SOW_ATR_6913G618R200005.pdf

6913G618R200005

U.S. Department of Transportation Volpe National Transportation Systems Center

Agreement Tool Replacement

Statement of Work

Introduction/Background

The Volpe National Transportation Systems Center (Volpe Center) Finance division is responsible for the following application:

Inter-Agency/Reimbursable Agreement (IAA/RA) tool - Used to engage and fund projects from our Center-wide Sponsors. The current process aligns with the Volpe Center’s Continuity of Operations Plan (COOP). Aligning with the COOP, the IAA/RA tool is accessible via the Volpe intranet, and automatically routes project documentation to the appropriate personnel at the appropriate review/approval step. Volpe Agreement Tool has become a major system at the Volpe Center for not only processing agreements but also providing key project data to data warehouse for use by all Volpe staff. Unfortunately the underlying infrastructure was never designed to support the functionality that is now required, and has been determined to be obsolete.

Scope of Work

The Volpe Center requires a commercial off the shelf software tool solution, modified if/as necessary that is compliant with the attached requirements list and:

• Provides seamless Agreement routing and approval process with minimal “human intervention”.

• Use alerts to notify appropriate staff about key milestones of agreements (i.e.

approaching end of period of performance, approaching budget authority threshold, etc.)

• Provides software that meets or exceeds all of our current agreement tool requirements

• Enables Integration to and from other key Volpe systems (i.e. Data Warehouse, Delphi, CRM solution, etc.)

• Enables cost control/compliance monitoring

• Minimize errors through automated audits and controls

• Enables increased productivity and efficiency

• Enables enhanced decision-making capabilities

See the complete list of requirements in the Agreement Tool Replacement Requirements list document attached.

Work Requirements

Task Subtask Kickoff

Identify Project Manager, core project team and extended stakeholder team

Prepare agenda and lead the initial meeting Initial Meeting/Call Document the initial meeting Initial Discovery

Volpe provides documentation of requirements, screenshots or excel sheets with fields and data from any existing system

Contractor reviews provided documentation Discovery Call/Meeting to go over requirements and structure

Contractor drafts specification detailing the basic structure of the system to be built and the general use case

Follow-up discovery call to go over remaining questions update specification with items from second call

Milestone: Initial Specification is finalized and ready for build

Contractor builds agreed upon background structure for review by Volpe

Build out all background tables, fields, layouts, searches, views based on current approved specification

Update specification with items from build out of the background structure and use case

Milestone: Background build out complete and ready for Volpe review and discussion

Process Table build out

Call/meeting to review build out and discuss remaining process table design details

Contractor builds out the agreed upon process structure for review by Volpe

Contractor build out all process tables, fields, layouts, searches, views based on current approved specification

Update specification with items from build out of the process structure, use case and changes from background structure review

Milestone: Process build out complete and ready for Volpe review and discussion

Design Review and remaining details (several cycles as necessary to produce final system)

Call/meeting to review process build out and discuss remaining automation design details

Update specification with final automation design details and changes from process build out review

Develop buildout based on updated specification

Milestone: Overall build out complete Testing and Data Import

Create any inbound email accounts and test inbound and outbound email

Volpe to provide spreadsheets with data for users and background tables to be imported

Contractor to clean up and import users and background data

Contractor to test use cases with test users and make any fixes necessary

Milestone: System ready for Volpe general user validation Volpe Validation and Final Changes

Contractor to do walk through with use cases and final review of permissions with Volpe

Contractor to make final round of changes as requested Milestone: System ready for Go Live final preparations Preparation for Go Live Contractor to perform Admin Handover/training Contractor will provide login page for users Contractor to prepare any required documentation of the system Contractor to perform staff user training with various methods Milestone: Volpe Admins and Users are trained Go Live Final Actions Contractor to import any remaining live or time sensitive data Contractor will delete all test data Announce to users the new system is live Milestone: System is live

Other Requirements

DOT Authorization to Operate (ATO) will be required for each software platform procured under this contract, although Offeror possession of this authority is NOT required in order to be eligible for award. If available, offerors are strongly encouraged to provide evidence of DOT ATO for each software platform proposed. The proposed software platform must run on a Fed ramp approved cloud service provider (CSP).

Offerors that do not provide clear evidence of DOT ATO will be assessed $30,000 per software platform annually, since such costs will be borne by the Government. See the Instructions to Offerors and Price evaluation criteria for further information regarding this.

Schedule/Milestones

Contractor shall provide milestone implementation schedule not to exceed 120 days after contract award for the following milestones:

Milestone 1: Initial Specification is finalized and ready for build Milestone 2: Background build out complete and ready for Volpe review and discussion Milestone 3: Process build out complete and ready for Volpe review and discussion Milestone 4: Overall build out complete Milestone 5: System ready for Volpe general user validation Milestone 6: System ready for Go Live final preparations Milestone 7: Volpe Admins and Users are trained Milestone 8: System is live and fully functional

Period of Performance

The period of performance will be as follows:

Base Year: Date of Award through 12 months

Option Year One: 13 months through 24 months (if exercised)

Option Year Two: 25 months through 36 months (if exercised)

Option Year Three: 37 months through 48 months (if exercised)

Option Year Four: 49 months through 60 months (if exercised)

All implementation tasks and milestones shall be performed within first 120 days after award.

Place of Performance

It is expected that most of the work will be performed at contractor’s site. However, the contractor may need to perform Project Kick-off and initial user training and/or administrator training on-site at the Volpe Center located at 55 Broadway, Cambridge, MA 02142. Any travel performed will be at the contractor’s expense.

Acceptance Criteria

The Volpe Center Technical Point of Contact will review and provide written feedback and/or written acceptance of all tasks/deliverables received from the contractor.

Non-Disclosure Agreement (NDA)

Contractor shall sign a non-disclosure agreement (NDA) (Attachment). The NDA certifies that the each individual working on this contract has read the NDA; is familiar with the directives and policies governing the disclosure of procurement sensitive information; that the individual agrees to fully and completely observe these directives and will not disclose such information to any unauthorized person, including the company or affiliates under which the individual is employed; and will not use any information obtained for private use or gain. The Contractor shall provide the Contracting Officer (CO) or Government-designated representative with a copy of the signed NDA within 5 work days of contract award date.

The Contractor shall not release any information on any part of the subject matter of this contract without the prior written approval of the CO. Any documentation showing individuals’ names or other personal information shall be controlled and protected.

Sustainable Acquisition Requirements

To the maximum extent possible and consistent with FAR Part 23 during the performance of the work under this SOW, the Government requires the Contractor to provide or use products that are energy efficient (ENERGY STAR® or Federal Energy Management Program (FEMA)-designated); water-efficient; biobased; environmentally preferable (e.g., EPEAT-registered or non-toxic or less toxic alternatives); non-ozone depleting; or made with recovered materials.

Unless otherwise identified in this SOW, each recovered materials or biobased product provided and delivered must meet but may exceed the minimum recovered materials or biobased content of an Environmental Protection Agency- or U.S. Department of Agriculture-designated product.

The sustainable acquisition requirements specified herein apply only to products that are required to be (1) delivered to the Government during contract performance; (2) acquired by the Contractor for use in performing services (including construction) at a Federally controlled facility; (3) furnished by the Contractor for use by the Government; or (4) specified in the design of a building or work or incorporated during its construction, renovation, or maintenance.