The file's text, extracted by GovTribe without its formatting.
SUBMITTAL FORM A – Offeror Information Revised March 13, 2024
PROJECT INFORMATION
| PROJECT NAME: |
| ATLAS Replacement Project – Federally Funded |
OFFEROR INFORMATION
Company Name:
Address:
Tax ID:
Alaska Business License #:
CONTACT INFORMATION
Provide contact information for the individual that can be contacted for clarification regarding this proposal:
Name
Title
Address
Email
Telephone
PROCUREMENT OFFICER NOTE: REVISE OR DELETE AS REQUIRED.
CRITICAL TEAM MEMBERS
Provide the names of all critical team members that will be assigned to this contract. Note: These individuals cannot be removed or replaced from this project, or their positions, unless approved in writing the project director or procurement officer.
Name of Position 1
Name of Position 2
Name of Position 3
Name of Position 4
ADDENDA ACKNOWLEDGEMENT
The offeror acknowledges receipt of the following amendments and has incorporated the requirements of such amendments into their proposal. Failure to identify and sign for all amendments may subject the offeror to disqualification. The offeror must list all amendments (by number), then initial and date to confirm that you have received and incorporated them into your proposal (add more rows as necessary).
CERTIFICATIONS
| 1 |
| The offeror is presently engaged in the business of providing the services & work required in this RFP. |
| True | False |
| 2 |
| The offeror confirms that it has the financial strength to perform and maintain the services required under this RFP. |
| True | False |
| 3 |
| The offeror accepts the terms and conditions set out in the RFP and agrees not to restrict the rights of the state. |
| True | False |
| 4 |
| The offeror confirms that they can obtain and maintain all necessary insurance as required on this project. |
| True | False |
| 5 |
| The offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States. |
| True | False |
| 6 |
| The offeror is not established and headquartered or incorporated and headquartered, in a country recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report. |
| True | False |
| 7 |
| Offeror complies with the American with Disabilities Act of 1990 and the regulations issued thereunder by the federal government. |
| True | False |
| 8 |
| Offeror complies with the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government. |
| True | False |
| 9 |
| Offeror complies with the applicable portion of the Federal Civil Rights Act of 1964. |
| True | False |
| 10 |
| The offeror can provide (if requested) financial records for the organization for the past three years. |
| True | False |
| 11 |
| The offeror has not had any contracts terminated by the State of Alaska (within the past five years). |
| True | False |
| 12 |
| The offeror certifies that it is not currently debarred, suspended, proposed for debarment, or declared ineligible for award by any public or federal entity. |
| True | False |
| 13 |
| The offeror certifies that they will not support or participate in a boycott of Israel. Failure to comply with this requirement may cause the state to reject the proposal as non-responsive or cancel the contract. |
| True | False |
| 14 |
| The offeror certifies that they do not have any governmental or regulatory action against their organization that might have a bearing on their ability to provide services to the state. |
| True | False |
| 15 |
| The offeror certifies, within the last five years, they have not been convicted or had judgment rendered against them for: fraud, embezzlement, theft, forgery, bribery, falsification or destruction of records, false statements, or tax evasion. |
| True | False |
| 16 |
| The offeror does not have any judgments, claims, arbitrations or suits pending/outstanding against your company in which an adverse outcome would be material to the company. |
| True | False |
| 17 |
| The offeror is not (now or in the past) been involved in bankruptcy or reorganized proceeding. |
| True | False |
| 18 |
| Offeror certifies they comply with the laws of the State of Alaska. |
| True | False |
| 19 |
| Offeror confirms their proposal will remain valid and open for at least 90 days. |
| True | False |
* Failure to answer or answering “False” may be grounds for disqualification. For any “False” responses, provide clarification (up to 250 word maximum for each “False” clarification) below (add rows as necessary).
CONFLICT OF INTEREST STATEMENT
Indicate below whether or not the firm or any individuals that will work on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The procurement officer reserves the right to consider a proposal non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity services to be provided by the offeror.
| Does the offeror, or any individuals that will work on this contract, have a possible conflict of interest? |
| □ Yes □ No |
* Failure to answer may be grounds for disqualification.
If “Yes”, please provide additional information regarding the nature of that conflict:
FEDERAL REQUIREMENTS
Indicate below all known federal requirements that apply to the proposal, proposal evaluation, or contract:
SIGNATURE
This proposal must be signed by a company officer empowered to bind the company.
Printed Name
Title
Date
Signature
| STATE OF ALASKA – REQUEST FOR PROPOSALS AMENDMENT #1 |
| RFP 2527H098 |
ATLAS REPLACEMENT PROJECT -FEDERALLY FUNDED
SUBMITTAL FORM H – SYSTEM REQUIREMENTS
SPECIAL REQUIREMENTS: This Submittal Form must not identify the offeror’s proposed costs and must not exceed thirty-six (36) pages (reference RFP section 4.02).
ALASKA MARINE HIGHWAY SYSTEM
Dispatch Management System
SYSTEM REQUIREMENTS
Alaska Department of Transportation & Public Facilities Version 1.6 | September 2026
1. Introduction This document defines the system requirements for the Alaska Marine Highway System (AMHS) Dispatch Management System (DMS), which will replace the current Atlas dispatch software. Requirements were derived from 23 structured interviews and observation sessions conducted by Planet Technologies with subject matter experts across all functional areas of AMHS dispatch operations between May and July 2025.
Requirements are organized into 16 functional categories and assigned a priority level based on operational criticality. The priority framework is:
1. Must Have: A critical requirement; absence significantly reduces system value.
1. Could Have: Desirable enhancement that would provide operational benefit but is not critical to baseline function.
Each requirement is accompanied by its operational source and a current-state gap description. Requirements are coded by category prefix (e.g., EMP, SCH, QUA) and sequence number for traceability. This document should be read in conjunction with the AMHS DMS Concept of Operations (ConOps).
2. Requirements Summary by Category
| # |
| Category |
| Must Have |
| Could Have |
| Total |
| 1 |
| Employee Profile & Master Data |
| 6 |
| 1 |
| 7 |
| 2 |
| Seniority & Bargaining Unit Rules |
| 6 |
| 1 |
| 7 |
| 3 |
| Crew Scheduling & Vacancy Filling |
| 16 |
| 3 |
| 19 |
| 4 |
| Qualifications, Credentials & Training |
| 20 |
| 4 |
| 24 |
| 5 |
| Leave & Absence Management |
| 5 |
| 0 |
| 5 |
| 6 |
| Travel Coordination |
| 6 |
| 2 |
| 8 |
| 7 |
| Payroll & Timesheet Management |
| 7 |
| 1 |
| 8 |
| 9 |
| Communication & Audit Logging |
| 5 |
| 1 |
| 6 |
| 10 |
| Reporting & Analytics |
| 6 |
| 1 |
| 7 |
| 11 |
| System Integration |
| 9 |
| 0 |
| 9 |
| 12 |
| Security, Access & Technical Standards |
| 15 |
| 0 |
| 15 |
| 13 |
| Performance & Usability |
| 11 |
| 2 |
| 13 |
| 14 |
| Implementation & Vendor Obligations |
| 9 |
| 1 |
| 10 |
| 15 |
| Cloud Governance & Data Sovereignty |
| 9 |
| 0 |
| 9 |
| 16 |
| Availability & Disaster Recovery |
| 7 |
| 0 |
| 7 |
3. Detailed Requirements
1. Employee Profile and Master Data Staff across all functional areas rely on employee profile data as their primary lookup for contact information, bargaining unit, change port, and status. Atlas frequently has stale or incomplete data, and no field values can be copied out of the interface.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| EMP-001 |
| Must Have |
| Maintain a unified employee record including name, Employee ID (EID), bargaining unit, position, change port, home address, phone number(s), and personal email address. |
| All Dispatch, Travel, Payroll |
| Data frequently stale; cannot copy/paste any values from Atlas |
| Choose an item. |
| EMP-002 |
| Must Have |
| Allow users to copy employee contact information (phone, email, address) from the interface without requiring manual retyping. |
| Passenger Services |
| Atlas does not support copy/paste of any data fields |
| Choose an item. |
| EMP-003 |
| Must Have |
| Track employee active/inactive status and reason (suspended, retired, resigned, separated, admin leave, etc.) with effective dates. |
| IBU Dispatch |
| Status history exists but requires manual entry for most status types |
| Choose an item. |
| EMP-004 |
| Must Have |
| Store and display complete position and job history for each employee, including all bargaining units they have belonged to. |
| Atlas Introduction |
| Supported but slow to navigate |
| Choose an item. |
| EMP-005 |
| Must Have |
| Provide an employee self-service portal where crew members can view their own profile, update contact information, and see their current schedule and qualifications. |
| Passenger Services, Union Needs |
| Original Atlas intent; never implemented |
| Choose an item. |
| EMP-006 |
| Must Have |
| Support bulk import of new hire data from an external applicant tracking/onboarding system (e.g., NeoGov) to eliminate manual re-entry. |
| Passenger Services |
| No integration; all new hire data manually entered by dispatch admin |
| Choose an item. |
| EMP-007 |
| Could Have |
| Generate and maintain an internal employee directory searchable by name, bargaining unit, change port, position, and vessel. |
| Shoreside Travel |
| Must currently use separate State of Alaska directory |
| Choose an item. |
2. Seniority and Bargaining Unit Rules AMHS operates under three distinct union contracts (IBU, MEBA, MMP), each with unique seniority hierarchies, vacation accrual rules, and scheduling provisions. Contracts are renegotiated every three years.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| SEN-001 |
| Must Have |
| Support distinct seniority hierarchies for each bargaining unit. For IBU: Job Points → Admin Award Date → Department Points → Company Points → Hire Date. Support equivalent hierarchies for MEBA and MMP. |
| IBU Dispatch |
| Atlas supports IBU hierarchy; MEBA/MMP less well supported |
| Choose an item. |
| SEN-002 |
| Must Have |
| Display seniority-ordered lists of available employees for any given position, vessel, or change port, filterable in real time. |
| IBU Dispatch |
| Must print and manually annotate lists; Atlas too slow for real-time use |
| Choose an item. |
| SEN-003 |
| Must Have |
| Support Dispatch Selection Forms (DSF) that allow IBU employees to opt out of specific vessels, regions, or position types, and enforce those restrictions during vacancy filling. |
| IBU Dispatch |
| DSF data stored in Atlas but must be manually cross-referenced |
| Choose an item. |
| SEN-004 |
| Must Have |
| Allow rule sets for each bargaining unit to be configured by administrators without vendor involvement, to accommodate contract updates every three years. |
| IT Standards, Union Needs |
| Any Atlas rule change requires vendor development |
| Choose an item. |
| SEN-005 |
| Must Have |
| Track and display point accumulation for each employee across job points, department points, and company points, updated per contract cycle rules. |
| IBU Dispatch |
| Visible in Atlas but update latency is 2-4 weeks |
| Choose an item. |
| SEN-006 |
| Must Have |
| Support MEBA quarterly point cycles (points earned every 9 months) separately from IBU biweekly cycles. |
| MEBA Dispatch |
| MEBA seniority managed largely outside Atlas |
| Choose an item. |
| SEN-007 |
| Could Have |
| Generate on-demand bargaining unit seniority reports in a format suitable for posting per contract requirements. |
| IBU Dispatch |
| Reports available but require manual formatting and annotation |
| Choose an item. |
3. Crew Scheduling and Vacancy Filling IBU dispatchers fill vacancies on a biweekly cycle, while MEBA and MMP plan on quarterly scrolls. Vacancy filling requires cross-referencing vessel schedule, employee availability, qualifications, seniority, DSF restrictions, and change port proximity.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| SCH-001 |
| Must Have |
| Provide a unified scheduling view showing, for each vessel and time period: bid holder, relief employee, leave status, and assignment dates for all bargaining units. |
| All Dispatch |
| No unified view; dispatchers maintain separate paper scrolls |
| Choose an item. |
| SCH-002 |
| Must Have |
| Display vessel schedule (port calls, dates, status) alongside crew assignment data so dispatchers can determine where and when crew changes occur. |
| IBU Dispatch |
| Vessel schedule is a separate public website; not integrated with Atlas |
| Choose an item. |
| SCH-003 |
| Must Have |
| Support filtering of available, qualified employees by change port, vessel, position/qualification, bargaining unit, and availability status (not on vacation, unfit, or already assigned). |
| IBU Dispatch |
| Requires navigating multiple Atlas screens and printed lists |
| Choose an item. |
| SCH-004 |
| Must Have |
| Support the IBU Riff bumping process: automated calculation of cascading position reassignments based on seniority hierarchy when bid holders are displaced. Allow dispatcher to review and confirm the proposed outcome before committing. |
| IBU Dispatch |
| Atlas Riff Math tool exists but requires extensive manual verification |
| Choose an item. |
| SCH-005 |
| Must Have |
| Track and enforce minimum manning requirements by vessel, reflecting both the Certificate of Inspection (COI) minimums and any active Transition Memos that specify different requirements. |
| MMP Dispatch |
| Transition memo requirements tracked manually on paper scroll |
| Choose an item. |
| SCH-006 |
| Must Have |
| Track vessel operational status (Revenue Service, Layup Moving, Layup Stationary, Overhaul) and display this alongside crew assignments. |
| MMP Dispatch, MEBA Dispatch |
| Vessel status tracked on color-coded paper scrolls; not in Atlas |
| Choose an item. |
| SCH-007 |
| Must Have |
| Support the MEBA Hall temporary hire process: identify when a position must be filled from the MEBA Hall, generate referral information with complete vacancy details, and track Hall-filled positions separately from regular AMHS employees. |
| MEBA Dispatch |
| Hall fills tracked manually; automated email to Hall not supported |
| Choose an item. |
| SCH-008 |
| Must Have |
| Allow posting of the official crew list for each vessel and bargaining unit, with version history and date/time stamp. |
| IBU Dispatch |
| Atlas supports posting but process is manual and error-prone |
| Choose an item. |
| SCH-009 |
| Must Have |
| Support quarterly scroll planning (4-month horizon) for MEBA and MMP, with a visual calendar/grid view showing assignments per vessel per two-week rotation, automatically driving timesheet pre-population. |
| MEBA Dispatch, MMP Dispatch |
| Quarterly scroll is Excel-based; Atlas only receives the result for timesheet generation |
| Choose an item. |
| SCH-010 |
| Must Have |
| Track holdover (overtime beyond the regular rotation) assignments separately and distinguish them from standard bid and relief assignments. |
| MMP Dispatch |
| Holdovers tracked on paper scroll only |
| Choose an item. |
| SCH-011 |
| Must Have |
| Display pier head jump emergency vacancy indicators (vessel sails within 6-12 hours) and support expedited assignment workflow that may prioritize location proximity over strict seniority order per applicable LOA, with documentation of the deviation and justification. |
| Union Needs |
| No system support; handled entirely by phone and institutional knowledge |
| Choose an item. |
| SCH-012 |
| Could Have |
| Support employee self-service availability calendaring so crew members can indicate availability or unavailability for specific dates or vessels. |
| Passenger Services |
| No self-service capability currently exists |
| Choose an item. |
| SCH-013 |
| Must Have |
| Support the MEBA Hall temporary hire process end-to-end: when a MEBA position cannot be filled internally, automatically generate an email notification to the MEBA Hall with complete vacancy details (vessel, position, dates, qualifications required). Provide a means for the Hall to supply temp employee information that creates a provisional record in the system, assigned a temporary PCN. |
| MEBA Dispatch |
| Handled by manual email and manual data entry. Temp PCNs tracked in a notebook. No system support for the Hall communication loop or temp record creation. |
| Choose an item. |
| SCH-014 |
| Must Have |
| Track temporary employee PCN (Position Classification Number) assignments separately from permanent bid PCNs. Automatically convert a temp PCN to a permanent PCN once the associated PARF is approved and the bid has been physically worked by the employee. |
| MEBA Dispatch, MMP Dispatch |
| Temporary PCNs manually tracked in notebooks. PCN conversion is entirely manual with no system trigger or validation, leading to data integrity errors. |
| Choose an item. |
| SCH-015 |
| Could Have |
| Draft proposed MEBA crew lists based on scheduling constraints (seniority hierarchy, qualifications, vessel status, scroll commitments) and present the draft to the MEBA dispatcher for review and modification before publishing. |
| MEBA Dispatch |
| MEBA crew lists built from scratch manually each cycle using Atlas, seniority scrolls, and paper records. No system-assisted drafting capability. |
| Choose an item. |
| SCH-016 |
| Must Have |
| Provide an interface for the MMP committee to submit key operational data used in quarterly crew list creation (voyage schedules, relief windows, position requirements). Automatically notify the MMP dispatcher when committee data has been received and is ready for review. |
| MMP Dispatch |
| MMP committee data delivered via email and entered manually by dispatcher. No system-based data handoff or dispatcher notification workflow. |
| Choose an item. |
| SCH-017 |
| Must Have |
| Provide a bid application review interface for supervisors and Port Stewards: display employee contact information, current assignment status, total hours worked in the relevant eligibility period, minimum qualification status, and bid history in one view. Capture the reviewer decision (approved, conditionally approved, denied) and documented reason in the system. |
| Passenger Services, MMP Dispatch |
| Bid review requires gathering data manually from Atlas, IRIS hours records, and paper qualification files. Decisions and reasoning not captured in any system. |
| Choose an item. |
| SCH-018 |
| Could Have |
| When an IBU vacancy is filled, automatically notify all relevant stakeholders via system-generated email: the vessel Master, the vessel Chief Mate, the employee vacating the position, and all IBU Dispatch staff. The notification must include the employee name, position, vessel, and effective date. |
| IBU Dispatch |
| Post-fill notifications are sent manually via Outlook. No automated notification or tracking exists in Atlas; inconsistent delivery creates operational and union compliance risk. |
| Choose an item. |
| SCH-019 |
| Must Have |
| When a vacancy is filled incorrectly or an assignment error occurs, display relevant details explaining why the error occurred and surface upcoming request data to help dispatchers identify and prevent similar mistakes. |
| IBU Dispatch |
| There is no system alert when a leave request is entered but remains in pending status. If a vacation is signed but not converted, it does not appear during crew list creation, and the missing relief only surfaces day-of. This type of error occurs almost every two-week crewing cycle |
| Choose an item. |
4. Qualifications, Credentials, and Training Crew assignments are constrained by credential requirements. Coast Guard credentials (MMC, TWIC, medical certificates), position-specific certifications, and pilotage endorsements (MMP) must all be current and verified before assignment. Tracking is managed across Atlas, Marinals LMS, and manual Excel sheets.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| QUA-001 |
| Must Have |
| Track all Coast Guard credentials per employee: Merchant Mariner Credential (MMC), TWIC card, medical certificate (2-year and 5-year), food worker card, alcohol management certification, TAPS card, and HAZMAT certification, with expiration dates. |
| Vessel Crew Docs |
| Supported in Atlas but data loss on save requires manual double-checking |
| Choose an item. |
| QUA-002 |
| Must Have |
| Track pilotage endorsements for MMP deck officers by geographic area, type (day vs. unlimited), and inclusion vs. exclusion list status, and enforce these requirements during scheduling. |
| MMP Dispatch, Vessel Crew Docs |
| Atlas cannot differentiate day vs. unlimited pilotage; manual Excel sheets required |
| Choose an item. |
| QUA-003 |
| Must Have |
| Generate automated alerts and reports for credentials expiring within configurable timeframes (e.g., 30, 60, 90 days), filterable by employee, vessel, bargaining unit, and credential type. |
| Vessel Crew Docs |
| Atlas generates CSV exports; staff manually apply color-coding in Excel |
| Choose an item. |
| QUA-004 |
| Must Have |
| Support batch/bulk entry of the same credential or course completion for multiple employees simultaneously (e.g., entering STCW BT completion for 20 employees at once). |
| Vessel Crew Docs |
| Atlas requires one-by-one entry for every employee: no batch capability |
| Choose an item. |
| QUA-005 |
| Must Have |
| Confirm every credential save with a visible success indicator. The system must not discard records without notification. |
| Vessel Crew Docs |
| Atlas known to silently discard saves; staff must exit and re-enter to verify |
| Choose an item. |
| QUA-006 |
| Must Have |
| Support attaching scanned credential documents (PDF, JPG) to employee credential records. Automatically convert JPEG/image files to PDF upon upload for document standardization. |
| Vessel Crew Docs |
| Atlas supports attachments via Z-drive link only; JPEG-to-PDF requires manual conversion |
| Choose an item. |
| QUA-007 |
| Must Have |
| Generate a GAP report per employee showing required minimum qualifications for a given position vs. what the employee currently holds, with clear indication of what is missing and what is expiring. |
| Training, MEBA Dispatch |
| Atlas GAP reports exist but are confusing and omit expiration dates |
| Choose an item. |
| QUA-008 |
| Must Have |
| Receive training completion data from the Marinals LMS with a maximum 24-hour lag (vs. current 2-4 week lag), so that dispatcher qualification checks reflect recent training. |
| Training |
| Current 2-4 week lag causes dispatchers to miss recent completions |
| Choose an item. |
| QUA-009 |
| Must Have |
| Support future-effective credential documents: allow entry of a credential received in advance of its validity date (e.g., renewed MMC submitted months before current one expires), storing it as pending with an activation date, and automatically replacing the current credential when the activation date is reached. |
| Vessel Crew Docs |
| No Atlas support for future-effective documents; manual re-entry required at the right time, creating risk of lapsed credentials |
| Choose an item. |
| QUA-010 |
| Must Have |
| Support multi-course certificates (e.g., HCT = 13 individual courses; HCT Refresher = 3 courses) as a single credential entry, automatically verified when all constituent courses are complete. |
| Vessel Crew Docs |
| Atlas cannot group courses into composite certificates; tracked manually |
| Choose an item. |
| QUA-011 |
| Must Have |
| Define parent qualifications composed of multiple sub-qualifications (e.g., STCW Basic Safety Training grouping BT, PSC, EFA, and FPFF). GAP reports must evaluate parent qualification status based on completion of all constituent sub-qualifications. |
| Training, Vessel Crew Docs |
| Atlas lists every sub-qualification separately; GAP reports confusing and hard to interpret |
| Choose an item. |
| QUA-012 |
| Must Have |
| Support alternative qualifications: when an employee holds an alternate credential that satisfies a minimum qualification requirement, display it as qualifying but in a visually distinct format (e.g., alternate color or label) to distinguish primary from alternate qualifications. |
| Training, MEBA Dispatch |
| Atlas does not distinguish primary from alternative qualifications in reports |
| Choose an item. |
| QUA-013 |
| Must Have |
| Allow employee self-service document upload for credential renewals. Provide a document legibility review tool for the Vessel Crew Docs clerk: display submitted documents at full resolution, allow flagging as illegible, and automatically notify the employee with specific feedback on resubmission requirements. |
| Passenger Services, Vessel Crew Docs |
| No self-service capability: approximately 50% of documents are rejected and rejection feedback is manual email |
| Choose an item. |
| QUA-014 |
| Must Have |
| Track and manage training course enrollment, scheduling, and completion for AMHS-sponsored courses, including recording requests for future course planning when courses are full; organizing registrations by seniority and request date; and transferring approved registrations to partnering educator registration logs. |
| Training |
| Training coordination handled via separate Excel sheets outside Atlas; demand not tracked |
| Choose an item. |
| QUA-015 |
| Could Have |
| Provide course description and prerequisite information within the system so that dispatchers and new employees can understand credential requirements without institutional knowledge. |
| Training |
| No course information in Atlas; separate Internal Resources website required |
| Choose an item. |
| QUA-016 |
| Could Have |
| When a training request is approved, automatically send the employee: (a) a leave request form reminder, and (b) course information and class flyer. |
| Training |
| Both communications sent manually for every approved request |
| Choose an item. |
| QUA-017 |
| Must Have |
| Automatically calculate whether a vessel crew member meets the minimum hours threshold for bid eligibility based on total hours worked in the relevant period. Display the hours calculation alongside bid application records so the reviewing supervisor can verify eligibility without a separate IRIS lookup. |
| Passenger Services, IBU Dispatch |
| Hours calculation done manually by Port Stewards reviewing separate IRIS payroll records. No integrated hours-to-eligibility calculation in Atlas. |
| Choose an item. |
| QUA-018 |
| Must Have |
| Maintain qualification metadata for each credential type: issuing authority, renewal frequency, applicable positions, and whether the credential is primary or an accepted alternative. Allow training administrators to update metadata configuration without vendor involvement. |
| Training, Vessel Crew Docs |
| Atlas stores credential dates but not metadata such as issuing authority, renewal cycle, or position applicability. Metadata maintained in separate spreadsheets. |
| Choose an item. |
| QUA-019 |
| Must Have |
| Support automatic generation of new learner profiles in the Marinals LMS when a new employee record is created in the DMS. Automatically populate the LMS profile with verified Merchant Mariner Credential (MMC) data from the DMS to eliminate dual-system data entry. |
| Training, IT Standards |
| New employee LMS profiles created manually after DMS/IRIS onboarding. MMC data entered separately in both systems, creating duplication and discrepancy risk. |
| Choose an item. |
| QUA-020 |
| Could Have |
| Record the date that a training authorization memo is sent for each approved training request and maintain a full audit trail of training approval communications: request received, eligibility confirmed, memo sent, course registered, and completion recorded. |
| Training |
| Training communication dates are tracked only in personal email and an Excel log. No system record of authorization memo send dates. |
| Choose an item. |
| QUA-021 |
| Could Have |
| Provide interactive filter controls on qualification and GAP reports: display crew with a specific qualification, crew without a specific qualification, or crew with expiring credentials within a defined window. All report results must be exportable to Excel. |
| Training, Vessel Crew Docs |
| Atlas qualification reports require exact parameter entry and cannot be filtered interactively. Generating a list of crew without a specific qualification requires manually cross-referencing two separate reports. |
| Choose an item. |
| QUA-022 |
| Must Have |
| Provide a dedicated interface for the Vessel Crew Docs clerk to manage training-related timesheets: identify AMHS-funded course completions in Marinals that qualify for training pay, alert the clerk to eligible completions, support creation of training-specific timesheets pre-populated with course and employee data, route timesheets for approval, and automatically deliver approved timesheets to the employee (via portal and email) and to payroll/IRIS. |
| Vessel Crew Docs |
| Clerk manually reviews 2,500+ Marinals completions every two weeks to identify paid-course completions. Training timesheets created manually, emailed to employees manually, and submitted to payroll separately. No system workflow connects these steps. |
| Choose an item. |
| QUA-023 |
| Must Have |
| Format and distribute credential compliance reports automatically: apply color-coding for expiration urgency (expired=red, within 30 days=orange, within 60 days=yellow) and distribute via email to (a) vessel supervisors for their assigned crew and (b) individual employees whose credentials fall within the alert threshold. |
| Vessel Crew Docs |
| Compliance reports generated in Atlas, manually reformatted in Excel with color-coding added by hand, then manually emailed to each vessel and affected individual. Process takes several hours per cycle. |
| Choose an item. |
| QUA-024 |
| Must Have |
| Provide a dedicated interface for the Vessel Crew Docs clerk to manage NMC pilotage details: enter, update, and track pilotage endorsements received from the National Maritime Center per crew member, with automatic linkage to the employee credential profile and scheduling eligibility evaluation. |
| Vessel Crew Docs |
| Pilotage details from the NMC entered manually in Atlas with no dedicated workflow or tracking. Link between NMC pilotage data and scheduling eligibility is entirely manual. |
| Choose an item. |
5. Leave and Absence Management Leave management (vacation, FMLA, unfit for duty) is central to crew scheduling. Leave statuses trigger crew list updates, affect seniority/benefit calculations, and must sync with payroll. Currently, leave is entered through multiple channels with significant manual reconciliation.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| LEV-001 |
| Must Have |
| Track and display all leave types per employee: vacation (approved/pending), FMLA, unfit for duty (with return date if known), administrative leave, and suspension. |
| All Dispatch, Payroll |
| Atlas stores leave status but often lags 2-4 weeks; vacation approval workflow is manual |
| Choose an item. |
| LEV-002 |
| Must Have |
| Support a vacation approval workflow: employee or supervisor submits request, dispatcher reviews, approves or denies, and the system automatically updates crew list and seniority tracking. |
| IBU Dispatch |
| Current workflow: paper form, handed to admin, manually entered to Atlas; often missed when comparing crew lists |
| Choose an item. |
| LEV-003 |
| Must Have |
| Generate leave timesheets automatically when an employee misses a scheduled assignment due to an approved leave status, pre-populated with correct leave type and pay rate. |
| Payroll |
| Atlas generates blank timesheets; leave coding is manual and error-prone |
| Choose an item. |
| LEV-004 |
| Must Have |
| Alert dispatchers and HR when an employee has not worked for 60 or more days within any 90-day rolling period, as this affects health insurance eligibility under union contracts. |
| Union Needs |
| No automated absence monitoring; requires manual review |
| Choose an item. |
| LEV-005 |
| Must Have |
| Display leave balance information from IRIS (vacation accrued, vacation taken, sick leave) within the DMS employee profile, with a defined sync frequency. |
| Union Needs |
| Leave balances only accessible via IRIS; not visible in Atlas |
| Choose an item. |
6. Travel Coordination When dispatchers fill a vacancy, they must also coordinate crew travel to the vessel. Dispatch handles travel for employees moving between assignments (travel status), while Shoreside Travel handles employees in work status and all shoreside employee travel.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| TRV-001 |
| Must Have |
| Support the generation of travel quotes for crew assignments, including comparison of travel from change port vs. home address to identify the least-cost option per union contract rules. |
| Shoreside Travel |
| Travel quotes generated manually; no system support |
| Choose an item. |
| TRV-002 |
| Must Have |
| Track travel status vs. work status for vessel employees to determine which team (Dispatch vs. Shoreside Travel) is responsible for booking and costs, and display the responsible party in the employee record. |
| Shoreside Travel |
| Status determination is manual; leads to miscommunication and duplicate bookings |
| Choose an item. |
| TRV-003 |
| Must Have |
| Maintain CTM (Corporate Travel Management system) travel profile information within the DMS employee record to support travel booking without requiring separate profile lookups. |
| Shoreside Travel |
| CTM profiles exist separately; vessel employees use generic union-level profiles |
| Choose an item. |
| TRV-004 |
| Must Have |
| Track reimbursement requests for employee travel, including receipt collection, approval workflow, and status tracking, with export of approved reimbursement data for IRIS entry. |
| Shoreside Travel |
| Tracked via email receipts and separate IRIS entry; fragmented process |
| Choose an item. |
| TRV-005 |
| Could Have |
| Integrate with the Corporate Travel Management (CTM) system (or successor travel system) to allow travel bookings to be initiated from the DMS assignment workflow. |
| Shoreside Travel |
| CTM is a completely separate system with no Atlas integration |
| Choose an item. |
| TRV-006 |
| Must Have |
| Provide an employee self-service travel request interface where crew members can submit travel requests prior to an assignment. The interface must collect and store the following travel authorization data fields: full name, job title, mailing address, submission date, bargaining unit, birth date, travel begin and end dates, destination(s), purpose of trip, staff assigned to prepare the reservation, mode of transportation, number of trip segments, and segment-specific travel details. Additionally collect: cost center, approving supervisor name, and bargaining unit travel entitlement. All fields must be stored within the DMS travel record and accessible to the Shoreside Travel admin for booking purposes. |
| Shoreside Travel |
| Travel requests arrive via phone or email with no standard intake process. Authorization details tracked in separate spreadsheets. Employees frequently omit required information, necessitating follow-up calls. |
| Choose an item. |
| TRV-007 |
| Must Have |
| Support submission of travel booking data to the state-approved travel management system (currently CTM): generate a CTM-compatible travel record from DMS assignment and employee data to reduce manual re-keying by the Shoreside Travel admin. |
| Shoreside Travel |
| All CTM bookings manually entered by the Shoreside Travel admin after gathering data from dispatch, payroll records, and employee contact. No data flow between DMS and CTM. |
| Choose an item. |
| TRV-008 |
| Could Have |
| Provide the Shoreside Travel Admin Assistant with access to a dedicated per diem verification view that displays: employee vessel assignment, pay type (e.g., E100 regular vs. E175 leave), vessel status (Revenue Service, Layup, Overhaul), and hours worked for the prior 90 days. The view must include vessel-level detail sufficient to determine whether the vessel kitchen was operational during an overhaul period, as this determines per diem food reimbursement eligibility. |
| Shoreside Travel |
| Per diem verification currently requires cross-referencing ATLAS payroll history with external vessel status records. Vessel kitchen operational status during overhaul is not captured in Atlas, requiring manual confirmation. |
| Choose an item. |
7. Payroll and Timesheet Management AMHS payroll is described as the most manual timesheet process in the State of Alaska. Atlas generates blank timesheets; vessel supervisors complete them by hand; payroll staff manually key every line into IRIS. Approximately 80% require corrections.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| PAY-001 |
| Must Have |
| Generate pre-populated timesheets including: employee name and EID, vessel name, bargaining unit, position, assignment dates, assignment type (bid/relief), and applicable pay code, eliminating the need for vessel supervisors to fill in this information manually. |
| Payroll |
| Atlas generates blank timesheets with only name and EID |
| Choose an item. |
| PAY-002 |
| Must Have |
| Include start and stop times on generated timesheets in compliance with state policy (not just total hours). |
| Payroll |
| Start/stop times must be manually added by supervisors or payroll |
| Choose an item. |
| PAY-003 |
| Must Have |
| Support all bargaining unit pay codes and overtime calculation rules (daily overtime, holdover overtime, minimum guarantee) per IBU, MEBA, and MMP contracts. |
| Payroll |
| Pay code application is entirely manual; no rule automation in Atlas |
| Choose an item. |
| PAY-004 |
| Must Have |
| Provide a missing timesheet tracking workflow that identifies employees whose timesheets have not been received by the deadline and notifies relevant dispatch and payroll staff. |
| Payroll |
| Tracked via biweekly Teams spreadsheet maintained by timekeeper |
| Choose an item. |
| PAY-005 |
| Must Have |
| Provide an employee payroll history view within the DMS showing vessel, pay type (E100 regular vs. E175 leave), vessel status, and assignment dates for the prior 90 days. |
| Shoreside Travel |
| Available in Atlas via Time Collection but lags 2-4 weeks |
| Choose an item. |
| PAY-006 |
| Must Have |
| Export timesheet data in a format compatible with IRIS data entry to reduce manual keying by payroll technicians (target: XML file via FTP or approved successor interface). |
| Payroll, IT Standards |
| No export; all data keyed manually into IRIS. IRIS XML/FTP interface specification: https://doa.alaska.gov/dof/iris/resource/INT_ISD_TADI_XML.pdf |
| Choose an item. |
| PAY-007 |
| Could Have |
| Provide a Majority of Time (MOT) calculation that determines which position an employee worked most during a pay period, to support determination of correct pay rate for non-bid holders. |
| Payroll |
| MOT calculated manually from IRIS data; not available in Atlas |
| Choose an item. |
| PAY-008 |
| Must Have |
| Provide crew members with digital access to their pre-populated timesheets so they can review, confirm hours, and flag discrepancies within the system. Additionally, identify and alert dispatch and payroll when a timesheet is absent for an employee who was recorded as unfit for duty, prompting creation of the required Personnel Action Request Form (PARF). |
| Payroll, All Dispatch |
| Crew have no DMS timesheet access. Unfit-for-duty PARF requirements tracked via a shared spreadsheet. Approximately 80% of timesheets require corrections, with unfit-related miscodings being a major contributor. |
| Choose an item. |
8. Seatime Letters The seatime clerk produces Coast Guard-required proof-of-service letters for mariners renewing licenses or seeking new endorsements. Approximately 532 letters were produced in the most recent cycle. Three different Atlas tools return different totals for the same employee.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| SEA-001 |
| Must Have |
| Generate seatime letters in the format required by the U.S. Coast Guard, including: employee name, EID, vessel name(s), position(s), date ranges, and aggregate seatime by department (deck, engine, purser, steward). |
| Seatime Letters |
| Atlas output is incorrectly formatted and missing required statements |
| Choose an item. |
| SEA-002 |
| Must Have |
| Automatically include required Coast Guard statements in all seatime letters: (1) drug testing program participation statement, (2) engine yard time calculation (0.5 day per day in yards), (3) inside passage geographic designation. |
| Seatime Letters |
| All statements must currently be manually added in Word |
| Choose an item. |
| SEA-003 |
| Must Have |
| Produce a single, consistent seatime total per employee per letter that reconciles all service periods, eliminating the current discrepancy between three different Atlas seatime tools that return different values. |
| Seatime Letters |
| Three Atlas tools return different totals; manual reconciliation required |
| Choose an item. |
| SEA-004 |
| Must Have |
| Support appending new seatime to an existing letter (patching), so that a mariner's full career history is maintained as a single cumulative document updated with each letter request. Automatically combine duplicate vessel/position rows and recalculate department totals. |
| Seatime Letters |
| Patching done manually in Word from prior letter; fragile and time-consuming |
| Choose an item. |
| SEA-005 |
| Must Have |
| Determine drug testing statement eligibility automatically: employee qualifies if (a) they have had a urinalysis within the last 185 days, OR (b) they have worked 60 or more days in the last 185 days. |
| Seatime Letters |
| UA Assessment tool vastly undercounts eligible days; manual override required for nearly every letter |
| Choose an item. |
| SEA-006 |
| Must Have |
| Support reactivating inactive employees (retired, resigned, separated) temporarily for seatime letter generation without affecting other system reports or dispatching functions. |
| Seatime Letters |
| Manual activate/deactivate required in Atlas; risk of contaminating other reports |
| Choose an item. |
| SEA-007 |
| Must Have |
| Maintain a seatime letter tracking log per employee: request date, letter sent date, mailing date, drug statement eligibility, prior letter end date, and any notes or errors. |
| Seatime Letters |
| Maintained in Excel; 532 entries; no system support |
| Choose an item. |
| SEA-008 |
| Could Have |
| Import or reconcile historical seatime data from pre-2010 service periods stored in legacy spreadsheets and archived records. |
| Seatime Letters |
| Pre-2010 data unreliable in Atlas; kept in separate spreadsheets |
| Choose an item. |
| SEA-009 |
| Must Have |
| Allow the seatime clerk to review and manually update a generated letter draft before finalization: add narrative notes, correct date ranges, adjust department subtotals, and override drug test statement eligibility when supporting documentation warrants an exception. |
| Seatime Letters |
| Atlas generates a draft but the clerk must export to Word and manually correct errors for virtually every letter. No in-system editing capability exists; the export-edit-reimport cycle introduces transcription risk. |
| Choose an item. |
| SEA-010 |
| Must Have |
| Export finalized seatime letters to PDF and support application of a digital signature by the authorized signatory. Deliver the signed letter to the requesting mariner via system and email. Maintain a delivery confirmation log with timestamp. |
| Seatime Letters |
| Atlas output must be pasted into a Word template, printed, wet-signed, scanned to PDF, and manually emailed. No digital signature support, no direct system delivery, and no delivery confirmation log. |
| Choose an item. |
9. Communication and Audit Logging Dispatch operations generate high volumes of phone calls, emails, and notifications. There is no system record of who was called, when, or what was communicated, creating significant union grievance risk. AMHS has also experienced inconsistent union notification for required personnel transactions.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| COM-001 |
| Must Have |
| Provide built-in call/contact logging that captures: employee contacted, date/time, method (phone/email/text), number of contact attempts, result (reached/voicemail/no answer), and dispatcher notes. |
| Union Needs |
| No call logging capability in Atlas; entirely paper-based or institutional memory |
| Choose an item. |
| COM-002 |
| Must Have |
| Generate automatic notifications to union representatives when employee personnel transactions occur (new appointments, separations, status changes) per contract requirements. |
| Union Needs |
| Notifications currently not sent consistently; contractual compliance risk |
| Choose an item. |
| COM-003 |
| Must Have |
| Maintain a complete, tamper-evident audit log of all system actions: who made a change, what was changed, when, and what the prior value was. This log must not be editable by any user. |
| IT Standards, Vessel Crew Docs |
| Atlas does not maintain an accessible audit log |
| Choose an item. |
| COM-004 |
| Must Have |
| Support broadcast notification to groups of employees (e.g., all IBU deck employees with Valdez change port) via email and/or SMS for vacancy announcements or urgent operational communications. |
| Union Needs, All Dispatch |
| All employee notifications sent via manual email or phone calls |
| Choose an item. |
| COM-005 |
| Must Have |
| Log all dispatch assignment decisions with the reason, alternatives considered, and seniority order in which employees were contacted, to support union grievance defense. |
| Union Needs |
| No decision logging; dispatchers rely on memory and informal notes |
| Choose an item. |
| COM-006 |
| Could Have |
| Provide an in-system message or communication board visible to authorized staff and crew members for operational announcements. |
| Training |
| No internal communications capability in Atlas |
| Choose an item. |
10. Reporting and Analytics Atlas can generate reports but they require precise parameter entry and are not easily customizable. Credential compliance reports require CSV export and manual Excel manipulation. Most functional areas maintain supplementary Excel reports because Atlas output is insufficient.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| RPT-001 |
| Must Have |
| Generate real-time crew list reports by vessel, date range, and bargaining unit, showing posted vs. actual assignments. |
| All Dispatch, Passenger Services |
| Atlas crew list lags 2-4 weeks behind reality; actual list comes from vessel spreadsheet |
| Choose an item. |
| RPT-002 |
| Must Have |
| Generate monthly credential compliance reports for all active employees showing: MMC, TWIC, medical certificate, food worker card, alcohol management, TAPS, and HAZMAT status with expiration dates, exportable to Excel. Automatically distribute reports via email to relevant vessel supervisors and to individual employees whose credentials are expiring within the alert threshold. |
| Vessel Crew Docs |
| Atlas generates CSV; manual color-coding in Excel required; distribution is fully manual |
| Choose an item. |
| RPT-003 |
| Must Have |
| Support ad-hoc employee search and filter by any combination of: name, EID, bargaining unit, position, change port, vessel, active status, and credential status. |
| All Functional Areas |
| Atlas reports require knowing exact parameters; limited flexibility |
| Choose an item. |
| RPT-004 |
| Must Have |
| Generate seniority reports by bargaining unit and position type, updated in real-time, suitable for required posting. |
| IBU Dispatch |
| Atlas generates these but slow; must print and annotate manually |
| Choose an item. |
| RPT-005 |
| Must Have |
| Provide training completion reports showing which employees have completed which courses, with dates and expiration, filterable by bargaining unit, vessel, change port, and date range. |
| Training |
| Training reports require Marinals lookup; Atlas data lags and is incomplete |
| Choose an item. |
| RPT-006 |
| Must Have |
| Generate vessel manning reports showing current and upcoming crew assignments against COI minimums and pilotage requirements, with gaps highlighted. |
| MMP Dispatch, MEBA Dispatch |
| No automated manning gap report; tracked manually on paper scroll |
| Choose an item. |
| RPT-007 |
| Could Have |
| Provide operational dashboards showing key metrics: open vacancies by vessel/union, upcoming credential expirations, training compliance rates, and timesheet receipt status. |
| Payroll, Training, All Dispatch |
| No dashboards in Atlas; metrics assembled manually from multiple sources |
| Choose an item. |
11. System Integration The DMS does not operate in isolation. It must exchange data with IRIS (state payroll), Marinals (training LMS), NeoGov (HR/onboarding), and potentially CTM (travel). The IRIS interface is XML/FTP based.
| Req ID |
| Priority |
| Requirement |
| Source |
| Current Gap (Atlas) |
| Vendor Response |
| Vendor Narrative/Notes |
| INT-001 |
| Must Have |
| Receive employee master data (new hires, status changes, separations) from IRIS via defined sync process (XML/FTP or successor interface) with a maximum 24-hour lag. |
| IT Standards |
| Current IRIS-Atlas sync has 2-4 week lag for new hire data |
| Choose an item. |
| INT-002 |
| Must Have |
| Transmit timesheet data to IRIS in a compatible format to reduce manual keystrokes by payroll technicians. Integration design must account for IRIS XML/FTP interface constraints as defined in the DOA Interface Specification document: https://doa.alaska.gov/dof/iris/resource/INT_ISD_TADI_XML.pdf. Any successor interface specification published by DOA shall supersede this reference. |
| Payroll, IT Standards |
| No outbound timesheet integration; 100% manual IRIS entry |
| Choose an item. |
| INT-003 |
| Must Have |
| Receive training completion data from Marinals LMS with maximum 24-hour sync frequency to ensure dispatcher qualification checks reflect current status. |
| Training |
| Current Marinals-Atlas sync: 2-4 week lag |
| Choose an item. |
| INT-004 |
| Must Have |
| Accept new hire data from NeoGov (or successor onboarding system) via API or file transfer, eliminating manual re-entry by dispatch admin. |
| Passenger Services |
| No integration; new hire data manually entered to both Atlas and IRIS |
| Choose an item. |
| INT-005 |
| Must Have |
| Provide a well-documented REST API for state IT use, enabling future integration with other DOT systems, data warehouses, and reporting tools with appropriate authentication and role-based access control. |
| IT Standards |
| Atlas has limited documented API; integrations are XML/FTP based |
| Choose an item. |
| INT-006 |
| Must Have |
| Vendor must implement error handling, retry logic, and failure notification for all integration points. Integration failures must generate alerts to designated DOT&PF personnel. No data may be silently lost due to an integration failure. |
| IT Standards |
Choose an item.
| INT-007 |
| Must Have |
| For each data element shared between the DMS and an external system (IRIS, Marinals, NeoGov, CTM), the integration design must define which system is authoritative (system of record) for that element. Conflict resolution rules must be documented for any bidirectional sync. |
| IT Standards |
Choose an item.
| INT-008 |
| Must Have |
| Vendor must support both legacy integration patterns (XML/FTP for IRIS) and modern integration patterns (REST API, webhooks/event notifications) to accommodate future modernization of state enterprise systems. |
| IT Standards |
| Only XML/FTP specified; no path for modernization |
| Choose an item. |
| INT-009 |
| Must Have |
| Vendor must provide an integration health monitoring dashboard accessible to DOT&PF IT, showing sync status, last successful sync timestamp, error counts, and data reconciliation metrics for each integration point. |
| IT Standards |
Cho…
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