Amendment #1 RFP #2527H098 ATLAS Replacement Project -Federally Funded.pdf

RFP 2527H098 ATLAS Replacement Project - Federally Funded Amendment #1

STATE OF ALASKA ITB NUMBER 2527H098

AMENDMENT NUMBER ONE (1)

AMENDMENT ISSUING OFFICE:

THIS IS NOT AN ORDER DATE AMENDMENT ISSUED: September 10, 2026

DUE DATE: October 2, 2026 at 2:00 PM. (Alaska Time)

This is a mandatory return Amendment. Your bid may be considered non-responsive if this signed amendment is not received [in addition to your bid] by the date and time bids are due.

Vendor Signature: ____________________________ Date: ___________

Printed Name: _____________________________

Offerors Name: _____________________________

The purpose of this Amendment #1 is to:

Provide answers to questions received Modify Sections of the RFP Modify Attachments of the RFP Provide Federal Transit Administration (FTA) provisions and required forms

Questions and Answers

Question #1:

For purposes of Section 1.04, may the minimum prior-experience requirements be satisfied through the combined corporate experience of the prime offeror and named subcontractors or joint-venture members, and must each of the two cited implementations independently demonstrate every experience element listed in that section?

Answer #1 Please see RFP Section 3.09 Subcontractors and Section 3.10 Joint Ventures.

Question #2:

Please provide the available ATLAS data model, database or export formats, approximate record and attachment volumes, and the parties responsible for extraction, cleansing, deduplication, and remediation. Please also clarify whether pre-2019 seatime records embedded in current employee histories are within the required migration scope.

RFP TITLE: ATLAS Replacement Project -Federally Funded

Department of Transportation & Public Facilities Statewide Contracting & Procurement

P.O. Box 112500 (3132 Channel Drive, Room 350)

Juneau, Alaska 99811-2500

Answer #2 Through this Amendment #1, the State is providing an answer to the first part of this question. The State is collecting the information required to answer the second part and will issue an additional amendment to provide that answer.

Historical seatime data in Atlas is unreliable or absent for long-tenure mariners, particularly for service predating when seatime letter generation became automated. We maintain separate legacy spreadsheets for this older historical data and manually patch it into letters when those mariners request them Seatime automation began around 2010, and his legacy data goes back to the early 2000s and even earlier.

Question #3:

Will DOT&PF provide interface specifications, nonproduction environments, test credentials, and technical subject-matter experts for IRIS, Marinals, Applicant Stack, the State identity provider, and CTM? Please identify which integrations are mandatory for initial production acceptance and any third-party fees the contractor must include.

Answer #3 Yes, the State will provide all required information for all integrations to the awarded contractor. Integrations are not required for initial production acceptance if bulk import of information can occur prior to initial production acceptance.

See RFP Submittal Form G – Cost Proposal:

Offerors shall include in the cost proposed all costs associated with completing all tasks and deliverables described in the Scope of Work and Deliverables section of the RFP, including but not limited to labor, administration, overhead, materials, and profit.

Question #4 Must every requirement marked “Must Have” in Submittal Form H be operational at initial go-live, and how will requirements marked “Could Have” affect technical scoring and final acceptance? Please also identify whether phased activation of otherwise compliant capabilities is permissible.

Answer #4 All 'Must Have' requirements need to be implemented by initial go-live. A phased approach is acceptable, we can use the new system for testing and training throughout the various releases, but full cutover from the current ATLAS system won't occur until all 'Must Have' requirements have been met. Though not anticipated, at the State’s discretions, any change to this requirement may be negotiated between the State and the contractor and the requirement may be deferred to a later enhancement.

Question #5 Does the reference to HIPAA requirements mean the selected contractor will receive regulated PHI and be required to execute a Business Associate Agreement? Please identify the State data classification and any security assessment, penetration-test evidence, or Alaska OIT approval artifacts required beyond the current SOC 2 Type II report or FedRAMP authorization.

Answer #5 The State has removed this requirement and will store this information in a secure location outside of the system.

End of Questions and Answers

Modifications

Modification #1 The Title of RFP #2527H098 ATLAS Replacement Project is updated to ATLAS Replacement Project-Federally Funded

Modification #2 Adds new RFP Subsection 1.14 Federal Contract Provisions to RFP Section 1 Introduction & Instructions

SEC 1.14 Federal Contract Provisions

Required Contract Provisions for Federal-Aid Contracts, Form Federal Aid Provisions U.S. Federal Transit Administration (FTA) pages 1 through 21 is attached to this document. This contract incorporates the provisions by reference, with the same force and effect as if they were given in full text. The Contractor must identify all known federal requirements that apply to the proposal, the evaluation, or the contract.

CONTRACT FUNDING:

The funding of the resultant contract will be provided by the U.S. Federal Transit Administration (FTA). Federal funds are identified and appropriated for the first term of the contract. Payment and performance obligations for additional terms of the contract are subject to the availability and appropriation of funds.

STATEMENT OF FINANCIAL ASSISTANCE:

Statement of Financial Assistance: This Procurement is subject in part to financial assistance grants agreement between the State of Alaska and both the U.S. Department of Transportation and the U.S. Federal Transit Administration (FTA).

Sec. 36.30.890. Federal Assistance If a procurement involves the expenditure of federal funds or federal assistance and there is a conflict between a provision of this chapter or a regulation adopted under a provision of this chapter and a federal statute, regulation, policy, or requirement, the federal statute, regulation, policy, or requirement shall prevail.

2 AAC 12.730. Federal Assistance If a procurement involves the expenditure or federal funds or requires federal assistance and there is a conflict between a provision of this chapter and federal statute, regulation, policy, or requirement, the procurement officer shall comply with the federal statute, regulation, policy, or requirement. Authority: AS

36.30.040; AS 36.30.890

Modification #3 RFP Section 1.02 Budget is removed in its entirety and replaced with the following language.

SEC 1.02 Budget The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS), estimates a budget of between $1,200,000.00 and $1,500,000.00 dollars for completion of this project. The Grand Total Evaluated Proposed Cost in Submittal Form G may not exceed $1,500,000.00 Proposals priced at more than $1,500,000.00 will be considered non-responsive and rejected.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

Modification #4 RFP Section 1.03 Deadline For Receipt Of Proposals is removed in its entirety and replaced with the following language.

SEC 1.03 Deadline For Receipt Of Proposals Proposals must be received no later than 2:00 PM prevailing Alaska Time on October 2, 2026 as indicated by postmark or email timestamp and late proposals will not be considered.

Modification #5 RFP Section 1.07 Return Instructions is removed in its entirety and replaced with the following language.

SEC 1.07 Return Instructions Offerors may submit proposals either by hard copy or electronically by email. Offerors submitting electronically are not required to submit a hard copy. Offerors must submit one hard copy or electronic copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Alaska Marine Highway System (AMHS)

Attention: Chris Hunt Request for Proposal (RFP) Number: 2527H098

RFP Title: ATLAS Replacement Project -Federally Funded

If using U.S. mail, please use the following address:

PO Box 112500

3132 Channel Drive, Room 350 Juneau, Alaska 99811-2500

If using a delivery service, please use the following address:

Attention: Chris Hunt 3132 Channel Drive, Room 350

Juneau, Alaska 99801

An offeror’s failure to submit its proposal prior to the deadline will cause the proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation.

Please take into consideration that due to weather, scheduling, and location there is no overnight delivery service to Juneau, Alaska.

Electronic Proposal Submission:

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to dotstatewideprocurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 15mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 15 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

mailto:dotstatewideprocurement@alaska.gov

It is the offeror’s responsibility to contact the issuing agency at (907) 465-8447 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

Faxed or oral proposals will not be accepted.

Modification #6 RFP Section 1.11 RFP Schedule is removed in its entirety and replaced with the following language.

SEC 1.11 RFP Schedule RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

ACTIVITY TIME DATE

Issue Date / RFP Released August 21, 2026 Deadline for Receipt of Proposals / Proposal Due Date 2:00 PM October 2, 2026 Proposal Evaluations Complete October 9, 2026 Notice of Intent to Award October 9, 2026 Contract Issued October 20, 2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Department of Transportation & Public Facilities (DOT&PF), or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

Modification #7 RFP Section 3.17 INDEMNIFICATION is removed in its entirety and replaced with the following language.

SEC. 3.17 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the State of Alaska from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the State of Alaska for a claim for, or liability for, the independent negligence of the State of Alaska. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the State of Alaska, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “State of Alaska”, as used within this and the following article, include the employees, agents, and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the State of Alaska’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

Modification #8 RFP Section 3.18 INSURANCE REQUIREMENTS is removed in its entirety and replaced with the following language.

SEC. 3.18 INSURANCE REQUIREMENTS

Without limiting the contractor’s indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor’s policy contains higher limits, the State of Alaska shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

If the insurer does not notify the State of Alaska on policy cancellation it shall be the contractor’s responsibility to notify the State of Alaska of such cancellation.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and may be grounds for termination of the contract. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21. All policies for general liability shall be primary and non-contributing with any insurance that may be carried by the State of Alaska.

The contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and contractor shall ensure that the State is an additional insured on insurance required from subcontractors.

Policies written on a “claims-made” basis must have a two-year tail of coverage, or an unbroken continuation of coverage for two years from the completion of the contract requirements.

2.1 Workers’ Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and Employers Liability with limits of at least $1,000,000. Also, where applicable, the contractor shall provide and maintain any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State of Alaska.

2.2 Commercial General Liability Insurance including:

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations

$1,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence

$ 5,000 Medical Payments

The policy must name the State of Alaska as an “additional insured” and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance

2.3 Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $1,000,000 combined single limit per claim, to include: owned, hired, and non-owned. The policy must name the State of Alaska as an “additional insured’ and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance.

2.4 Cyber/Privacy Liability Insurance with limits not less than $10,000,000. The Cyber Coverage shall include, but not be limited to, first-party coverage (data restoration, business interruption, forensic investigation, and crisis management), third-party coverage (regulatory fines, legal defense costs, and media liability), cyber extortion/ransomware (ransom payments and negotiation services), data theft, and privacy and notification (HIPAA violations, breach notification expenses, credit monitoring, and compliance with state and federal laws). Contractor shall maintain continuous coverage for the duration of the agreement and for 2 years following termination.

2.5 Professional Liability Insurance: covering all errors, omissions or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,00.00 $300,000.00 per Claim / Annual Aggregate

$100,000.00 to $499,999.00 $500,000.00 per Claim / Annual Aggregate

$500,000.00 to $999,999.00 $1,000,000.00 per Claim / Annual Aggregate

$1,000,000.00 and over $10,000,000.00

Limits Per Risk Management 8/26/2026 CDH.

Modification #9 RFP Section 4.09 COST PROPOSAL (Submittal Form G) is removed in its entirety and replaced with the following language.

SEC 4.09 COST PROPOSAL (Submittal Form G)

Offerors must complete and submit this Submittal Form. Proposed costs must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, and profit. The costs identified on the cost proposal are the total amount of costs to be paid by the state. No additional charges shall be allowed.

If needed, any additional pages needed to identify each proposed employee for the Transition Assistance Personnel List & Fixed Rates will not count against the total allowable page count.

Submission forms shall not exceed the page limit (as described in Section 4.02).

Modification #10 RFP Section 5.02 EVALUATION CRITERIA is removed in its entirety and replaced with the following language.

SEC 5.02 EVALUATION CRITERIA

Proposals will be evaluated based on their overall value to state, considering both cost and non-cost factors as described below. Note: An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Overall Criteria Weight Responsiveness Pass/Fail

Qualifications Criteria Weight Experience and Qualifications (Submittal Form B) 50 Understanding of the Project (Submittal Form C) 50 Methodology Used for the Project (Submittal Form D) 100 Management Plan for the Project (Submittal Form E) 90 System Requirements (Submittal Form H) 310

Total 600

Cost Criteria Weight Cost Proposal (Submittal Form G) 400 Total 400

Modification #11 RFP Section 4.08 System Requirements is removed in its entirety and replaced with the following language.

SEC 4.08 System Requirements

This portion of the offeror’s proposal will be evaluated against the following question:

1) Are the requirements completely addressed in Submittal Form H with sufficient details?

2) Responses provided in Submittal Form H will be evaluated and scored as follows for each requirement:

Must Haves Point Scale 2 points = included as part of solution 1 point = requires solution modification 0 points = not included in solution

Could Haves Point Scale 1 point = included as part of solution

0.5 points = requires solution modification 0 points = not included in solution

Modification #12 RFP Section 4.10 ALASKA OFFEROR PREFERENCE is removed in its entirety.

Modification #13 RFP Section 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSE is removed in its entirety and replaced with the following language.

SEC 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSE

Prior to the award of a contract, an offeror must hold a valid Alaska business license. Offerors should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing, PO Box 110806, Juneau, Alaska 99811-0806 for information on these licenses. Acceptable evidence that the offeror possesses a valid Alaska business license may consist of any one of the following:

• copy of an Alaska business license;

• certification on the proposal that the offeror has a valid Alaska business license and has included the license number in the proposal;

• a canceled check for the Alaska business license fee;

• a copy of the Alaska business license application with a receipt stamp from the state's occupational licensing office; or

• a sworn and notarized statement that the offeror has applied and paid for the Alaska business license.

You are not required to hold a valid Alaska business license at the time proposals are opened if you possess one of the following licenses and are offering services or supplies under that specific line of business:

• fisheries business licenses issued by Alaska Department of Revenue or Alaska Department of Fish and Game,

• liquor licenses issued by Alaska Department of Revenue for alcohol sales only,

• insurance licenses issued by Alaska Department of Commerce, Community and Economic Development, Division of Insurance, or

• Mining licenses issued by Alaska Department of Revenue.

Prior the deadline for receipt of proposals, all offerors must hold any other necessary applicable professional licenses required by Alaska Statute.

Modification #14 RFP Section 5.11 APPLICATION OF PREFERENCES is removed in its entirety.

Modification #15 RFP Section 5.12 ALASKA BIDDERS PREFERENCES is removed in its entirety.

Modification #16 RFP Section 5.13 ALASKA VETERAN PREFERENCES is removed in its entirety.

Modification #17 RFP Section 5.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCES is removed in its entirety.

Modification #18 RFP Section 7 Attachments is removed in its entirety and replaced with the following language.

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

Attachments:

1) Proposal Evaluation Form

Note: Attachments 2-9, Submittal Forms A-H are also provided electronically with the RFP posting.

2) Submittal Form A. Offeror Information (Completed and submitted with proposal)

3) Submittal Form B. Experience and Qualifications (Completed and submitted with proposal)

4) Submittal Form C. Understanding of the Project (Completed and submitted with proposal)

5) Submittal Form D. Methodology Used for the Project (Completed and submitted with proposal)

6) Submittal Form E. Management Plan for the Project (Completed and submitted with proposal)

7) Submittal Form F. Subcontractors (Completed and submitted with proposal)

8) Submittal Form G. Cost Proposal (Completed and submitted with proposal)

9) Submittal Form H. System Requirements (Completed and submitted with proposal)

10) Standard Contract Form & Appendix A

11) Appendix B2 Indemnity and Insurance

12) Notice of Intent to Award (NOIA)

13) Demonstration of Required Minimum Prior Experience Form

14) AMHS Dispatch Management System (DMS) Concept of Operations (ConOps)

15) Federal Transit Administration (FTA) Provisions (Form 25D-55T)

16) State of Alaska Department of Transportation and Public Facilities, FTA Certification Regarding Lobbying for Rolling Stock (Completed and submitted with proposal)

17) State of Alaska Department of Transportation and Public Facilities, CERTIFICATION OF OFFERER/BIDDER REGARDING TAX DELINQUENCY AND FELONY CONVICTIONS (Form 25D-159) (Completed and submitted with proposal)

18) State of Alaska Department of Transportation and Public Facilities, CERTIFICATE OF BUY AMERICA COMPLIANCE AND CERTIFICATE OF NON-COMPLIANCE FOR ROLLING STOCK (Form 25D-151) (Completed and submitted with proposal)

Modification #19 RFP ATTACHMENT #1 PROPOSAL EVALUATION FORM is removed in its entirety and replaced with the ATTACHMENT #1 PROPOSAL EVALUATION FORM included with this Amendment #1.

Modification #20 RFP ATTACHMENT #2 SUBMITTAL FORM A-Offeror Information and Certification is removed in its entirety and replaced with the ATTACHMENT #2 SUBMITTAL FORM A-Offeror Information included with this Amendment #1.

Modification #21 RFP ATTACHMENT #11 Appendix B2 Indemnity and Insurance is removed in its entirety and replaced with the ATTACHMENT #11 Appendix B3 Indemnity and Insurance included with this Amendment #1.

Modification #22 RFP ATTACHMENT #9 Submittal Form H. System Requirements is removed in its entirety and replaced with the ATTACHMENT #9 Submittal Form H. System Requirements included with this Amendment #1.

Modification #23

19) RFP ATTACHMENT #14 AMHS Dispatch Management System (DMS) Concept of Operations (ConOps) is removed in its entirety and replaced with the ATTACHMENT #14 AMHS Dispatch Management System (DMS) Concept of Operations (ConOps) included with this Amendment #1.

End of Modifications

See Modified and Additionally Included Forms and Attachments included below.

Signature: _____________________________ Date: _______________

Name: Chris Hunt Title: Procurement Specialist 5

9/10/2026

Modification #17 Modified Form

ATTACHMENT #1 PROPOSAL EVALUATION FORM

All proposals will be reviewed for responsiveness and then evaluated using the criteria set out herein.

Offeror Name:

Evaluator Name:

Date of Review:

RFP Number: 2527H098

EVALUATION CRITERIA AND SCORING

THE TOTAL NUMBER OF POINTS USED TO SCORE THIS PROPOSAL IS 1000

5.04 Experience and Qualifications—50 Points

Proposals will be evaluated against the questions set out below:

1) Questions regarding the personnel:

a) Do the individuals assigned to the project have experience on similar projects?

NOTES:________________________________________________________________________________

b) Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires?

NOTES:________________________________________________________________________________

c) How extensive is the applicable education and experience of the personnel designated to work on the project?

NOTES:________________________________________________________________________________

2) Questions regarding the firm

a) How well has the firm demonstrated experience in completing similar projects on time and within budget?

NOTES:________________________________________________________________________________

b) How successful is the general history of the firm regarding timely and successful completion of projects?

NOTES:________________________________________________________________________________

c) Has the firm provided letters of reference from previous clients?

NOTES:________________________________________________________________________________

d) If a subcontractor will perform work on the contract, how well do they measure up to the evaluation used for the offeror?

NOTES:________________________________________________________________________________

EVALUATOR'S POINT TOTAL FOR EVALUATED SECTION 5.04: _________________

5.05 Understanding of the Project—50 Points

Proposals will be evaluated against the questions set out below.

1) How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

NOTES:________________________________________________________________________________

2) How well has the offeror identified pertinent issues and potential problems related to the project?

NOTES:________________________________________________________________________________

3) To what degree has the offeror demonstrated an understanding of the deliverables the state expects it to provide?

4) Has the offeror demonstrated an understanding of the state's time schedule and can meet it?

NOTES:________________________________________________________________________________

EVALUATOR'S POINT TOTAL FOR EVALUATED SECTION 5.05: _________________

5.06 Methodology Uses for the Project—100 Points

Proposals will be evaluated against the questions set out below:

1) How comprehensive is the methodology and does it depict a logical approach to fulfilling the requirements of the RFP?

NOTES:________________________________________________________________________________

2) How well does the methodology match and achieve the objectives set out in the RFP?

NOTES:________________________________________________________________________________

3) Does the methodology interface with the time schedule in the RFP?

NOTES:________________________________________________________________________________

EVALUATOR'S POINT TOTAL FOR EVALUATED SECTION 5.06: _________________

5.07 Management Plan for the Project—90 Points

Proposals will be evaluated against the questions set out below:

1) How well does the management plan support all of the project requirements and logically lead to the deliverables required in the RFP?

NOTES:________________________________________________________________________________

2) How well is accountability completely and clearly defined?

NOTES:________________________________________________________________________________

3) Is the organization of the project team clear?

NOTES:________________________________________________________________________________

4) How well does the management plan illustrate the lines of authority and communication?

NOTES:________________________________________________________________________________

5) To what extent does the offeror already have the hardware, software, equipment, and licenses necessary to perform the contract?

NOTES:________________________________________________________________________________

6) Does it appear that the offeror can meet the schedule set out in the RFP?

NOTES:________________________________________________________________________________

7) Has the offeror gone beyond the minimum tasks necessary to meet the objectives of the RFP?

NOTES:________________________________________________________________________________

8) To what degree is the proposal practical and feasible?

9) To what extent has the offeror identified potential problems?

NOTES:________________________________________________________________________________

EVALUATOR'S POINT TOTAL FOR EVALUATED SECTION 5.07: _________________

5.08 System Requirements—310 Points

Proposals will be evaluated against the question and criteria set out below:

1) Are the requirements completely addressed in Submittal Form H with sufficient details?

NOTES:________________________________________________________________________________

2) Responses provided in Submittal Form H will be evaluated and scored as follows for each requirement:

Must Haves Point Scale 2 points = included as part of solution 1 point = requires solution modification 0 points = not included in solution

Could Haves Point Scale 1 point = included as part of solution

0.5 points = requires solution modification 0 points = not included in solution

EVALUATOR'S POINT TOTAL FOR EVALUATED SECTION 5.08: _________________

5.09 Contract Cost — 400 Points

Overall, a minimum of 40 percent of the total evaluation points will be assigned to cost.

Converting Cost to Points The lowest cost proposal will receive the maximum number of points allocated to cost. The point allocations for cost on the other proposals will be determined through the method set out in SECTION 5.09.

Modification #18 Modified Form SUBMITTAL FORM A – Offeror Information

Revised March 13, 2024

PROJECT INFORMATION

RFP NUMBER: 2527H098

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

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).

Number Initials & Date Number Initials & Date Number Initials & Date

CERTIFICATIONS

No Criteria Response*

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

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

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

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

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

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).

Section Clarification

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

Modification #19 Modified Form

ATTACHMENT #11 APPENDIX B3 - INDEMNITY AND INSURANCE

Article 1. Indemnification

The contractor shall indemnify, hold harmless, and defend the State of Alaska from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the State of Alaska for a claim for, or liability for, the independent negligence of the State of Alaska. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the State of Alaska, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “State of Alaska”, as used within this and the following article, include the employees, agents, and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the State of Alaska’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

Article 2. Insurance Without limiting the contractor’s indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor’s policy contains higher limits, the State of Alaska shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. If the insurer does not notify the State of Alaska on policy cancellation it shall be the contractor’s responsibility to notify the State of Alaska of such cancellation.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and may be grounds for termination of the contract. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21. All policies for general liability shall be primary and non-contributing with any insurance that may be carried by the State of Alaska.

The contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and contractor shall ensure that the State is an additional insured on insurance required from subcontractors.

Policies written on a “claims-made” basis must have a two-year tail of coverage, or an unbroken continuation of coverage for two years from the completion of the contract requirements.

2.1 Workers’ Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and Employers Liability with limits of at least $1,000,000. Also, where applicable, the contractor shall provide and maintain any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State of Alaska.

2.2 Commercial General Liability Insurance including:

$2,000,000 General Aggregate

$2,000,000 Products/Completed Operations $1,000,000 Personal & Advertising Injury

$1,000,000 Each Occurrence

$ 5,000 Medical Payments

The policy must name the State of Alaska as an “additional insured” and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance

2.3 Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $1,000,000 combined single limit per claim, to include: owned, hired, and non-owned. The policy must name the State of Alaska as an “additional insured’ and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance.

2.4 Cyber/Privacy Liability Insurance with limits not less than $10,000,000. The Cyber Coverage shall include, but not be limited to, first-party coverage (data restoration, business interruption, forensic investigation, and crisis management), third-party coverage (regulatory fines, legal defense costs, and media liability), cyber extortion/ransomware (ransom payments and negotiation services), data theft, and privacy and notification (HIPAA violations, breach notification expenses, credit monitoring, and compliance with state and federal laws). Contractor shall maintain continuous coverage for the duration of the agreement and for 2 years following termination.

2.5 Professional Liability Insurance: covering all errors, omissions or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,00.00 $300,000.00 per Claim / Annual Aggregate

$100,000.00 to $499,999.00 $500,000.00 per Claim / Annual Aggregate

$500,000.00 to $999,999.00 $1,000,000.00 per Claim / Annual Aggregate

$1,000,000.00 and over $10,000,000.00

Limits Per Risk Management 8/26/2026 CDH.

Modification #20 Modified Form

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:

• Must Have: A critical requirement; absence significantly reduces system value.

• 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

8 Seatime Letters 9 1 10

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

# Category Must Have Could Have Total

16 Availability & Disaster Recovery 7 0 7

TOTAL 146 18 164

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-

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-

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-

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-

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-

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-

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-

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.

SEN-

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-

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-

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-

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-

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-

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-

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

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.

SCH-

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-

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-

Must Have

Support filtering of available, qualified employees by change port, vessel, position/qualification, bargaining unit, and availability status (not on vacation,…