Att_1_Exhibit_A_-_Fleet_Tracking_System_(FTS)_-_SOW.docx

BU 3600, RFQ 0000030611

Attachment 1 – Exhibit A

EXHIBIT A - STATEMENT OF WORK

Fleet Tracking System

California Department of Fish and Wildlife (CDFW) Data and Technology Division (DTD) is seeking to implement a new cloud-based fleet tracking system that will replace the existing Vehicle Tracking System (VTS). The selected software vendor (Contractor) of the new system will provide implementation services and on-going software licensing, subscription, and support for the new solution.

1. Background and Objectives The mission of the California Department of Fish and Wildlife (CDFW) is to manage California’s diverse fish, wildlife and plant resources, and the habitats upon which they depend, for their ecological values, and for their use and enjoyment by the public. To support its mission the department provides staff access to a fleet of approximately 3,500 assets; these assets range from passenger vehicles to trucks, tractors, and vessels.

The department’s Business Management Branch (BMB) is responsible for managing all the fleet assets from the time of acquisition all the way through the disposal of the asset. This includes but is not limited to onboarding new fleet assets, smoke, and smog checks, recalls, usage uploads, WEX fuel funding allocations per WEX card, issuance of driver WEX Personal Identification Numbers (PIN) and updating driver location information, and providing reports to oversight agencies.

VTS is the current system used by BMB for tracking fleet assets, as required by the Department of General Services (DGS). VTS was developed internally approximately 15 years ago, using Oracle WebLogic 11g which is out of support. The VTS application has an outdated user interface, it is not intuitive and does not support the current business processes; it does not use business and validation rules, therefore it allows for user errors and causes incomplete and inaccurate fleet data.

CDFW fleet cards are provided and managed by WEX. Every month, WEX transactions are uploaded into the VTS Oracle database, and the Accounting Services Branch (ASB) staff runs validation reports to ensure the correct financial codes are used. VTS was developed before the Financial Information System for California (FI$Cal) implementation at CDFW in 2017, and even though multiple system changes were made, financial codes continue to be manually entered in the system and the process is prone to errors (e.g., incorrect, or expired codes can be entered and used). As result of this, the ASB staff encounters multiple issues and inefficiencies while using the system for monthly financial reporting. Errors are corrected manually, which causes potentially late postings and department-wide cashflow problems. Also, VTS does not have a notification method to let the Regional Fleet Coordinators know when financial codes are expiring, this results in funds expiring without replacement codes being available.

Also, VTS does not provide a streamlined, efficient way of monitoring and tracking vessels and other fleet assets (e.g., heavy equipment). Equally important, VTS does not track the funding lifecycle of a fleet asset and does not allow ease of reporting and usability.

In summary, VTS has several internal issues that manifested over time due to an outdated architecture that cannot support the current business processes; these are further compounded by the system’s age and obsolete technology.

CDFW is seeking to replace the obsolete VTS with a new modern cloud-based fleet tracking system that will allow implementation of efficient and streamlined business processes to increase productivity and reduce operational costs. The new system will provide an intuitive, user-friendly interface, and will reduce the data entry burden for administrative staff and drivers. The system will also have enhanced and flexible reporting capabilities, including WEX reporting. Overall, the new system will provide CDFW with greater oversight and transparency regarding fleet utilization allowing for better decisions around fleet tracking.

The selected software vendor (Contractor) will perform the implementation of the new solution and will ensure the implementation team is comprised of members fulfilling the following roles required to accomplish the project deliverables: Project Manager, Solution Architect, Business Analyst, Database and Application Developer. The Contractor team will complete the implementation of the new system in close coordination with key stakeholders, subject matter experts and staff from the following organizations of the department: Data and Technology Division (DTD), Business Management Branch (BMB), Accounting Services Branch (ASB), Budget Branch (BB), FI$Cal Systems Support Services (FSSS).

2. Scope of Work and Key Requirements The purpose of this engagement is to obtain expert resources with the required knowledge, skills, and abilities necessary to perform the work described below:

· Implement an integrated commercial off the shelf (COTS) software as a service (SaaS) fleet tracking system that will replace the existing VTS

· The solution will be a cloud-based solution hosted by the software vendor

· The solution will fulfill the functional and non-functional requirements captured in the provided requirements document (Exhibit B)

· Integration testing for the identified solution

· Data migration and production deployment

· User training and go-live support for the identified solution

· Produce project related artifacts as required by the project deliverables

· Provide project management support for the duration of the project

· All work shall be completed in collaboration with CDFW staff Key Requirements:

· Functional

· Fleet Assets Onboarding

· Provide templates by asset type to enter new asset information (vehicle, vessel, diesel, on-road, off-road, aviation)

· Provide functionality to onboard undercover assets

· Generate fleet asset onboarding document based on the asset definition

· Fleet Assets Management

· Allow to update specific asset attributes (VIN, serial number, make, model, year, driver, location, etc.)

· Allow to upload relevant asset documents for a fleet asset

· Allow ability to track invoice details for fleet asset repairs and maintenance

· Allow ability to manage the asset transfer workflow for the asset lifecycle

· Allow ability to manage the asset disposal workflow

· Store the definition of the useful life of an asset and track the useful life of an asset

· Allow to capture justification for underutilization of a vehicle

· Ability to flag vehicles due for smog/smoke checks

· Ability to flag vehicles nearing end of useful life

· Provide functionality to enter and maintain telematics devices

· Ability to manually update usage for vehicles without telematics devices

· Fuel Card Management

· Ability to enter and update fleet cards

· Ability to enter and update fleet driver inclusive of WEX PIN, financial codes, Geotab telematics key fob, VHSP dates

· Ability to select only valid financial codes for fleet cards and driver PIN’s

· Ability to flag and send notifications for WEX cards and driver PIN’s with financial codes due to expire

· Fleet Assets Financial Reporting

· Create fuel transactions validation report capturing current month WEX transactions mapped to the corresponding financial codes (provision proper allocation for split-funded cards); the report will have separate tabs for each CDFW WEX account (regular, aviation, temp)

· Create monthly fuel transactions report inclusive of the fields required by the FI$Cal template; the report will have separate tabs for each CDFW WEX account (regular, aviation, temp)

· Fleet Assets Financial Funding

· Allow the management of the fleet asset funding lifecycle (asset purchase, transfers, and disposal)

· Allow tracking of funding for fleet assets repairs and maintenance

· Asset reports by financial codes

· Fleet Assets Reporting

· Generate monthly validations reports for invalid used fleet cards and invalid driver PIN’s

· Generate various fleet assets reports: asset funding history, assets by custodian, fleet usage, underutilized assets, telematics devices

· Generate compliance reports (smoke, smog, registration expiring/renewal, undercover, on-road)

· Data migration

· Migrate active financial codes for WEX fleet cards and driver PIN’s

· Migrate all WEX transaction data in VTS (WEX integration at CDFW dated July 1st, 2021)

· Migrate fleet assets data (all asset attributes from VTS including comments)

· Non-functional

· Active Directory integration

· Application program interface (API) will import monthly WEX card transactions

· Application program interface (API) will import vehicle usage data from Geotab

· Automated import of select FI$Cal financial codes

· Automated import of select fields from the CDFW custom Human Resources Management System (HRMS) system

· Automated export of select fleet asset attribute fields from the newly implemented fleet tracking system into CDFW asset database managed on the department Cherwell (Ivanti) platform

· DocuSign integration

· Audit trail of the database fields

· Validation capability for relevant fields

· Concurrent, role-based user access

· Intuitive and flexible query and report creation engine CDFW staff currently operate under a hybrid telework program. It is expected that the Contractor staff will work remotely for the duration of this Agreement. If Contractor staff chooses to work onsite, CDFW will provide the necessary resources. The on-site presence will be agreed between the Contractor and CDFW for the Contractor resources to effectively complete the contract deliverables.

3. Scope of Software as a Service (SaaS)

· Contractor will provide the SaaS licensing, support, and maintenance during the implementation.

· Contractor will provide options to procure SaaS annual support and maintenance to meet CDFW’s needs, after implementation completes.

· Contractor will provide SaaS annual database support and maintenance option to meet CDFW’s needs, after implementation completes (software upgrades, firmware/database management, data storage).

· Subscription fees will be assessed after implementation completes and will include the following standard service features:

· 24/5/365 access to support

· 24/7/365 access to critical support

· Daily database backups

· 24/7/365 cloud database access

· Periodic annual upgrades including standard integrations (Active Directory, WEX, Geotab)

· Test environment (database, web application) after implementation completes

· CDFW’s database will be hosted in an infrastructure environment located in the continental US.

4. Deliverables This is a deliverable based Contract. Payable deliverables are listed below, all tasks and work that goes into the production of each deliverable is included in the cost of the deliverable.

Description: After the initial project kick-off meeting and separate meetings with stakeholders, using documentation provided by CDFW, the contractor project manager will create the project management plan (scope, approach, roles, responsibilities, milestones, risks, communication). A detailed project schedule with specific milestones and schedule dates and resources assigned to the identified schedule tasks will be created.

Deliverables:

· Project Management Plan

· Detailed Work Breakdown Structure

· Project Management Schedule

Description: Provide project management support throughout the project, including contractor team activities management, schedule, risks, issues, communications Deliverables:

· Updated project schedule

· Updated risks/issues/decisions log

Description: Analyze CDFW requirements, work with CDFW team to present process improvement recommendations.

· Detailed solution requirements

· Expected user experience(s) and system outcome(s) Deliverables:

· Workshop(s) to review, discuss and analyze requirements

· Detailed requirements document

Description: The solution design document shall contain product features or functions that the solution will provide. Design document shall include a plain-language summary explaining how the system will function and will address the requirements.

Deliverables: Solution design document, approved by Business Management Branch, Accounting Services Branch, Budget Branch, FI$Cal Systems Support Services, Data and Technology Division

Description: The fleet tracking system shall allow for onboarding new assets and will provide distinct data entry templates by asset type (vehicle, vessel, aviation, diesel, on-road, off-road, etc.) to enter asset information into the system.

Deliverables:

· Asset onboarding template by asset type

· Undercover asset template

· Asset onboarding document

Description: The fleet tracking system shall allow for maintaining the fleet assets attributes based on the asset type and will allow uploading and storing fleet asset documents. The system will have the capability to track internal asset transfer workflow, asset useful life, smoke and smog checks, justification for underutilization, invoice details for repairs and maintenance, vehicle home storage permits, asset disposal, and other core fleet asset features as described in Exhibit D.

Deliverables:

· Ability to update fleet asset attributes

· Ability to manage the asset transfer workflow

· Ability to manage the asset disposal

· Ability to enter odometer readings for fleet assets not equipped with telematics devices

· Identify fleet assets due for smoke and smog checks

· Identify fleet assets nearing the end or beyond useful life

Description: The system shall allow for the management of the fleet asset funding lifecycle, from the procurement of the asset thru internal department transfers and all the way to the disposition of the fleet asset.

Deliverables:

· Maintain asset funding financial codes

· Track funding of asset repairs and maintenance

· Query assets by funding financial codes

· Historical report of funding changes for an asset by fund and change date

Description: The fleet tracking system shall allow for managing telematics devices (enter new devices into the system, track device status and availability for deployment).

Deliverables:

· Telematics device template

Description: The fleet tracking system shall allow for managing fleet cards and fleet drivers for the department. Department fleet cards could be defined as “split percentage”, meaning the fleet asset is shared by multiple division(s)/region(s) and branch(s) within the department, each defined by a unique set of financial codes (reporting structure, project, activity). Similarly, driver PIN’s could be “split funded”, meaning the department employee could be shared by multiple division(s)/region(s) and branch(s).

Deliverables:

· Ability to maintain fleet cards and driver PIN’s

· Flag fleet cards and driver PIN’s with financial codes due to expire

· Ability to send notifications to fleet coordinators about financial codes due to expire

Description: CDFW currently has three WEX accounts (regular, aviation, temp). The fleet tracking system shall generate a monthly WEX transactions validation report containing current month’s transactions (fuel card, driver, amount) mapped to the corresponding fleet card’s and driver PIN’s financial codes as defined in the fleet tracking system. For transactions associated with “split funded” fuel cards or driver PIN’s, the spent amount will be properly allocated to the respective financial codes. This report is used by the CDFW Accounting Systems Branch (ASB) staff to ensure valid financial codes are used for the fuel transactions.

Deliverables:

· Permission based fuel transactions validation report (Excel)

· Ability to run the report on demand by department WEX account

Description: Every month, the transaction validation report ensures all fuel transactions are properly allocated to the respective financial codes. Afterwards, the fleet tracking system shall generate the monthly fuel transaction report used to upload the fuel transactions to the FI$Cal system; the monthly fuel transaction report contains additional financial fields derived from the CDFW repositories of FI$Cal financial codes.

Deliverables:

· Permission based fuel transactions report (Excel)

· Ability to run the report on demand by department WEX account

Description: The fleet tracking system shall generate various fleet asset and fleet card reports using the existing system configuration; if needed, the system will be configured to allow the creation of such reports (see Deliverable 3). The system shall allow to download the fleet data based on custom criteria; the downloads will be further used for various control agency reporting needs.

Deliverables:

· Invalid fleet cards and driver PIN’s reports

· Undercover fleet asset report (DMV Form INV 175)

· Undercover fleet assets due for renewal

· Yearly smog/smoke test non-compliance report

· On-road diesel vehicles compliance report

· Monthly missing fleet usage report

· Periodic fleet usage and underutilized fleet assets report

· Telematics devices report

Description: Provide guidance and support to prepare for the upload of the legacy VTS data into the new system.

Deliverables:

· Assistance with the data migration activities

· Legacy data scanned and tested to ensure it does not conflict with the new data database structure

· Legacy data ready for conversion and upload to the new database

Description: Legacy VTS data will be converted using the vendor provided utility and uploaded to the fleet tracking system.

Deliverables:

· Legacy fleet data and associated master data uploaded to the new system database and available in the fleet tracking system

Description: Implement API to import monthly WEX card transactions into the fleet tracking system.

Deliverables:

· Interface between WEX and the fleet tracking system to import monthly WEX transactions

· Ability to configure the interface and schedule uploads

Description: Implement API to import into the fleet tracking system relevant data from Geotab for CDFW fleet assets equipped with a telematics device.

Deliverables:

· Interface between Geotab and the fleet tracking system to import relevant data captured in Geotab

· Ability to configure the interface and schedule uploads

Description: Implement Azure Active Directory integration to enable the single sign-on functionality.

Deliverables:

· Ability to utilize Azure Active Directory single sign-on functionality

Description: Implement DocuSign integration to allow workflow management for fleet assets.

Deliverables:

· Ability to route and approve fleet assets workflow.

Description: Implement interface between the fleet tracking system and the CDFW custom HRMS that allows to import specific information (employee details, active department locations and facilities, etc.). The interface can be modified to include additional fields in the future as needed.

Deliverables:

· Interface between HRMS and the fleet tracking system

· Ability to schedule import of HRMS data into the fleet tracking system

Description: Implement interface between the fleet tracking system and the department-maintained repositories to import specific FI$Cal codes. The interface can be modified to include additional fields in the future as needed.

Deliverables:

· Interface between the department data sources and the fleet tracking system

· Ability to schedule import of financial codes into the fleet tracking system

Description: CDFW manages the department IT hardware and non-IT equipment and fleet assets in an asset database hosted on the Cherwell (Ivanti) platform. Implement interface between the fleet tracking system and the CDFW Cherwell (Ivanti) platform that allows to export specific fleet asset information (new fleet assets, disposed fleet asset details, etc.) from the fleet tracking system to the CDFW Cherwell (Ivanti) platform. The interface can be modified to include additional fields in the future as needed.

Deliverables:

· Interface between the fleet tracking system and CDFW Cherwell (Ivanti) platform

· Ability to schedule export of fleet data from the fleet tracking system to Cherwell (Ivanti)

Description: Component Testing shall be completed by the contractor before Integration Testing starts to ensure each system component, including interfaces with other systems, work as designed.

Deliverables:

· Defect/issue tracking report

· Resolution or acceptance of all found issues

Description: Integration Testing shall be completed by the contractor prior to User Acceptance Testing to confirm that the all the parts of the new system work well together as a group.

Deliverables:

· Database populated with the imported VTS legacy data

· Resolution or acceptance of all found issues

· System ready for User Acceptance Testing

Description: User acceptance testing shall be completed by identified CDFW subject matter experts.

Deliverables:

· Resolution or acceptance of all found issues

· System ready for production deployment

Description: Contractor will provide remote training to critical roles (system administrators, fleet administrators) and train-the-trainer sessions Deliverables:

· Training sessions for system administrators, fleet administrators, train-the-trainer

· Training materials

Description: Contractor will work closely with CDFW staff to import the limited legacy VTS data created since the initial data import took place.

Deliverables:

· Production database contains all the data required for go-live

· Identified CDFW users with production access

Description: Any issues and defects identified right after the production deployment will be addressed, either with an immediate fix or a solution will be recommended by the contractor and agreed by the CDFW staff.

Deliverables: Resolution for all items on the production issue log.

Description: Contractor will transition support of the implemented solution to the on-going SaaS support model and team.

Deliverables: CDFW staff uses the support channels provided by the software vendor.

· Up to twelve (12) months as needed

· Term of twelve (12) months

· Term of twelve (12) months

· Term of twelve (12) months

· Term of twelve (12) months

5. Contractor Tasks and Responsibilities The proposed Contractor responsibilities include, but are not limited to the following:

· General Responsibilities

· Contractor will adhere to a well-defined and clearly communicated project plan that includes requirement analysis, implementation schedule and the delivery of training

· Contractor will configure solution to meet CDFW listed requirements

· Contractor will successfully deliver listed deliverables

· Contractor will provide training to CDFW staff

· Collaborate effectively with the CDFW project team, product owner, key stakeholders, DTD staff, and end users (where applicable) throughout the implementation

· Collaborate effectively with the DTD staff impacted by the deliverables (Application Development Unit, Server Unit, Network Unit)

· Adhere to processes and procedures as outlined in the Project Management Plan

· Communicate effectively, both verbally and in writing

· Project Manager Role Responsibilities

· Provide project oversight for the Contractor team

· Participate in weekly project status meetings (remote or in person, as appropriate)

· Proactively communicate any potential issues and diligently work towards mitigating risk

· Solution Architect Role Responsibilities

· Provide CDFW with subject matter expertise on industry standards and best practices related to the cloud-solutions

· Business Analyst Role Responsibilities

· Work closely with the CDFW project team to analyze requirements for the solution

· Translate business requirements into technical requirements for the developers

· Coordinate solution testing

· Train business users as needed

· Application and Database Developer Role Responsibilities

· Utilize software engineering best practices

· Configure solution and develop custom interfaces per the requirements

· Manage and fix defects

· Diagnose and fix production issues

6. CDFW Responsibilities

The CDFW Contract Manager shall be the point of contact to whom all Contractor communications may be addressed, and who has the authority to act on all aspects of the services. CDFW shall provide a project manager for the duration of the implementation. CDFW shall provide access to workspace, documentation, and staff, as required, to complete the tasks and activities defined under the Agreement. CDFW shall provide the required information, data, documentation, and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance as is specifically set forth in the Statement of Work.

· CDFW shall be responsible for oversight of development and control support activities, ensuring compliance with the California Department of Technology (CDT) standards, stakeholder management, budgetary approvals, contract management, and procurement, as applicable.

· All applicable policies and procedures regarding access to, and use of, CDFW facilities; provide information as required by the Contractor to perform their responsibilities.

· CDFW shall review all Contractor work submitted to the CDFW for completeness, accuracy, and adherence to standards.

· CDFW shall ensure project team personnel is available for assistance as required by the Contractor.

· CDFW shall ensure subject matter experts (SME’s) are available and participate in the project activities as required.

· CDFW shall provide access to business and technical documents as necessary for the Contractor to complete the objectives and tasks identified in the Statement of Work.

· CDFW shall provide necessary resources if Contractor chooses to work on-site.

7. Unanticipated Tasks For the purpose of this procurement, the State shall allow an amount equal to 20% of the total contract/purchase order(PO), to be added to the contract / purchase order to allow for State required options/upgrades (components, equipment, licenses, true up, parts, etc. that provide additional functionality to the specification or scope of work), unanticipated tasks (well documented and unanticipated price increase of goods/services, freight/shipping/delivery or additional work that must be performed which was wholly unanticipated and is not specified in the specification, but which in the opinion of both parties is necessary), and unforeseen components or labor, etc. necessary to complete the requirements as indicated within the agreement. This is the maximum amount that will be available for State required and approved options/upgrades, components, additional work, etc. after Purchase Order award.

All Unanticipated Tasks must be defined and authorized by a Work Authorization Form (Attachment 4). The Contractor will submit a Work Order Authorization Form to the Department of Fish and Wildlife and after CDFW’s approval, can proceed with the approved changes, and will be paid from this reserved allowance.

Each Work Authorization Form shall consist of a detailed statement of the work to be performed, an estimated time schedule for the performance of the work, and the Contractor’s itemized and total one-time and on-going costs, or cost reductions, of the Work Authorization. Prior to commencing work, the Work Authorization Form must be signed by the Contractor’s designated representative and by the CDFW’s or designated representative. The approved Work Authorization will thereby be included in the contract. A Purchase Order Change or Amendment will not be needed.

The contractor is not entitled to any portion of the additional 20% unless the extra components, labor, tasks, etc. are documented and approved by the CDFW. A Purchase Order Change or Amendment will not be needed.

8. Work Authorizations All major tasks and objectives will be detailed using a Work Authorization (WA) form (Attachment 4). The Work Authorization provides a mutually agreed upon description, expectation, and timeline for each major task. Each Work Authorization shall consist of:

· Detailed statement of the purpose, objective, or goals to be undertaken by the Contractor.

· Vendor Responsibilities

· Identification of all significant material and objectives to be developed by the Contractor and delivered to the CDFW.

· Identification of all significant materials to be delivered by the CDFW to the Contractor (if applicable).

· Estimated time scheduled for the provisions of these services by the Contractor.

· Completion/acceptance criteria for the work to be performed.

· List of the name and classification of the Contractor personnel to be assigned.

· Contractor’s estimated total cost of the Work Authorization (based on deliverable cost).

9. Travel It is not anticipated that the Contractor will be required to travel. However, if project travel outside of the Sacramento area is required, the following provisions apply:

· Contractor travel expenses will not exceed the current State of California Reimbursement Rates.

· All travel by Contractor must be approved by CDFW Project Manager prior to commencing.

· All travel expenses are incurred within the total funding authorized.

10. Contract Term The term of the Agreement will be effective for sixty (60) months upon DGS approval of a Purchase Order through 05/14/2029 for software implementation, subscription, and support, however there may be delays due to the level of review for the implementation portion of the engagement as well as timing that coincides with significant holidays. The duration of the initial software licensing and IT implementation portion of the contract shall not exceed twelve (12) months.

The Contractor shall not be authorized to deliver or commence performance of services as described in the Scope of Work until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Contract.

11. Contract Representatives The CDFW Contract Manager during the term of this Agreement will be Julie Murata located at 1700 9th Street, Sacramento, CA 9581, Julie.Murata@wildlife.ca.gov. The CDFW Contract Manager is responsible for the overall administration of this Agreement and shall have full authority to act on behalf of CDFW with respect to this Agreement. All communications relative to this Agreement shall be through the Contract Manager, unless otherwise expressly provided.

The CDFW Contract Coordinator during the term of this Agreement will be Edward Drennan located at 1700 9th St, Sacramento, CA 95811, Edward.Drennan@wildlife.ca.gov. The CDFW Contract Coordinator is responsible for the overall procurement coordination activities with DGS to acquire the services outlined in this Agreement.

12. Contract Cancellation This Agreement may be cancelled or terminated by CDFW without cause upon thirty (30) calendar days with advance written notice to the Contractor. Such notification shall state the effective date of termination or cancellation and include any final performance, payment, or invoicing requirements.