Amendment_000002.pdf

(x)

6913G618R200005 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

V222

Cambridge MA 02142-1001 55 Broadway, V222 On-Site Contracts & SAP Branch USDOT/Volpe Center

V220

Cambridge MA 02142-1001 55 Broadway, V220 Office of Acquisitions USDOT/Volpe Center

01/18/2018000002

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

12/19/2017

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Amendment 000002 is being issued to:

1. Provide Government responses to contractor questions attached.

2. Extend the closing date of this Combined Synopsis/Solicitation to January 31, 2018 at

4:00pm ET.

No other changes at this time.

RECOVERY: NON-RECOVERY

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Christine Guy

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

6913G618R200005 Amendment 000002

Contractor Questions and Government Responses

Contractor Question

What is the functionality needed by these “basic users”?

a. Can you provide additional details regarding the functionality needed for creating agreements/MOUs? Are they creating the agreements, or submitting requests for agreements?

b. For submitting requests to be reviewed/approved by others?

c. For access to a view/read only contract repository?

d. For access to a contract repository, with some edit or approve functionality?

e. For reviewing/approving the requests of others?

Government Response

a. They would be creating an agreement by taking a Statement of Work (SOW) and attaching it along with a Funding document. The agreement would then have information like the customer name, address, contact person(s) details, amount, period of performance, summary description of work (summarized from the attached detailed SOW), Volpe division, Volpe project manager, legal terms and conditions, and any other relevant information. This agreement would then be sent on an approval routing process through various levels of management and legal depending on certain defined criteria.

b. In 99% of the cases the route is determined by certain criteria in the workflow rules and the basic user will not have to select anything specific. They will need the ability to “send the agreement for approval”.

c. Basic users should be able to access the read only database of agreements.

d. Basic users will only be able to change or edit when the agreement is in their queue. When it is elsewhere in the process they will have read only access.

e. Basic users will not have approval access. If a person’s status needs to be changed to an approver, a user admin will need to be able to change classification of user from basic to approver in cases where they are acting for an absent manager.

Contractor Question

Is 100 the expected number of the 461 that are expected to need to be in the system at the same time, concurrently?

Government Response

Yes, that is correct.

Contractor Question

Are there any items in the Replacement Requirements list that do not need to be completed within 120 days, such as integration with external systems?

Government Response

The Government currently does not have “integration” with any of our systems. While our ultimate goal is to be integrated the 120 day timeline requirement is to get to a fully functioning system. The Government would then move to the new environment and then continue building on the requirement. There are currently predefined workflows that will be used to start with in the new environment. Then the expectation is that the following will occur; setup the users, workflows, existing parameters and thresholds and move the existing data as part of the 120 day timeline requirement.

Contractor Question

Can more specific information be provided regarding the integration requirements, such as, for each system?

a. What is the system being integrated with?

b. Is the integration one-way or both ways?

c. What is the data being transferred?

d. Is real-time integration needed, or is a scheduled import/export sufficient, such as on a nightly basis?

e. If data is going to the external system, what are the integration methods supported?

Government Response

a. The main system that will require integration with is the Oracle based financial system. The Government will want to get data from this system and feed agreement data to the system. In addition, integration with a home grown data warehouse will be needed to feed data to. The Government is also looking at several types of customer relationship systems as a future requirement but this has not actually be decided upon. This system may require integration to the Agreement Tool in the future such as pulling of information from a CRM.

b. See response above.

c. Potentially customer data, agreement descriptive data, agreement financial data.

d. Real-time integration, while desirable, is not a requirement at this time. The requirement is batch data on a scheduled basis. The data must be transferred nightly at a minimum.

e. Oracle supports various ways such as flat file, XML and APIs. The Government has financial service provider that handles all the integration for our financial system and will work with the team. For the data warehouse integration we have an in house contractor who currently takes data extracts from our financial system as excel spreadsheets. They also currently extract data from our current agreement system using XML.

Contractor Question

Is the Sponsor/Customer Online Registration functionality part of the basic agreement tool replacement?

Government Response

This is another feature the Government would like to setup in the long term but is not required for the initial 120 day implementation.

Contractor Question

Do specifications and other documentation already exist?

Government Response

Yes, the Government has Visio documented workflows for all the current flows needed for the 120 implementation. We also have training materials that help the user understand the current environment.

Contractor Question

What resources will Volpe provide, and at what availability to support the 120 day timeline?

Government Response

The Government will provide a project manager who will be available at least 70% of working hours to lead the Government staff as necessary in getting all required data to the vendor per the defined project plan. It will be the responsibility of the Government PM to enlist the required Government staff as necessary.