Addendum No. 3_RFP Replacement pages 27-41 of 183.pdf

Vehicle Emissions Inspection Program Management and

Operations

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c) A check of equipment used for OBD tests:

i. Condition of OBD connector

ii. Continuity check

iii. Communication check

d) A check of equipment used for idle, gas cap, and catalytic converter tests:

i. A gas audit using gases of known concentrations, comparing these concentrations to actual readings;

ii. A gas audit using a blind sample;

iii. A check for tampering, worn instruments, blocked filters, and other conditions that would impede sampling;

iv. A leak check;

v. A check to determine that station gas bottles used for calibration purposes are properly labeled, stored, and within the relevant tolerances;

vi. A check of span gas pressure;

vii. A mid/zero/span check;

viii. Check of temperature and humidity levels in equipment enclosures;

ix. A check of the gas cap integrity test equipment;

x. A check that all equipment and software settings are within established tolerances; and

xi. A check for the proper condition and length of sample hoses.

e) Check of availability of test positions for official testing.

2.3.1.15.2 State Operational and Performance Audits

1. The Contractor shall cooperate with State staff who will conduct periodic operational and performance audits. Audits and reviews will be conducted at random during VEIP station operating hours and with no prior notification.

2. The Contractor shall make available immediately to the State any documentation required to complete the operational and performance reviews and audits upon request and with no prior notification.

3. The Contractor shall be subject to sanction based on the results of audit or other findings that indicate a failure to follow proper procedures regarding fund handling and accounting, including, but not limited to, granting late fee overrides and inspection waivers.

2.3.1.16 Motorist Payment Methods Permitted

2.3.1.16.1 The Contractor shall collect all required fees, including any late charges, at the time a vehicle is presented for inspection. Arrangements shall be made for customer payment by cash, personal check made out to VEIP, coupons and all commonly available credit and debit, or any other payment method deemed acceptable by the State for VEIP. The Contractor shall be required to provide equipment for all credit card customer transactions, including the ability to accept EMV standard cards (referred to as Chip and PIN or Chip, Fleet payment cards, and Signature cards, depending on the authentication methods employed by the card issuer). Acceptance of wholly electronic payment methods, such as Apple Pay, is encouraged. The State accepts Visa, Master Card, Discover Card and

American Express. In June 2023, credit cards accounted for 75.9% of total VEIP transactions. If there is a late fee, it is automatically included in the total fee charged to the customer. The late fee charge is

$15.00, and every 28 days an additional $15 charge late fee will be assessed until the vehicle is inspected.

2.3.1.16.2 The full fee(s) due by the motorist or FIS for each transaction will be credited to MVA by

Contractor for all motorist and FIS transactions.

A. Contractor is encouraged to accept multiple methods of electronic payment.

B. Credit charges will be made in the Contractor’s name. The Contractor will be directly responsible for all merchant/transaction fees associated with any payment method and will reconcile approved payment processing fees with the State monthly.

C. Contractor will be responsible for collecting funds resulting from any bad (NSF or other) checks, charges, or debit transactions. Contractor shall be responsible for resolving any credit or check disputes which may arise with motorists, credit card companies, banks or any other person or organization.

D. Pre-paid inspections shall be credited at the date/time the inspection is performed.

2.3.1.16.3 The Contractor must accept cash payments in denominations as large as $100 bills during business hours at any time at any centralized VEIP station.

2.3.1.16.4 The Contractor will collect motorist fees from the hybrid programs, as outlined in the Hybrid

Program sections.

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2.3.1.16.5 All fees collected shall be deposited in an account(s) maintained by the Contractor. The

Contractor shall maintain records in sufficient detail in an electronic trackable, logged, and auditable system that shall be provided upon request by the State, so the following can be ascertained for any fee collected, any fee refunded to the motorist (i.e., vehicle rejected as not ready for inspection), and any fee waived (i.e., late fee waived):

A. Vehicle Plate Number, Title Number, and Vehicle Identification Number (VIN);

B. VEIP Station ID;

C. Lane Number and Test Position Number;

D. Inspector ID;

E. Inspection Date/Time;

F. Test Number;

G. Inspection and/or Late Fee Collected;

H. Mode of Payment (and if cash, amount tendered and change given);

I. VEIC Number;

J. Override code and ID number, in separate fields, of supervisor approving override for all transactions involving waiver or non-collection of otherwise expected fee to be received from motorist; and

K. A supervisor must electronically approve all inspection voids and fee waivers, and a record be maintained of these transactions, the reason for each transaction, and the ID of the supervisor approving an override.

2.3.1.17 Accountability and Transfer of Fees

2.3.1.17.1 Contractor employees shall not have authority to make withdrawals from any bank account into which fees are deposited other than for the monthly settlement distributions to the Contractor and monthly distributions to the State. The State shall not be responsible for any fees lost, stolen, or otherwise unrecoverable by the Contractor during the handling process. Any such loss shall not affect the daily deposit requirement for funds received. The Contractor shall be solely responsible for recouping any such losses. (The bank account shall only be used for revenue collection and distribution of the monthly settlement). Late fees must be held in a separate bank account.

2.3.1.17.2 The Contractor shall transfer, on a monthly basis, all late fees, including the interest earned, in the manner prescribed by the State. The Contractor shall remit these fees within five (5) days from the end of the calendar month along with the required Revenue Summary Report. Late fees and interest earnings on late fees are the property of the State and do not apply towards any amounts owed to the Contractor by the State.

2.3.1.17.3 All test fees collected shall be distributed to a separate Contractor’s account as payment owed to Contractor by State. The Contractor may not retain the interest earnings on test fees and retest fees collected. The Contractor shall invoice the state on a monthly basis for any remaining payment due for that month.

2.3.1.17.4 The Contractor’s monthly invoice to the MVA must comply with Maryland Comptroller of the Treasury requirements.

2.3.1.17.5 A Revenue Summary Report/Schedule: A Report must be submitted to the State within five

(5) calendar days of the end of each calendar month detailing all revenue collected at each centralized inspection station. There must be separate totals for each fee category collected (e.g., inspection fees, re-inspection fees, and late fees) and for any discounts accepted (e.g., gratis tests) and fees waived

(i.e., late fee). All data must be rectified to reflect actual funds received. All revenue data must accurately reflect the funds collected or not collected based on tests conducted and late fees collected at each station. These reports must be accompanied by an electronic data file (in a format acceptable to the MVA) which provides transactional detail per station of the Revenue Summary Report.

2.3.1.17.6 A separate Revenue Summary Report/Schedule: A Report is applicable monthly for each kiosk, the FIS system, and each Hybrid Station location that operated during the time period being reported.

2.3.1.17.7 A master Revenue Summary Report/Schedule: A Report is to consolidate the components from all elements of the VEIP program (e.g., centralized stations, kiosks, FIS, Hybrid Stations) and be submitted monthly with the component documents.

2.3.1.18 Overall Management Plan

2.3.1.18.1 The Contractor, as part of its technical proposal response, shall provide a Detailed

Management Plan for the implementation and operation of the entire VEIP including the new Hybrid

Station program. The Plan should include task detail, schedules, and levels of expected resource

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A. A work program identifying the tasks to be accomplished by the Contractor in order to transition and operate the system, a date-specific timetable for completing those tasks, and the associated deliverable item(s) to be submitted as evidence of completion of each task and/or subtask.

B. An organization chart of personnel that shows the macro relationship of the Contractor’s personnel to Maryland VEIP participants, including State staff, FIS, kiosks, vehicle repair facilities (some of which are CERFs), and repair technicians (some of which are MCETs, MACs, and Hybrid Stations). The organization chart must also show the macro relationship of the Maryland VEIP structure to the Contractor's overall corporate management structure.

C. The Contractor shall provide an organizational chart or graphic, to the individual VEIP station level, that shows all positions, all station managers, and other personnel, and identifying relevant State contact and/or liaison personnel at all levels of the organization. The Contractor shall separately identify on the chart technical and management personnel whose majority of work hours will occur for this contract.

D. An organization chart, table, or diagram of personnel, identifying all types of Contractor positions (management, supervisory, technical, and inspector), proposed staffing levels for each type of position at each station in the network, and descriptions of the job functions, duties, and supervisory relationships of all positions for each station and for the overall VEIP network. Personnel will be shown by name, if known. If individuals are not known, show by position and position description. Tables and diagrams are preferred over extensive text.

E. The Contractor shall provide job descriptions and educational and experience requirements for all positions.

F. The Contractor, as part of its technical proposal response, shall provide one to two-page resumes for Key Personnel to be committed to the Maryland VEIP in accordance with Section

3.12.

G. The Contractor shall assign inspectors who are certified by the State to perform the emissions inspections specified in this RFP in sufficient quantity for assuring that the maximum wait time requirement is not exceeded at any VEIP Station in the network.

H. The Contractor shall identify the estimated number of employees for each lane at each station, the number of inspection positions in each lane, the total number of employees per station, as well as the total number of employees assigned to Hybrid Stations, MACs, the FIS program, and the kiosk program. The Contractor shall identify staffing levels for vehicle inspections and test systems and equipment technicians for each station. Numbers of employees should be shown both in numbers of persons and fulltime equivalents.

I. The Contractor shall have sufficient equipment technicians responsible for supporting FIS

Stations and hybrid locations. This requirement is meant to assure that each FIS and hybrid location has a technician available within one (1) Business Day of notification.

J. The Contractor shall make available at least one (1) certified technician, to accompany representatives of the State that audit VEIP Station test equipment throughout the network.

K. The Contractor shall provide Customer Service Representative (CSR) staff certified by the

State to perform customer service duties at each centralized VEIP Station, including:

a) assist customers by answering questions regarding VEIP requirements and testing procedures;

b) Oversee compliance with testing procedures and facility maintenance;

c) Authorize waiver certificates, extensions, exemptions, and fee overrides within regulations of the VEIP;

d) Provide information related to repair effectiveness programs and the associated MACs;

e) Provide information related to the Hybrid Station program;

f) Maintain and keep current at the front counter the Recall Reference Source for the purpose of referencing any pertinent recall information involving the customer’s vehicle;

and advise the customer that they may wish to contact the vehicle manufacturer / dealership and determine whether the vehicle is involved; and

g) Assist customers as appropriate on VEIP related matters, including, but not limited to, contacting the State for additional information or instructions, distributing printed information, and ensuring assistance is available at kiosks located at that VEIP station.

L. The Contractor shall employ technicians that meet state MCET qualifications to staff the

Motorists Assistance Centers.

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M. The Contractor shall commit to maintaining adequate staffing levels, with personnel that meet the established qualifications, to ensure correct, prompt and courteous provision of VEIP services throughout the term of the Contract.

N. The Contractor, as part of its technical proposal response, shall provide a written estimate of the annual turnover rate expected for each position shown in the organizational chart, and submit a written strategy for: [1] achieving needed staffing levels through the transition period;

[2] maintaining required staffing levels over the term of the contract; [3] staffing with personnel meeting educational and experience requirements; and [4] a training and certification/recertification program as relevant to each position.

O. The Contractor shall notify the State within five (5) business days of any and all planned changes in management and technical personnel.

P. A listing of functions which will be subcontracted Tasks subcontracted to Minority Business

Enterprises (MBEs), the names of the subcontractors, and the percentages of each subcontractor’s work in respect to the total proposal shall be provided in the Technical

Proposal (no dollars shall be shown). The Contractor shall specifically identify the type of work to be performed by each subcontractor.

Q. Provisions for the submission of reports to the state, or to others, as required or appropriate.

2.3.1.18.2 Upon contract award, the Contractor shall hold a kickoff meeting with the State to present an overview of the Management Plan submitted in its proposal. The Contractor and State shall work together to refine and revise, as needed, the Management Plan submitted in its Technical Proposal.

The Contractor shall then submit an updated Management Plan within two (2) weeks for State approval.

2.3.1.18.3 The Contractor will be responsible for keeping its Management Plan up to date throughout the term of the Contract. The plan shall be updated at least annually and submitted to the State for approval no less than thirty (30) calendar days after the last day of each calendar year.

2.3.1.18.4 The Contractor's written Management Plan, and all other plans, policies and procedures relating to the operation of the VEIP and inspection facilities shall be kept current during the term of the Contract. Proposed changes shall be submitted in writing to the State in advance for approval.

The State reserves the right to require changes at any time during the term of the Contract.

2.3.1.18.5 The Contractor's failure to adhere to the content of the plans mentioned above and all policies and procedures related to the operation of the VEIP shall be deemed a violation of the Contract.

2.3.1.19 Project Management

2.3.1.19.1 The Contractor shall establish a Program Management office at a location within a fifteen (15) mile radius of the MVA Glen Burnie Headquarters located at 6601 Ritchie Highway, N.E., Glen

Burnie, MD 21062. The Contractor’s Program Management office shall house, at a minimum, management personnel for this Contract. Conference space is not needed, as meetings should be held at MVA or MDE facilities.

2.3.1.19.2 During the VEIP Station transition, the Contractor shall meet weekly, or as directed by the

State, with the State to discuss the transition status. Meetings shall follow a pre-set agenda developed by the Contractor. The Contractor shall prepare and deliver meeting minutes within one (1) Business

Day after the meeting.

2.3.1.19.3 During the VEIP Station transition, the Contractor shall submit written weekly status reports that shall compare actual versus planned progress in all aspects of the transition, identify any problems and propose solutions to problems. After the transition to the new program has been successfully completed, the Contractor shall submit monthly written status reports to the State. The proposed format and level of detail for the status reports will be subject to State approval. The report shall include, at a minimum, the following:

A. A list of tasks and associated deliverables completed and awaiting approvals at the end of the reporting period, with completion dates identified.

B. A list of tasks started or in progress but not completed during the reporting period.

C. Identification of tasks ahead of schedule.

D. A list of tasks behind schedule, or scheduled but not started, with reasons for delays.

E. Problems encountered in the current or prior reporting periods and proposed solutions, including a timeframe to resolve problems.

F. Problems resolved and the methods of resolution.

G. Ongoing list of issues needing resolution, including a summary description of actions taken, comparison of progress versus planned schedule, and future actions.

H. A list of any new questions and/or issues that must be resolved.

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I. Identification and justification of any adjustments in the schedule, resources, scope of work, and costs.

J. Schedule for the next period’s activities including deliverables and dates.

2.3.1.19.4 After the transition to the new program has been successfully completed, the Contractor shall hold regularly scheduled technical meetings with the State to develop plans for achieving continuous improvement in service activities, functions, processes, testing performance and accuracy, implementation of the Hybrid Station program, programs for repair effectiveness, reducing readiness issues, and reducing repair waiver rates, and other technical and programmatic issues related to VEIP operations and vehicle emissions testing. The Contractor shall identify improvements to business processes for benefits such as improved customer service, reduced wait times, improved resource utilization, reduced fixed or variable costs, and other tangible or intangible benefits. Meetings shall follow a pre-set agenda developed by the Contractor. The Contractor shall prepare and deliver meeting minutes within three (3) Business Days after each meeting.

2.3.1.19.5 The Contractor shall provide invoices accounting for all motorist and FIS payments to the

MVA, with separate accounting for centralized lanes, FIS, kiosks, and the Hybrid Station program, and for all Contractor services provided, and payment from the State earned during the period earned in the format specified by the State.

2.3.1.19.6 Not later than one (1) year prior to the Contract End Date, the Contractor shall meet with the

State to develop plans to cover the end of the contract and the phasing-out of the work of the

Contractor of this procurement to a future contract awardee.

2.3.1.20 Inspection Personnel Attire

All station management, supervisory, technician, and inspector personnel shall be uniformly attired, and shall be required to present a neat and clean appearance at all times. All Contractor uniforms (temporary or permanent) must have the State-required logo and shall be subject to prior State approva1. With prior approval, new employees may be provided with temporary uniforms until permanent uniforms are available. All centralized station personnel shall wear color-coded reflective vests and employee identification badges, including their full names and photograph, which identify their particular position

(i.e., Manager, Supervisor, Certified Inspector, Technician, or Trainee). Vendor submissions automatically indicate compliance with this requirement; however, no uniform information should be included in Vendor’s Technical Proposal.

2.3.1.21 Damage or Destruction

In case of any damage to or destruction of any site or any improvements thereon, or to any improvements requested by the State and resultant as part of a contract modification, or to any part or portion of any site or any improvement thereof, occurring during the term of this Contract, the

Contractor, at its sole cost and expense, but with full subrogation to the rights of the State against third parties, whether or not the insurance proceeds, if any, on account of such damages or destruction shall be sufficient for the purpose, shall promptly commence and complete the restoration, replacement, or rebuilding of the premises as nearly as possible to its prior value, condition, and character immediately prior to such damage or destruction occurring, all subject to the approval and satisfaction of the State.

All casualty insurance proceeds actually received by the State on account of any such damage or destruction, if any, shall be immediately made available to the Contractor for the sole purpose of reimbursing the Contractor for any costs actually incurred or to be incurred by the Contractor in restoring the premises, provided the Contractor shall not then be in default hereunder. In no event, however, shall the amount paid to the Contractor under this section for the purpose of paying for costs of restoring the premises exceed the amount of the insurance proceeds paid to and actually received by the

State on account of damage to or destruction of the premises. Any insurance proceeds not paid to the

Contractor under this section shall be payable to the State.

2.3.1.22 Use of Program for Commercial Promotion

The Contractor, the Contractor's agents, employees, or other parties shall not engage in the promotion of any commercial enterprise or solicitation for any purpose to vehicle operators or their passengers when a vehicle is at a VEIP facility to undergo inspection or for any other reason. This restriction does not apply to the distribution of materials supplied by the State or approved by the State for Contractor distribution.

The State also reserves the right to utilize the facilities for conducting or promoting State programs or activities, provided those activities do not interfere with the operation of the VEIP.

2.3.1.23 Continuity of Services

The Contractor recognizes that the services under this Contract must be continued without interruption and that, upon Contract expiration or termination, a successor, either the State or another Contractor, may continue them. The Contractor shall declare in writing to exercise its best efforts and cooperation to affect an orderly and efficient conversion to a successor, as directed by the State. See Section 3.2 for

Contract termination transition requirements.

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2.3.1.24 Motorist Assistance Center (MAC)

2.3.1.24.1 The Contractor will propose a MAC Plan to reduce repair waiver rates, increase repair effectiveness and decrease the incidence of OBD “not ready” conditions, including, but not limited to the use of MACs, repair databases, repair industry training, and other means. This assistance program will include but not be limited to the elements listed in this section. Said plan shall be submitted to the State for review, any refinement and approval, and shall be implemented by the Contractor upon

State approval.

2.3.1.24.2 The Contractor shall provide vehicle specific information to the vehicle repair industry to facilitate the proper and complete repair of vehicles that fail an emissions test.

2.3.1.24.3 The Contractor shall, upon request, make vehicle test results available via a web service to the vehicle repair industry seeking to repair a failed vehicle, including as applicable: information detailing the results of the OBD test, with MIL status, diagnostic trouble codes (DTCs), readiness status, Service Mode $01, Service Mode $09, Service Mode $0A,and other information to help with repairing VEIP test failures.

2.3.1.24.4 The Contractor shall make the information directly available to the repair industry by secured electronic means (i.e., web site), and at no charge to the requestor. The electronic access from the

Contractor to the vehicle repair industry shall be convenient, standardized, secured, and approved by the State. The Contractor shall consider the repair industry needs and equipment in selecting a convenient and cost effective (to the repair industry) data exchange protocol. The Contractor shall be responsible for determining and keeping up with demand for data by electronic means.

2.3.1.24.5 The Contractor shall collect all available vehicle repair data from motorists, repair technicians, and repair facilities. The Contractor shall implement methods, subject to approval by State, for collecting repair data, including scanning or transcription of motorist repair data at the VEIP Stations, and a web service to allow repair technicians to submit repair data electronically.

A. The Contractor shall collect vehicle repair data from motorists at the VEIP Stations. Repair information is currently submitted in paper format via the reverse side of the VEIC and repair receipts. The Contractor shall propose a method for recording the motorist repair data by scanning, transcription, or other method, and for implementing electronic data collection methods.

B. The Contractor shall collect vehicle repair data electronically from the repair industry. The

Contractor shall propose a method for collecting these data, through a web service to allow electronic submittal. The submittal of data by the repair industry will be voluntary and may or may not be for a vehicle applying for a repair waiver. The Contractor may propose incentives to maximize the collection of the repair data.

C. Repair data is required prior to the issuance of a repair waiver.

2.3.1.24.6 The repair data shall be maintained in a database, shall be linked with applicable test records, and shall include at a minimum:

A. Vehicle plate number;

B. VIN;

C. VEIC number for the failed test;

D. Vehicle make;

E. Vehicle model;

F. Vehicle MY;

G. Vehicle class;

H. Test station/device identifier;

I. Date and time of test;

J. Description of repairs performed;

K. DTCs found by the Repair Technician during diagnosis;

L. Description of repairs recommended but not performed;

M. Name and identification of who performed the repairs (repair technician or motorist);

N. MCET number, if applicable;

O. CERF number, if applicable;

P. Repair facility name;

Q. Repair facility address;

R. Repair facility telephone number;

S. Emissions related repair costs, broken down into parts and labor;

T. Emissions related repair categories, and

U. Repair Technician notes.

2.3.1.24.7 In addition to supplying on-line access to the data, the Contractor shall develop and provide quarterly summary reports of the collected repair data to State in a format to be approved by State.

2.3.1.24.8 The Contractor shall maintain all repair data on-line and provide access to the State.

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2.3.1.24.9 The Contractor shall provide a mechanism whereby repair technicians and facilities can update, in a secure fashion, their individual and facility information in the database.

2.3.1.24.10 The Contractor shall provide a mechanism for simplifying the process and minimizing required data entry on the part of the technicians and facilities. For example, entry of a CERF or

MCET number will trigger automatic entry of related data elements.

2.3.1.24.11 The web service shall allow repair technicians to access the subsequent test records of vehicles they repaired, in order to track their repair success.

2.3.1.24.12 The Contractor shall propose a method to consolidate repair data submitted by motorists and repair facilities for the same vehicle, and to avoid duplication or double counting of the repair expenses when processing repair waiver requests.

2.3.1.25 Data Management

2.3.1.25.1 Data Management Plan

A. The Contractor, as part of its technical proposal response, shall provide a detailed Data

Management Plan, which must include a detailed description of all aspects of the Contractor's central data system, including software and hardware, and a schedule for implementing its data management solution. The Data Management Plan shall describe how the Contractor will meet the requirements specified in the RFP, and, at a minimum, describe how the proposed system will:

1. Provide for ongoing system improvements as may be necessary for VEIP management or appropriate per changing technologies, including but not limited to new OBD protocols such as SAE J1979-2;

2. Connect VEIP Stations and inspection equipment to the central data system, and transmit required real-time data between the central data system and these facilities;

3. Connect MVA offices to the central data system, and transmit required data between the central data system and the MVA vehicle registration database;

4. Connect other State offices to the central data system, and transmit required data between the central data system and the State offices;

5. Connect all FIS (and hybrid locations and systems) to the data system, and transmit required data between the central data system and these facilities;

6. Connect the vehicle repair industry to the central data system, and transmit required data between the central data system and repair facilities and technicians;

7. Provide capabilities to allow authorized State personnel to access system databases and files for ad hoc data analysis and reporting purposes;

8. Provide standard daily, weekly, monthly, quarterly, and annual management reports;

9. Provide test monitoring and trigger reports;

10. Migrate and integrate legacy inspection data from the incumbent’s database to the new Contractor’s central data system;

11. Meet the specific performance requirements and metrics described in this section;

12. Prevent the loss or corruption of data;

13. Minimize disruptions in service in the event of hardware or software failure;

14. Provide sufficient data backup and recovery systems to promptly reestablish normal system operations and service;

15. Employ measures and techniques to prevent unauthorized access to or use of the

Contractor's data processing system and the state system;

16. Adhere to the State security and record retention requirements;

17. Perform hardware and software updates necessary to accommodate changes in program requirements and/or advances in technology (including internet browser updates that may affect users of the Contractor’s web interfaces) while maintaining continuity of operation of the VEIP;

18. Test and demonstrate hardware and software updates prior to network deployment;

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19. Provide for real-time access to the VID by Contractor and State personnel, FIS, and by authorized entities participating in the Hybrid Station program described in

Section 2.3.4 of this RFP;

20. Provide uninterrupted access to all testing stations, kiosks, and methods, including those participating in the hybrid program described in Section 2.6 of this RFP, 24 hours per day, 7 days per week, including holidays and any other days on which the centralized lanes may be closed; and

21. Provide comprehensive technical documentation for use by the State.

B. The Contractor’s Data Management Plan shall identify the tasks to be accomplished by the

Contractor in order to transition and operate the data management system, a date-specific timetable for completing those tasks and obtaining approval from the State, and the associated deliverable item(s) to be submitted as evidence of completion of each task and/or subtask.

C. The Contractor shall comply with Maryland Department of Information Technology (DoIT) policies, standards, and guidelines (located at: http://doit.maryland.gov). The Contractor must comply with all applicable laws, regulations, policies, standards, and guidelines affecting IT. It is the responsibility of the Contractor to ensure adherence to new or amended IT policies, standards, and guidelines affecting project execution. The Contractor will work with the State to determine other policies and guidelines, in addition to those listed on the DoIT website, requiring adherence.

D. The Contractor must apply best practices in software development to the data system design, development, testing, deployment, and maintenance.

E. The Contractor shall meet with the State to review its proposed solution to meeting the data system requirements. The Contractor and State shall work together to refine and revise, as needed, the Data Management Plan submitted in the technical proposal. The Contractor shall submit an updated Data Management Plan for State approval within two (2) weeks of receiving the State’s comments/changes.

F. After approval of the Contractor’s Data Management Plan, the Contractor shall conduct detailed sessions with appropriate State staff to clarify the high-level data management requirements. The Contractor shall prepare, maintain, and update as needed a VID

Requirements Document so that the requirements are sufficiently detailed, documented, and readily understandable. The VID Requirements Document must be approved by the State.

Upon approval by the State, the Contractor shall proceed with its solutions for meeting the data system requirements.

2.3.1.25.2 Data Communications

A. All data sent from any of the Contractor’s central data system to the State must be sent via an encrypted secure connection that meets the security requirements of the Maryland DoIT.

B. The Contractor must provide a web interface to the central data system that shall support both internal and external users. External users include the State, FIS, the vehicle repair industry, and Hybrid Station participants (businesses and motorists).

C. The Contractor must electronically interface its central data system with the State via a

RESTful JSON web service.

D. Contractor shall provide wireless internet connectivity at all VEIP centralized stations for State personnel and customers.

2.3.1.25.3 Data Collection and Transfers

A. MVA Registration Database Transactions

1. The Contractor’s system will interface with the MVA database to identify vehicles that are due for VEIP.

2. The Contractor shall provide a daily real-time electronic update to the MVA of all vehicles inspected, re-inspected (per location), or issued a repair, disability or Senior

Citizen waiver and time extension per a time schedule established by the State. System must allow waivers and extensions to be issued by authorized station personnel and

State representatives. Extensions are done online, at VEIP stations and at MVA offices.

B. VEIP Station Data Collection and Transfers

1. The Contractor shall provide for real-time, on-line connection between the Contractor’s central data system and the test equipment/software in each inspection position to provide information on vehicles for the purpose of identifying each vehicle, along with the appropriate test procedures, so that data entry at the station will be minimized.

http://doit.maryland.gov/

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2. The Contractor shall provide for real-time, on-line connection between the test equipment/software in each inspection position and the Contractor’s central data system to collect and store emissions test information and other information.

C. FIS and Hybrid Stations Data Collection and Transfer

1. The Contractor shall connect all FIS and Hybrid Stations to the Contractor’s central data system via the internet and transmit required data from the Contractor’s central data system to the fleet and hybrid stations. This system shall, at a minimum, provide information on vehicles for the purpose of identifying each vehicle so that data entry at the fleet station will be minimized.

2. The Contractor shall electronically provide fleet vehicle test allocations and VEICs to the FIS.

3. The Contractor shall provide for real-time, on-line connection between the test equipment/software in each inspection position and the Contractor’s central data system to collect and store emissions test information and other information from all FIS and hybrid stations. Data collected include all the data elements collected for tests conducted in the VEIP Stations plus facility identification.

D. State Data Transfer

1. The Contractor shall electronically transfer all vehicle test data to the State daily via a secure file transfer protocol to the MDE secure FTP site.

2. Contractor shall provide a weekly electronic transfer of the following data: the “No-

Show” list, the list of corrections to the No Show list and the date the corrections were made, vehicles granted extensions, and vehicles receiving test notices. The data shall be provided via a secure file transfer protocol to the MDE secure FTP site.

3. The Contractor shall provide a monthly transfer of the following data: test records for the subject month, the No Show list, the list of corrections and dates they were made to the No Show list, vehicles granted extensions, and vehicles receiving test notices.

E. Vehicle Repair Industry Technicians Data Transfer

1. The Contractor shall provide for real-time, on-line collection of repair data from repair facilities and technicians.

2. The Contractor shall provide for access by repair facilities and technicians via the internet to subsequent test results for vehicles repaired by the repair facilities and technicians.

F. R-OBD Process System. The Contractor shall provide an automated process utilizing a system, such as a web interface, through which R-OBD Hybrid Stations using the R-OBD technology (businesses and motorists) may conduct all related transactions, including the following functions:

1. R-OBD hybrid stations and telematics providers may access specifications, accept terms and conditions, and enroll in the program.

2. Motorists may obtain information regarding how Hybrid Station program function, hybrid station locations, telematics providers, and motorist responsibilities under the

Hybrid Station program.

3. Motorists may accept terms and conditions, retrieve VEIP test results including the

VEIC, and pay the test fee and any late fees.

2.3.1.25.4 Reporting and Querying

The Contractor shall provide the State with capabilities and support for access to system databases and files for ad hoc querying, data analysis, and reporting purposes. This capability shall include but not be limited to providing for real-time and batch access to database records as required to generate statistics or data summaries, and to access and retrieve selected records or portions of records to provide data and information necessary to verify the quality and integrity of the system, the Contractor work, and statistics on the Hybrid Station programs. The system shall be designed to accommodate such State access and processing at any reasonable time, without impacting normal system operation, performance, or production.

A. Online Management Reporting

The system shall provide designated Contractor and State employees with on-line real-time data and statistics necessary to oversee VEIP operation, including at a minimum, the following reports (the actual format of any and all reports required from the Contractor must be in a format approved by the State):

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a) Basic Network Activity Report. Display(s) of network-wide testing activity summarizing for each station, and network total, by hour for a user specified date (default to the current day):

a. Number of vehicles presented for testing:

b. Station utilization rate;

c. Total number of vehicles processed in under 15 minutes;

d. Total number of vehicles processed in over 15 minutes; and

e. Average vehicle wait-time and transaction time per day

b) Station Activity Report. Display(s) of station specific testing activity summarizing for each lane, testing position, kiosk, and the station total, by hour for a user specified date (default to the current day):

a. Lane operational status (open, down for repair/maintenance, closed);

b. Number of vehicles presented for testing;

c. Number and percentage of vehicles rejected and reason for rejection (for other than OBD readiness reasons);

d. Number of tested vehicles by type (MY, EPA Class);

e. Number and percentage of vehicles failing by reason: MIL-On (with DTCs)

Ready, MIL-On Not Ready, and the condition of MIL-Off Not Ready; and

f. Contractor shall propose a method to capture customer satisfaction data both in the lanes and at the kiosks.

c) Expanded Network Activity Report. Display(s) of network-wide activity summarizing for each station, and network total, by hour for a user specified date (default to the current day):

a. Number of vehicles presented for testing;

b. Number and percentage of vehicles rejected from testing and reason for rejection (for other than OBD readiness reasons);

c. Station utilization rates;

d. Number of waivers granted;

i. Repair waivers

ii. Senior Citizen waivers

iii. Disability waivers

e. Number of edits;

f. Number of extensions;

g. Number of exemptions;

h. Number of vehicles sold claims;

i. Number of vehicles subject to paying late fees; and

j. Number of vehicles for which late fees were waived.

d) Compliance Report. Display(s) of accumulated testing activity summarizing by selected date

(month and year):

a. Number of vehicles presented for testing;

b. Number and percentage of vehicles complying (passes and waivers);

c. Number of waivers granted;

i. Repair waivers

ii. Senior Citizen waivers

iii. Disability waivers

d. Number of edits;

e. Number of extensions;

f. Number of exemptions;

g. Number of vehicles sold claims;

h. Number of vehicles subject to paying late fees; and

i. Number of vehicles for which late fees were waived.

e) Quality Control Report. Display(s) of station specific quality control activity, summarized for each lane, testing position, and the station total, by hour for a user specified date (default to current day), including but not limited to operational status of lane and OBD communication rate.

f) MAC Report. Display of information on repair effectiveness and MAC activities, including, at a minimum:

a. Number of vehicles presented at MACs;

b. Summary of vehicle issues by types;

c. Retest resolution;

d. Days and hours each MAC was open;

e. Number of motorists served per day and per hour of operation;

f. Reporting on programs to increase repair effectiveness, reduce readiness issues, and reduce repair waiver rates per station;

g. Reporting on measures of customer interest in MACs, i.e. assistance requests, phone calls, appointment requests, web traffic.

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g) Hybrid Station Reports:

a. Number of vehicles presented for testing;

i. Overall

ii. By location

b. Number and percentage of vehicles rejected and reason for rejection (for other than OBD readiness reasons);

c. Number of tested vehicles by type (MY, EPA Class);

d. Number and percentage of vehicles failing by reason, initial test and retests;

e. Test and retest fees owed vs. collected and accounting thereof; and

f. Late fees due vs. collected and accounting thereof.

B. Data Summary Reports

The system shall provide for reports as designated by the State to oversee Maryland VEIP operation. These reports shall be on demand and in a format specified by the State.

C. Test Data Monitoring / Trigger Reports

a) The Contractor shall monitor the test data in order to identify occurrences of improper or fraudulent test procedures, and/or inaccurate test results. Tests performed in the course of State audits, Contractor staff training, and Contractor technician activity shall be excluded from consideration. The data monitoring shall identify anomalies in vehicle test records; departure by individual lane inspector personnel from the expected performance norm; and deviation in individual emissions test positions, lanes, and stations from overall network performance levels. The Contractor shall establish specific monitoring criteria and triggers that will prompt immediate investigation and corrective action, including, at a minimum:

b) Vehicles with a changed OBD monitor support profile or communication protocol from a previous test (both in current test cycle and in previous test cycle);

c) Vehicles with OBD results that do not match expected value for VIN Pattern;

d) Consecutive OBD tests from an emissions test position or individual lane with identical scanned data;

e) Vehicles tested more than once on a single day;

f) Vehicles with monitor support profile and/or communication protocol that doesn’t match look-up table for VIN Segment (characters 1-8 + 10, 11 of VIN);

g) Vehicles with mismatches between valid VINs downloaded from OBD system and valid

VINs for vehicle under test (any mismatches, mismatches with first 2 and last 3 VIN characters);

h) 2005 and newer vehicles that do not provide VINs from OBD system;

i) Vehicles with check-sum errors in the VIN downloaded from OBD system and/or VIN for vehicle under test;

j) Lane inspectors logged in simultaneously at multiple testing positions;

k) Lane inspectors with unusually high pass rates overall and for retests (minimum number of tests and pass rate limits to be defined);

l) Test positions with unusually high OBD communication fail rate (minimum number of tests and fail rate to be defined); and

m) Stations and lane inspectors with unusually high numbers of non-OBD vehicles without completed gas cap tests (minimum number of tests and fail rate to be defined based on

Contractor’s test and QA procedures);

n) Test positions with gas cap test equipment deviating from the calibration standard by more than a given percentage (to be defined based on Contractor’s test and QA procedures); and

o) For lanes with at least 2 testing positions:

(1) Any Position 2 or 3 test with an overall start time before the overall end time of a Position 1 or 2 test and an overall end time after the test start time of a subsequent test at that same position.

(2) Any Position 1 or 2 test with an overall start time before the overall end time of a Position 2 or 3 test and an overall end time after the overall start time of a subsequent test at that same position.

p) Real-time triggers: Contractor must have the ability to interrupt tests when above triggers A to I and L are set.

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q) The Contractor must have the ability to interrupt tests using all known simulators on a real-time basis.

r) The Contractor may suggest additional trigger anomalies or data elements that could be indicative of improper, fraudulent, or inaccurate testing.

s) The Contractor shall provide to the State a detailed description of the test data monitoring program, including the criteria and triggers to be used, and a description of the investigative procedures and steps to be taken when the need for action arises.

t) The Contractor shall:

1. Provide the State with direct access to the test data monitoring information;

2. Provide the State with daily reports on the monitoring of subject criteria elements and triggers;

3. Notify the State within 24 hours upon discovery of improper or inaccurate testing and any evidence of fraud by testing locations, data processors, repair locations and technicians, or motorists; and

4. Submit monthly reports summarizing the monitoring data, findings, and corrective actions taken.

u) The Contractor shall also have the capability to expand the monitoring criteria and triggers as required by the State to address changes and/or enhancements in testing procedures and technologies.

D. Annual Data for US EPA Reports

a) The Contractor shall provide data to the State as needed for preparation of annual VEIP data reports.

b) The data report shall be submitted to the State by January 31 of each contract year and cover the previous calendar year.

c) The report shall contain, at a minimum, the following elements:

1. To the extent that the Contractor performs overt and/or covert audits of inspection lanes and stations, the data shall include the number of inspection stations, lanes, test units, FIS, and hybrid stations operating throughout the year:

i. Receiving overt performance audits in the year;

ii. Not receiving overt performance audits in the year;

iii. Receiving covert performance audits in the year;

iv. Not receiving covert performance audits in the year; and

v. That have been shut down as a result of overt and/or covert performance audits.

2. The number of inspectors:

i. That were suspended, fired, or otherwise prohibited from testing as a result of covert and/or overt audits;

ii. That were suspended, fired, or otherwise prohibited from testing for other causes;

iii. That received fines as a result of covert and/or overt audits; and

iv. That received fines for other causes.

3. The number of Contractor inspectors certified to conduct testing.

E. Vehicles with No Final Outcome – Annual Survey Sample

In order to provide assistance to the State in tracking the compliance status of vehicles with no final outcome, i.e., vehicles that failed…