Technical and Business Requirements.

• In order to meet ODOT’s needs, the ATMS solution must be highly scalable, fully configurable and be implemented using current proven standard technologies and best practices. ODOT will consider only those solutions which satisfy all requirements, both procedural and technical.

• The project described in this Request for Proposal may involve project work done at offsite locations. Any project work involving implementation and support activities required to be completed at ODOT must take place at the ODOT Central Office address shown below:

Ohio Department of Transportation 1980 West Broad Street Columbus, Ohio 43223

The proposed system/solution must be fully configurable to meet ODOT’s expressed needs, supporting pre-defined business and technical requirements provided in Attachments A and B.

Attachments A and B of this RFP must be addressed by the Vendor in its implementation approach.

The system must be both scalable to handle required volume as well as flexible to be able to incorporate new and emerging technologies.

ODOT intends to select a Vendor that provides an excellent ATMS solution, based on the Vendor’s best value proposal which shall consist of meeting the minimum qualifications, the approach, innovation and/or value-added proposals, qualifications and experience, technical proposal, demonstration/interview, and a cost proposal.

The final selection of the Vendor is entirely within the discretion of the Department and submission of a proposal is considered acknowledgement of this criteria.

Any modules, functions, services, and/or features created and purchased as a result of this procurement by ODOT shall be included in any future deployments, patches, versions, upgrades, etc. at no additional cost to ODOT.

Reports, studies, and files relative to the development of this project are available for viewing at: ftp://ftp.dot.state.oh.us/pub/Contracts/ATMS/ for reference only. The reference files and reports are not a part of the contract documents. Attachment G Technical Requirements Matrix excel file is also available for download on this site and is a part of the contract documents.

ftp://ftp.dot.state.oh.us/pub/Contracts/ATMS/

Estimated Milestone Dates for ODOT ATMS RFP Date Selection Process Milestone

May 14, 2019 RFP Released to Public

June 13, 2019 Prebid Meeting/TMC Tour

June 27, 2019 Formal response due back from Vendor/proposer

July 19, 2019 Scoring aggregated and ranking completed / Decision possible at this point

July 19, 2019 Shortlisting if needed, demonstration request if needed

July 26, 2019 Demonstrations begin/interviews considered

August 2, 2019 Final Vendor selected, and results sent to Vendors

August 22, 2019 Contract finalized and signed

August 30, 2019 Purchase Order approved and generated

September 4, Project Kickoff

June 1 to Aug. 31, Initial 2 Year Maintenance and Support starts after estimated 9-month to 12-month initial development and launch of ATMS

Contract Duration

Once awarded, the term of the Contract will be from the Notice to Proceed for a period of three

(3) calendar years, and any bid must be inclusive of costs to design, implement, and provide any licensing, maintenance and operations support for that contract period. The terms of this contract include design and implementation of the solution, and the remainder of the contract period for operations support and maintenance.

The State may negotiate a renewal to this Contract, up to three (3) times, for two years at a time, subject to approval by the Department and contingent on the discretionary decision of the Ohio General Assembly to appropriate funds for the Contract in each new biennium. Any such renewal of all or part of the Contract also is subject to the satisfactory performance of the Vendor and the needs of the ODOT.

Pre-bid Meeting

A pre-bid meeting will be held at ODOT Central Office, located at 1980 West Broad Street, Columbus, Ohio 43223 on Wednesday, June 13, 2019 at 12:30 pm. The meeting will be followed by an optional tour of the ODOT statewide TMC. Please indicated attendance to the Meeting with the Company and names of attendees to adam.kieffer@dot.ohio.gov no later than Close of mailto:adam.kieffer@dot.ohio.gov

Business Friday, May 31, 2019. Observation of the TMC outside of these hours is available upon request, per availability. However, no questions or discussions of this RFP are permissible at that time.

Tentative Interview and Demonstration

ODOT may require short-listed top three scoring Vendors to attend an interview and demonstration before final recommendation of the contract award at ODOT Central Office, 1980 West Broad Street, Columbus, OH 43223. Evaluation criteria for the presentations will be provided separately to Vendors if a decision is made to conduct interviews. Questions will be based on the proposals and/or demonstrations, if any, prior to the interview.

ROLES AND RESPONSIBILITIES OF ODOT

ODOT Roles and Responsibilities. ODOT will provide oversight for the work, but the Vendor is responsible for and must provide overall work management for the tasks under this Contract, including day-to-day management of its staff. The Vendor must also assist ODOT with coordinating assignments for ODOT staff, if any, involved in the work. Additionally, the Vendor must provide all administrative support for its staff and activities. Throughout the work effort, the Vendor must ensure a comprehensive, Detailed Project Plan is developed, executed, monitored, reported on, and maintained.

ODOT Project Manager. The ODOT Project Manager will be the point of contact for work related matters between the Vendor’s Project Manager and ODOT. This contact will provide project management oversight and monitoring of the ODOT implementation work, ensuring implementation is completed as designed and in accordance with the approved Detailed Project Plan. This role will also coordinate with all required internal and other State IT groups needed to assist the Vendor in its implementation ensuring implementation is completed as designed and in accordance with the approved Detailed Project Plan and all relevant ODOT and State of Ohio IT standards, policies, and procedures. The ODOT Project Manager position will be staffed during normal business hours and will include deputies to be named at the time of Notice to Proceed.

ODOT Subject Matter Experts (SMEs). Subject matter experts will participate in implementation related tasks (e.g., requirements affirmation sessions, design sessions, configuration, etc.). It is expected multiple SMEs will be required; ODOT will make the SMEs available as necessary for specific business processes, requirements, testing and other activities.

ROLES AND RESPONSIBILITIES OF VENDOR

The Vendor is asked to propose a Project Team and Project Leadership that will successfully deliver an innovative ATMS as per ODOT requirements while minimizing project risk. In addition, the proposed team must include the following roles and corresponding responsibilities, and meet the minimum qualifications as described below.

Vendor Project Manager

Role: The Vendor Project Manager must provide project management oversight from design through acceptance of the ODOT ATMS solution, operations and maintenance as defined in this RFP.

Responsibilities:

• Communicate proactively and cooperate flexibly with ODOT.

• Create and manage the Detailed Project Plan and schedule.

• Manage Vendor project team members.

• Serve as liaison between ODOT and Vendor resources.

• Initiate quality assurance processes to monitor the project.

• Manage issues and risks.

• Serve as point of escalation for project issues.

• Manage deliverables acceptance process.

• Provide routine communications with the ODOT Project Manager.

Business Analyst

Role: The Business Analyst must provide requirements verification and business process and subject matter expertise for the proposed solution. Vendors may propose a single Functional/Configuration Lead for multiple business areas or modules if desired.

Responsibilities:

Lead all requirements verification, design, configuration, workflow, security design, development, and testing activities. Provide input to training development and participate as part of the immediate post-go-live support team.

Technical Lead

Role: The Technical Lead must provide technical subject matter expertise for the proposed ATMS implementation.

Responsibilities:

• Lead the technical team in designing the technical architecture to support the proposed ATMS.

• Lead the technical team in tasks for inbound and outbound interfaces, custom development, enhancements, reports, and testing.

• Lead installation and administrative configuration of the proposed System and infrastructure;

• Lead end-to-end technical implementation of the proposed ATMS.

• Serve as central point of communication for all technical matters concerning the application and supporting infrastructure.

• Support the Vendor Project Manager in discussions with ODOT Project Manager and any

ODOT technical subject matter expert(s) concerning any solution that involves ODOT IT staff.

Training Lead

Role: The Training Lead is responsible for planning and leading the design, development, and implementation of the ATMS training program for ODOT.

Responsibilities:

• Must follow deliverable schedules for ODOT project.

• Must have thorough understanding of the functional and technical requirements of the

System.

• Must have thorough understanding of the workflow process of the System at every tier.

• Perform training needs analysis to determine the best method of delivery.

• Develop and maintain training curriculum and associated training materials.

• Evaluate participants at every level to determine appropriate training solution.

• Lead the implementation of the Training Plan as outlined in the ODOT approved System

Implementation Plan.

Vendor Project Team Staffing Plan and Time Commitment. The Vendor must provide a Staffing Plan that identifies all the personnel by position that the Vendor proposes and that are required to perform the work. The staffing plan must clearly show everyone’s responsibilities on the work. ODOT also requires a staffing plan that matches the proposed key personnel (and their qualifications) to the work activities and tasks. In addition, the Staffing Plan must include:

• A matrix matching each team member to the staffing requirements in the RFP.

• Processes to be used to replace team members in a timely fashion, without adversely affecting design, testing, implementation, maintenance, or other support activities.

• A contingency strategy that shows the ability to add supplemental staff if needed to ensure meeting the work's due date(s), including any additional personnel for each staff position that the Vendor wishes to identify.

• The number of people proposed onsite at ODOT location at any given time to allow ODOT to plan for appropriate workspace and any specific needs to access information and/or personnel.

• A chart that clearly indicates time commitment of the proposed Project Manager and the Vendor’s proposed team members including key work personnel for this work during each phase of the Vendor’s proposed Project Plan.

Work Management Methodology. The Vendor must fully describe its work management methodology including: the work scope and objectives, high-level implementation schedule, implementation approach and methodology, work products aligned to implementation schedule, staffing plan, assumptions, as well as approach to work/project management and reporting. The implementation approach and methodology strategy should include, at a minimum:

• Work Management Approach. The Vendor must fully describe its approach to work management and how it will meet the requirements and provide the deliverables for the work as set forth in this RFP.

• Requirements Verification and Documentation. The Vendor must fully describe how it will affirm and validate the requirements identified for the work and identify other potential requirements that should be included in the design. If other potential requirements are suggested, the Vendor must also document how these new requirements will impact the requirements provided in Attachments A and B.

• Design and Development of Customized Functionality. The Vendor must fully describe its proposed design for the Deliverables, including the design approach, methods, tools, and techniques for completing the technical design process. The Vendor must fully describe how the design will be represented, such as through written specifications, design diagrams, a system prototype, etc. At a minimum, the Vendor's design approach must include the following design and development phase activities:

o High-Level, o Detail, o Documentation & Testing, and o Approval.

• Additionally, the Vendor must describe the Vendor’s configuration and development approach, methods, tools, and techniques for completing the development process. Of importance are the Vendor’s testing strategies for unit, system, performance, volume and regression testing.

Project Plan. ODOT encourages responses that demonstrate a thorough understanding of the nature of the work and what the Vendor must do to get the work done properly, including the approach the Vendor will take to successfully achieve the Service Levels as well as the desired approach to annual maintenance, upgrades, or new feature and customization builds/deployments. To this end, the Vendor must submit a Project Plan that the Vendor will use to create a consistent and coherent management plan for the work, as part of this Request for Proposal. The plan must include detail enough to give ODOT an understanding of how the Vendor’s knowledge and approach will:

• Manage the work;

• Guide work execution;

• Document planning assumptions and decisions;

• Facilitate communication among stakeholders;

• Define key management review for content, scope, and schedule; and

• Provide a baseline for progress measurement and Work control.

Assumptions. The Vendor must list all assumptions the Vendor made in preparing the Proposal. If any assumption is unacceptable to ODOT, ODOT may reject the Proposal. No assumptions may be included regarding negotiation, terms and conditions, or requirements.

Support Requirements. The Vendor must describe the support it wants from ODOT other than what ODOT has offered in this RFP. Specifically, the Vendor must address:

• Nature and extent of ODOT support required in terms of staff roles, percentage of time available;

• Assistance from ODOT staff and the experience and qualification levels required; and

• Other support requirements, such as access to certain systems, etc.

ODOT may not be able or willing to provide the additional support the Vendor lists in this part of its Proposal. The Vendor therefore must indicate, in the form of a table, whether its request for additional support is a requirement for its performance. If any part of the list is a requirement, ODOT may reject the Vendor's Proposal if ODOT is unwilling or unable to provide the requested support.

OWNERSHIP

All data, forms, procedures, software, manuals, system descriptions and work flows developed or accumulated by the Vendor under this contract shall be owned ODOT. The Vendor may not release any materials without the written approval of ODOT. Ownership of all pre-existing intellectual property and any derivatives of said intellectual property of Vendor and Vendor’s licensors shall remain with Vendor. Any and all information/data required to be provided at any time during the contract term shall be made available in a format as requested and/or approved by the State.

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

Scope of Work: The following list contains the proposed phases, or project activities for the work once a Vendor is selected and a contract is awarded, signed, and Notice to Proceed is given.

1. Project Initiation

2. Requirements Verification and Solution Approach

3. Configuration Management

4. Design and Development of Customized Functionality

5. User Acceptance Test (UAT), Remediation, and Configuration Acceptance

6. Conversion of Legacy Data

7. Integration of Data

8. Implementation, Rollout and Acceptance

9. Training

10. Post-Implementation Support

Project Initiation

The Vendor must provide a description of all project standards, methodologies, tools, personnel, and other resources based on acceptable project management best practices described in the proposal for approval by ODOT.

Kickoff Meeting and Detailed Project Plan. Upon Contract Award and within ten (10) business days after receipt of a purchase order from ODOT (which shall serve as the Notice to Proceed), the Vendor shall hold a Kickoff Meeting and provide an updated Detailed Project Plan that specifies tasks, responsibilities and details to successfully implement the proposed System for ODOT as well as formally address all internal process, working space, supplies and supporting administration requirements associated with the project. The Vendor shall provide a meeting agenda to the ODOT Project Manager at least two (2) business days in advance of the Kickoff Meeting for ODOT review and approval. The Project Manager and other key Vendor staff must be onsite at ODOT for the Kickoff Meeting.

The Vendor must also present and confirm the high-level scope of work and planned phases according to what is identified in the RFP. This must include the scope of programs, functions and features the implementation of the system intends to achieve.

Tasks outlined in the Detailed Project Plan should include a schedule of milestone/completion dates, which will correspond to payment dates. Payments correspond to task sign off and completion.

Included with the updated Detailed Project Plan required at initiation, the Vendor must provide the following for ODOT review and approval:

• Finalized project Staffing Plan with staffing requirements and resources identified

• Finalization of the proposed Communication Plan

• Finalization of the proposed Change Control Process for the Project

• Finalization of the proposed Document Control Methodology

• Finalization of the proposed Risk Management Plan

• Finalization of the proposed Issue/Resolution Plan To facilitate ODOT review of the documents listed above and any subsequent revisions that may be necessary, the Vendor shall include a comment resolution table (in Microsoft Word or Excel format) with each of the above documents.

The Vendor must also update the Detailed Project Plan with more information throughout subsequent project phases and activities to address at a minimum the following subjects:

• Requirements Verification

• User Configuration Management

• System Design

• Training

• Testing (to include all test scripts and data required to test to the lowest level)

• System Implementation, including Backup/Disaster Recovery and Business Continuity

• Post Implementation Support

Milestone Delivery Due Dates: The Milestones as outlined in Vendor’s Detailed Project Plan, Deliverable 1, are deliverable based and in the event the Milestones are not being met the purpose of the Contract and usefulness to the users. Vendor shall use all reasonable endeavors to provide the relevant Deliverable to the State within 5 business days of the relevant Milestone; Vendor shall at no additional cost to the State, allocate additional or re-allocate existing resources and personnel in order to provide the relevant Deliverable within such five day period; State may without liability withhold payment in respect of any invoice issued in respect of services relating to a Deliverable if such deliverable is not provided within the period referred to in the Detailed Project Plan; and the State may terminate this Contract by written notice to Vendor if Vendor does not provide the Deliverable for a Milestone within fourteen (14) days of such Milestone. In the event the Vendor does not meet a Milestone due to an act or omission of the State, the Vendor shall use reasonable endeavors to provide the relevant Deliverable to the State within five days of the relevant Milestone and in any event will collaborate with the State to deliver the Deliverable within such other reasonable time as the State may request. This clause will not affect the Vendor’s obligations to meet Milestones other than the particular Milestone at issue.

Meeting Attendance and Reporting Requirements. The Vendor's project management approach for the work must adhere to the following project meeting and reporting requirements:

• All formal meetings will require meeting minutes to be published which identifies who was invited to the meeting, who attended the meeting, outlines topics covered, decisions made, and action items assigned to individuals during the meeting. These meeting minutes will need to be distributed within 1 business day of the meeting with formal approval based on review/feedback from ODOT Project Manager.

• Immediate Reporting – The Vendor Project Manager or a designee must immediately report any project team staffing changes to the ODOT Project Manager.

• Attend Weekly Status Meetings – The Vendor Project Manager and other key project team members must attend weekly status meetings with the ODOT Project Manager and other members of ODOT’s project team as deemed necessary to discuss project status, activities and issues. These weekly meetings must follow an agreed upon agenda and allow the Vendor and ODOT to discuss any issues that concern each other. The Project Manager must attend weekly status meeting on site once a month for the project duration, unless ODOT otherwise states.

The Vendor may request on-site meeting attendance by the Vendor and the Vendor may attend on-site at Vendor discretion when not required, if it facilitates improvement of the process.

• Provide Weekly Status Reports – The Vendor Project Manager must provide written status reports to the ODOT Project Manager at least one (1) full ODOT business day before each weekly status meeting. At a minimum, weekly status reports must contain:

Updated project schedule, along with a copy of the updated corresponding Detailed Project Plan document (e.g., Microsoft Project) on electronic media acceptable to

ODOT

Status of currently planned tasks, specifically identifying:

• Tasks behind schedule (and a recommended resolution plan to return to the planned schedule/status of resolution plan if already in place)

• Tasks in imminent danger of falling behind schedule (and a recommended action plan to keep them on schedule/status of action plan if already in place)

Any other Issues encountered, proposed resolutions, and actual resolutions The results of any tests A Problem Tracking Report must be attached Anticipated tasks to be completed in the next week Task and Deliverable status table, with percentage of completion and time ahead or behind schedule for tasks and milestones Proposed changes to the work breakdown structure and work schedule, if any Identification of Vendor staff assigned to specific activities Planned absence of key Vendor staff and their expected return date Modification of any known staffing

The Vendor's proposed format and level of detail for the status report is subject to ODOT’s approval.

• Prepare Quarterly Status Reports - During the project, the Vendor must submit a written quarterly status report to the ODOT Project Manager by the fifth business day following the end of each quarter, beginning at Notice to Proceed. At a minimum, quarterly status reports must contain the following:

A description of the overall completion status of the work in terms of the approved Detailed Project Plan (schedule and cost, if applicable)

Updated work breakdown structure and work schedule The plans for activities scheduled for the next quarter The status of all deliverables, with percentage of completion Time ahead or behind schedule for applicable tasks A risk analysis of actual and perceived problems Testing status and test results Proposed Strategic changes to the Detailed Project Plan

Vendor Deliverables:

1. Project Initiation, Kickoff Meeting and on-going Project Status Meetings/and associated reports

2. Detailed Project Plan, including:

• Communication Plan

• Staffing Plan

• Change Control Process

• Document Control Methodology

• Risk Management Plan

• Issue / Resolution Plan

• Updated, Detailed Work Plan

Note: All documentation, manuals and other applicable project papers must be provided in hard copy format as well as electronic format. Electronic project papers and documentation must be provided as Microsoft Office application files and will need to be stored in an internal ODOT SharePoint that is accessible to both ODOT and Vendor project team members

ODOT Responsibilities:

1. Provide information from ODOT staff as appropriate.

2. Provide necessary workspace and supplies as identified in the Vendor’s Proposal and as agreed to by ODOT.

3. Review and approval of the updated Detailed Project Plan.

Requirements Verification and Solution Approach

The Vendor must identify functionality, processes, and tools that may be required in the system design that will enable the Vendor to successfully implement their hosted solution that meets the identified requirements of this RFP. Any additional functionality, processes, and tools identified / recommended and not included in the Vendor’s accepted Proposal, must be reviewed and may be accepted by ODOT through the Change Control Process as mutually agreed to by the Vendor and ODOT.

The requirements verification activities completed through the Contract must include mutually agreeable meeting times between the ODOT SMEs and the Vendor’s project team to affirm and detail all requirements. This effort should include conducting discovery sessions focused on the following:

• Review ODOT’s current process and technology for currently handling existing facilities management and equipment management functions.

• Confirm deficiencies, problem areas and root causes (if known).

• Review and explore details from the current business and technical requirements.

• Update how the base and configured product can deliver each individual requirement based on what was proposed in the initial proposal response.

• Document required customization and modifications to meet agreed upon system requirements.

• Identify high-level changes that will need to be done from a business workflow or process perspective to address problem areas.

• Provide detailed demonstration of the proposed application/modules using out of the box features. and/or mockups to show how the proposed solution would operate in support of key processes.

• Provide tailored Test Strategy which identifies the type of testing that will need to be done to ensure delivered functionality operates as expected as well as how it will be handled.

• Provide tailored Change Management Strategy to guide ODOT in properly implementing the proposed solution.

• Provide tailored Training Strategy identifying recommended approach to properly train ODOT and internal IT support staff in operation and support of required application/modules.

In support of the solution approach, the Vendor will also need to create documentation on the proposed technical environment which would include the following components:

• Overview of the proposed system technical environment and infrastructure for the project, including software and hardware upgrade/enhancement methodology

• Database structure, and data upload and download and access methodology for system integration

• Initial capacity / configuration considerations

• Security and system access environment

Vendor Deliverables:

1. Discovery Document

2. Requirements Verification Document

3. Solution Approach Document & Demo

4. Technical Environment Document

5. Test Strategy

6. Change Management Strategy

7. Training Strategy

ODOT Responsibilities:

1. Provide information from ODOT staff as appropriate.

2. Review and approve all Vendor deliverables.

Configuration Management

The Vendor must properly configure the base version of the solution application/modules which would include the following:

• Install base version of application/modules

• Build out configurations needed to ensure software works in accordance with requirements

• Implement workflow and business rule process frequencies (e.g., alerts, approvals, deadlines, staff routing).

• User/Role management at the various levels

• User preferences

• Provide recommendations on process and forms changes to match what is needed by the system including tracking of interfaces and dependencies so that as changes occur, other ATMS components are not disrupted

1. Install base version and configured application/modules with sample ODOT data

2. Workflow/forms solution

1. Provide information from ODOT staff as appropriate.

2. Review and approve functions and capabilities of initial configured application/modules

3. Review and approve business process and forms changes

Design and Development of Customized Functionality

The Vendor must complete the following design and development activities and tasks for those features that cannot be delivered as part of base and configurable version of the application/modules to meet defined requirements:

• Complete required modifications to meet the agreed upon system requirements as documented and approved during Requirements Verification, including;

o Data construction, including data structure, data acquisition, importing, cleansing, updating, and validation;

o Application user and system software functionality and processes o Reporting and analysis functionality and processes o Hardware and software environment considerations o System security and access o Develop system test and user acceptance test scripts o System administrative, operations, training and support of the customized functionality, including identification of Vendor provided post-implementation support, backup/disaster recovery and business continuity plans; and o Appropriate design/development documentation

• Provide all necessary hardware and software to support the development, test, training and production environments which would include all necessary software upgrades to the hosted environment as appropriate; and

• Conduct appropriate system, stress, integration testing of the software solution and hosted-environment with a mutually agreed to volume of data, number of users and user application activities.

Vendor Deliverables:

1. Completion, update and delivery of all Design and Development Documentation.

2. Completion of identified modification to the solution features to provide or exceed the system requirements identified in the RFP, Supplement and the Requirements Verification phase.

3. System Test documentation that identifies and establishes that appropriate functionality has been successfully completed and that the solution data and functionality is working as designed to meet the requirements identified.

4. Test scripts that will be executed

5. Certification that the functionality as designed and developed follows ODOT and federal guidelines.

6. Certification letter stating that all solution system, stress and integration testing has been completed successfully with acceptance by ODOT.

ODOT Responsibilities:

1. Provide information from ODOT staff as appropriate.

2. Review all appropriate Design, Development, System Documentation, test scripts and approval.

3. Review all system, stress and integration test results.

User Acceptance Test (UAT)

The Vendor will be primarily responsible for UAT with support from ODOT, creating a plan that covers, at a minimum:

• Documentation of UAT cases, scripts, procedures, timelines and processes

• UAT Training of designated testing staff before the actual UAT begins

• Scope of the tests and expected outcomes for both software functionality and manual procedures

• Methods for reporting, reviewing, and correcting discrepancies identified during UAT.

Monitor and Support the UAT Processes. ODOT will monitor and support the UAT process.

During UAT, staff trained by the Vendor must use the system to test the system functionality. The Vendor must support this effort in the following ways:

• Provide full time, on-site Vendor staff to assist ODOT staff for the first two weeks of the UAT and have these specialists on-call throughout the duration of UAT

• Work with ODOT staff to operate the system

Log, Track and Resolve System and Database Problems (Remediation). ODOT will track all defects throughout UAT and work with the Vendor in getting repairs completed and retested.

1. Prepare a draft comprehensive UAT Plan for review and approval by ODOT; prepare a final UAT plan which reflects ODOT comments

2. Build out all required (UAT) Documentation and support processes/procedure

3. Conduct UAT/testing training of ODOT staff that will be conducting UAT testing (not formal end user training)

4. Assist ODOT in staging the required data needed to support UAT

5. Resolution of fixes to address defined defects

1. Provide internal staffing needed to participate in UAT

Conversion of Legacy Data Vendor will be responsible for converting data from legacy systems into application/modules with assistance from ODOT.

1. Document approach for how to handle conversion of legacy data

2. Build out and execute testing strategy as well as test cases for data migration testing

3. Convert legacy data and import into supporting database for application/modules

4. Build out any required conversion testing process

5. Build out formal production data conversion process

1. Work with Vendor in mapping of legacy to target data fields; provide information necessary to support Vendor’s approach for converting legacy data

2. Arrange for an extract of the data from legacy systems using prescribed security transfer protocols

3. Review and approve formal data conversion testing and production conversion processes

4. Review and approve results of data conversion

Integration of Data Vendor will be responsible for integrating data from ODOT and third-party systems, with assistance from ODOT.

1. Document approach for how to handle data integration (e.g. ODOT GIS, Inrix, IDEs)

2. Build out and execute testing strategy as well as test cases for testing

3. Build out any required integration testing process

4. Build out formal data integration process and update/refresh processes

1. Work with Vendor to identify data integration needs

2. Review and approve formal data integration plans and processes

3. Review and approve results of data integration processes

Implementation, Rollout and Acceptance.

The Vendor must provide a comprehensive implementation and acceptance plan including the planned deployment, installation and implementation approach. Note: ODOT reserves the right to negotiate ownership of custom software at a later date.

1. Develop Implementation Plan

2. Develop Business Continuity Plan

3. Develop Backup/Disaster Recovery Plan

4. Perform implementation of system to production

5. Perform system acceptance testing in production

6. Develop Certification letter indicating that the application/modules and data structure environment has been implemented.

7. The Vendor must organize and turn over to ODOT, in an electronic form, all files, documents and other work artifacts produced for use by ODOT internal staff or ODOT partners within 90 days after system acceptance.

1. Provide access to ODOT staff as appropriate.

2. Review and provide comments on draft version of Implementation Plan, Business Continuity

Plan and Backup/Disaster Plan; provide final review/approval of revised plans.

Training Vendor will be responsible for formal end user training and materials.

1. Document approach to training

2. Develop curriculum and training materials

3. Develop training schedule with ODOT

4. Develop onboarding training process for new staff / operators

5. Conduct formal end user training sessions

1. Work with Vendor to identify training schedule and participants

2. Review and approve formal training materials and deliverables

Post-Implementation Support

For a period of ninety (90) days, unless otherwise agreed by ODOT, and in consideration of Service Levels the Vendor will provide sufficient staffing to ensure the overall continuity of the ATMS solution as it pertains to delivering these services in the targeted production environment. The Vendor must develop and submit for approval a Post-Implementation Support Plan which identifies both the Vendor and ODOT production environment activities and responsibilities, at a minimum this document shall identify:

• The Vendor’s methodology and processes for upgrading and enhancing the system’s hardware infrastructure and base software components (e.g., application software, tools, database, etc.);

• The Vendor’s on-going production responsibilities, including proposed solution administration/operations, technical support and hardware/software maintenance support;

• Other Vendor solution consulting and support services that are available to ODOT; and

• ODOT responsibilities as they may pertain to the on-going production hardware and software implemented for the Vendor-hosted web-enabled user environment.

Vendor Responsibilities and Deliverables:

1. Post-Implementation Support Plan (draft and revised final version approved by ODOT).

2. Provide production technical support via a toll-free number for appropriate ODOT staff to call regarding user or solution questions. Production technical support must be provided 24 hours a day, seven days a week.

a. Calls of a critical nature (e.g., system down, critical functionality not working correctly, etc.) must be responded to within 15 minutes, and resolution provided within one hour.

b. Assistance and resolution to minor support and technical responses must be provided within two (2) hours. (e.g., assistance resolving minor support/administrative issues, retrieving desired data, formatting and saving queries and reports, GPS AVL query results, alternative ways to group, present, or otherwise enhance the understanding of reports, etc.)

c. The Vendor must provide a complete response or resolution to all calls within 48 hours of the call being logged or as otherwise agreed to by ODOT.

Note: See Service Level Agreements section for more information on the types of problems that fall into this category.

Calls to the Vendor must be answered by an English-speaking person

1. Provide production environment maintenance and support of the system solution Vendor-hosted system and ODOT web-enabled user software and tools, including:

d. Updates, patches and repairs;

e. Correction of application defects; and

f. On-site technical support as required as defined in the Post-Implementation Support

Plan.

2. Provide routine system metrics as follows, including documenting problems encountered during implementation of the system and during ongoing production support period:

g. Problem description;

h. Type of problem;

i. Number of problems;

j. Anticipated fix date;

k. Resolution; and

l. Frequency of problem occurrence and problem cause(s).

3. Identification of timeframes for correcting application and database defects.

In the event that a Priority 1 or 2 issue or any critical blocking issue (As defined in the Project Service Levels section of this document) occurs during this 90-day period, that can be directly attributed to the work or activities of the Vendor, this 90-day period may be extended at the sole discretion of ODOT for a period commencing upon satisfactory resolution of the issue in the production environment. Under no circumstances will the Vendor performance during this period, including successful conclusion of this period (i.e., no Priority 1 or Priority 2 issues detected for 90 days) be construed as relief from or reduction to any Software Warranty considerations contained in this RFP. During this period the Vendor must:

• Provide personnel with the requisite skills and experience levels in development of the solution to answer questions that ODOT or the Hosted Services Provider may have;

• Address any software defects, gaps, omissions or errors that are discovered in the Vendor’s work as they pertain to operation in a production environment;

• Resolve any configuration, performance, compatibility or configuration issues that arise as a result of migration of the Vendor’s work to a production environment;

• Document any relevant changes to operational, configuration, training, installation, commentary or other documentation as a result of migration to the Vendor’s work to a production environment; and

• Assist either ODOT or Managed Services provider with production issue triage, root cause and remedy analysis and wherever possible propose workarounds, fixes, patches or remedies (code-based, procedural or environmental) required to successfully transfer and operate the Vendor’s work to a production environment.

1. Review Post-Implementation Support Plan providing feedback, revisions as appropriate and approval.

2. Review Vendor-provided work artifacts and documentation providing feedback, revisions and approval as appropriate.

3. Provide appropriate feedback on solution response time, user functionality and system operations.

4. Review, provide revisions, and/or approve Vendor Deliverables and applicable system changes.

5. Provide Final Project acceptance.

SECTION III PROPOSAL SUBMISSION REQUIREMENTS

A. Delivery of Documents

Submissions for this Request for Proposal will be received until 2:00PM Eastern time on June 27, 2019, via email at contracts.purchasing@dot.ohio.gov.

No proposals will be accepted after the date and time specified on this page. Receipt of proposals by any other mechanism other than email to the Office of Contracts shall not be considered timely. Proposals received after the deadline will be rejected.

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned.