Attachment 1 - Technical Proposal Form.pdf

Attachment 1 – Technical Proposal Forms

Page 1 of 41 Workforce Scheduling & HOS Compliance System and Implementation Services

Attachment 1 – Technical Proposal Forms

Proposer is to complete each of the Tabs 1 – 14 and submit per the instructions provided in the RFP. Any Exhibits provided by the Proposer are to be inserted at the end of each applicable tab.

Proposers are permitted to make changes to the footers, and necessary formatting changes to tables, to optimize the presentation of information.

Proposer is instructed to organize Proposal in a tabbed format, and to insert the completed tab forms (Attachment 1) in the corresponding tabs as a part of their Proposal response. In addition to the information captured through the questions and tables in Attachment 1, Proposer is requested to provide complementary narrative information, diagrams, and images to help substantiate and support their proposal response to each tab section. Any such information may be provided in Proposers preferred formatting/branding.

Proposal Tab No. Proposal Section

Tab 1 Company Introduction and Relevant Experience

Tab 2 Software Solution

Tab 3 Project Approach and Implementation Methodology

Tab 4 Key Proposed Personnel and Team Organization

Tab 5 Project Schedule

Tab 6 System and Application Architecture

Tab 7 Data Conversion Plan

Tab 8 Security and Software Hosting

Tab 9 Testing and Quality Assurance Plan

Tab 10 Training Plan

Tab 11 References

Tab 12 Exceptions to Project Scope and Contract Terms

Tab 13 Software Accessibility

Tab 14 Supplier Diversity

Tab 15 Please insert the response to Attachment 2, Functional and Technical Requirements, following Attachment 1 in the consolidated PDF Technical Proposal.

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Proposal Tab No. Proposal Section

Supplements Any Proposer-submitted materials or documentation not specifically requested through this RFP may be included as Supplements to the Proposal in a separately marked “Supplements” tab of the proposal.

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Tab 1 – Company Introduction and Relevant Experience

I. COMPANY BACKGROUND AND HISTORY

i. Proposer to provide a comprehensive history statement of the firm, including any mergers, assignments, or other corporate changes during the past 10 years.

ii. Proposer shall complete the Company Background and History Table as provided below.

If a partnership with third-party company is a part of the Proposal, the Company Background and History table shall be provided for each entity. It is expected that all points shall be addressed for each company involved in the Proposal, prime or third party. Proposer to copy the table as needed for each Partner/Third-Party Firm proposed and fill out for each.

Table 1-02: Company Background and History

Metric Response

Name of Proposer:

(Copy form and Complete if applicable for each) Name of Partner/Third-Party Firm:

Total number of employees

Type and number of employees committed to the product and support being proposed

Office locations (City and State)

Total number of active clients Private:

Government:

Total number of active Private Sector Workforce Scheduling & HOS Compliance system clients

Total number of active Government Sector Workforce Scheduling & HOS Compliance system clients

Total years offering proposed software systems

Total number of completed implementations of the proposed product and version

Total number of active government clients using the proposed product version

Largest active government installation, including population

Smallest active government installation, including population

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Metric Response

Other products offered by the company

II. RELEVANT EXPERIENCE

i. Please describe your relevant experience working with Public Sector entities.

ii. Please describe any relevant experience working with similar unionized, 24x7 transportation agencies with regulated fatigue management, including any unique factors that arise during the implementation process.

iii. Identify two recent project implementations that are most comparable to the MBTA’s proposed implementation, and provide a project profile for each, including: scope of modules; project duration; any unique requirements or circumstances that were a part of, or came up during, the project; the legacy system converted from; etc.

iv. Please describe implementation barriers or challenges that have been experienced working on implementations. What proactive steps are planned in this proposed project to mitigate against similar challenges?

v. What sets the product(s) and services that your firm proposes apart from competitors’ products and services? Why should the MBTA select your firm to partner with?

III. USE OF SUBCONTRACTORS

i. The Proposer shall identify any of the required Services that are proposed to be subcontracted, if any. This table is to be copied and filled out for each proposed subcontractor.

Table 1-03: Subcontractor Questions

Question Response

Does your firm complete the implementations of the product being proposed or is this effort outsourced?

Will subcontractors or contract employees complete any portion of the proposed work?

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Question Response

This below portion of the table is to be copied and filled out for each proposed subcontractor.

Name of subcontractor and address

Summary of Service and estimated percentage of Work the subcontractor will be providing.

Reasons for subcontracting

Experience

Detailed subcontractor responsibilities

Previous history of projects using the named subcontractor

Any additional relevant information

The MBTA reserves the right to request a copy of the prime contractor/subcontractor contract verifying the prime contractor has the sole responsibility for any and all Services under this RFP and is financially liable, without exception, to the MBTA for all Services contracted by the Proposer and the subcontractor under this RFP.

The MBTA reserves the right to request additional information regarding the subcontractor(s) as it relates to references, history of the firm, and other relative information that has been required of the Proposer to submit in this RFP.

The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the MBTA.

ii. By signature (electronically or via ink) below on the Certification of Subcontractors/Partners, the Proposer and the Subcontractor/Partner certify that the Proposer has received the permission of the third-party to include the scope of software and services under the cover of the submitted proposal.

Table 1-04: Certification of Subcontractors/Partners

Entity Company Name Representative Name

Title Telephone Number Email Address

Proposer

Partner/Third-party software provider

Partner/Third-party software provider

Respondents are instructed to return a copy of this Certification table signed by an authorized firm agent as part of proposal responses.

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Tab 2 – Software Solution

I. SUMMARY DESCRIPTION OF EACH FUNCTIONAL AREA

Proposer to provide a summary description of the capabilities for each functional area contained in the RFP, in narrative format. The purpose of this summary is so that the MBTA has a high-level understanding of the proposed solution. The narrative should be written for an audience of the end-user community. Descriptions should be included for any products proposed by third parties to meet the capabilities described in the Requirements in Attachment 2.

Marketing materials should not be submitted on the proposed functionality.

II. SOFTWARE DOCUMENTATION FEATURES AND FUNCTIONS

Proposer to provide a summary of their software documentation that describes the features and functions of the proposed application software. Identify what makes your documentation user friendly and useful to the end user and technical user of the software.

III. PROPOSED SOFTWARE MODULES TABLE

Proposer to complete the table below. Proposed modules that are required to satisfy the requirements associated with the functional areas identified below cannot be proposed as complementary or optional.

Table 2-01: Proposed Functional Areas/Modules

Proposed Software Information

Product Component/Suite (Name and Version of the Proposed Software Solution)

Time on Market Release Date of Most Current Version

Next Major Release Date Next Minor Release Date

Licensing

Describe how the software is licensed (e.g., named user, concurrent users, enterprise/site, power user) and the options available for licensing:

How many licenses have been proposed?

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Proposed Software Information

Are the same licenses required for all users, or would some users (e.g. those only accessing employee self-service) have a different license type than other users?

How are new users added to the system? Are there incremental costs per user?

Summary of Modules Proposed

No. Functional Area Name of Proposed System

Module(s) to Address Requested Functional Area

Previous Third-Party Partnerships and/or

Solutions Successfully Integrated* With

1 Core Workforce Scheduling

Hours of Service (HOS) & Fatigue Management

3 Time, Attendance, and Reconciliation

Maintenance & Field Workforce Management

Employee Self-Service & Mobile Workforce

6 Reporting, Analytics, and Compliance

*Successful integration should include only those instances where both the software and the client are in production environments.

IV. OPTIONAL AND COMPLEMENTARY MODULES

What other system modules or products, not included in the scope of your proposal, would the Proposer recommend being complementary or optional to the Project Scope?

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Table 2-02: Optional and Complementary Modules

No. Module Name Narrative Description of Functionality Provided

V. PARTNERSHIPS/THIRD-PARTY PRODUCT RELATIONSHIP

i. Proposer to fill out the below table for each of the Partnership/Third-Party software product proposed.

– Not applicable, no Partnership/Third-Party software proposed

Table 2-03: Partnership and/or Third-Party Product Identification

Name of Partnership/Third-

Party Software Firm

Name of Software Product

Name of existing Clients using Proposer’s system and the Partnership/Third- Party Software

Number of years Client has been using the two products together

ii. For each product proposed as a Partnership/Third-Party product, detail the options available to the MBTA as it relates to contracting relationship between the MBTA and the Partnership/Third Party.

iii. Proposer to provide the approach and responsibilities for managing the implementation and acceptance testing for each of the proposed Partnership/Third-Party products.

iv. Proposer to provide the approach and responsibilities for the SLA/maintenance related to the Partner/Third-Party provider.

v. Proposer to submit references and qualification statements for each of the proposed Partners/Third-Party firms and attach as an Exhibit to Tab 2.

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vi. Proposer shall indicate if the proposed approach utilizes a systems integrator or consulting firm as the third-party.

VI. General

The MBTA anticipates that the proposed solution may need to exchange workforce and scheduling information with other systems used by the Authority. The MBTA does not intend for this solicitation to prescribe specific point-to-point interfaces. Rather, Respondents should describe its standard API and data-exchange capabilities for the data domains identified below. Specific integration architecture, data flows, frequency, and implementation responsibilities will be refined during design and implementation.

Data Domain / Object Examples Potential Direction*

Employee / Workforce Employee ID, status, department, classification, position, organizational assignment

Receive

Scheduling Shifts, schedules, assignments, vacancies, coverage

Send & Receive

Time & Attendance Clock events, actual hours, reconciled time, exceptions

Send & Receive

Leave / Absence Absence events, leave status, applicable leave information

Send & Receive

Overtime Eligibility, availability, requests, approvals, assignments

Send & Receive

HOS / Fatigue Worked hours, rest periods, eligibility status, exceptions/overrides

Send & Receive

Qualifications / Training Qualifications, certifications, expiration dates, training status

Send & Receive

Payroll-Related Approved hours, pay-related codes or records required for downstream payroll processing

Send

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Data Domain / Object Examples Potential Direction*

*Potential directions are illustrative and may vary based on the proposed solution and final implementation architecture. Specific systems of record, data flows, and integration responsibilities will be confirmed during design and implementation.

i. Proposer shall fully describe the integration/interface/data exchange capabilities of the proposed system, including available APIs, middleware, web services, etc.

ii. For available APIs, does the proposed pricing include access to the entire API library? What functionality is exposed in the systems’ APIs? Please link API or other data feed documentation.

iii. Proposer shall describe available time clock options to support time capture functionality. The MBTA will consider these on an optional basis, and costs shall not be included in the technical proposal.

iv. Describe your proposed reporting features native to the system, common reports (e.g., fatigue compliance, fatigue exceptions, overtime compliance, overtime exceptions), and how MBTA staff will be trained to develop and configure their own reports.

v. Describe the system’s design and ability for configurable workflows.

vi. What strategic decisions or direction is your firm taking or making related to the product being proposed today?

vii. Describe the way the design of the software system supports time saving through ease of entry.

viii. Describe the system’s ease of use and information messaging in the system on use and on errors.

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Attachment 1 – Tab 3 Page 12 of 41 Workforce Scheduling & HOS Compliance

Tab 3 – Project Approach and Implementation Methodology

I. PROJECT APPROACH

Proposer to provide a description of the proposed approach for providing the Scope described in the RFP, including a comprehensive description of the proposed implementation methodology for the Project. The description should include how the Proposer has developed this methodology to both incorporate lessons learned from experiences as well as to meet the needs described in the RFP.

i. Based on information provided in this RFP and experience in working with other agencies, what is the Proposer’s perspective on the most significant risks to this Project, and how do you plan to mitigate these risks?

ii. With what frequency will Proposer’s Project Team staff be on-site at the MBTA during implementation? Will staff be on-site for full or partial weeks? How has the proposed approach been modified for other implementations during the pandemic?

iii. Describe in detail the approach to developing interfaces/integrations/data exchanges. What is the division of responsibility between the MBTA and Proposer project teams? What technical skills are required of MBTA staff for this work?

iv. Describe in detail the approach to loading historical data that can be used for initial input for fatigue management.

v. Describe in detail the approach to configuration and set-up activities. Will the Proposer team complete the majority of the configuration based upon information gathered from MBTA subject matter experts, or will the MBTA be expected to perform much of the configuration?

vi. Describe any additional assumptions made in the Proposal, not already identified in detail.

These should include any assumptions related to the current MBTA technical environment, staffing, project management approach, and MBTA resources available during implementation and support phases.

Attachment 1 – Tab 3 Page 13 of 41 Workforce Scheduling & HOS Compliance

II. GO-LIVE AND ONGOING SUPPORT

Proposer to describe what level of pre- and post-go-live support is available under the proposed fee structure. If varying levels of support are available, this section of the RFP response should clarify these potential support services and highlight the level of support that has been proposed. Proposer shall use Attachment 3, Cost Worksheets, to clearly identify the varying fees based on the varying levels of support that are available.

i. Describe any configuration changes that can be made by administrative or other users and any capability provided to 'preview' these changes before making final.

ii. What are the standard hours that support is offered, and through what means (telephone, web ticket submission, etc.)?

iii. Are afterhours and weekend support offered, and if so, is this part of the standard support offering or part of a different tier/offering? What SLAs do you offer for support and what remedies exist if the SLAs are not met?

iv. Describe the support that is offered to assist in potential situations where the MBTA is unable to conduct certain mission-critical processes, such as processing payroll, due to emergency situations.

v. Is product support offered by Proposer, through the software developer/provider, or sub-contracted?

vi. Are there optional, “enhanced” support tiers or offerings above and beyond what has been proposed?

vii. How often are releases provided/applied? Are they opt-in by the customer and how is advance notification provided to customers of upcoming releases? What is the process to test each release?

Attachment 1 – Tab 3 Page 14 of 41 Workforce Scheduling & HOS Compliance

viii. Does the system have the ability to roll back updates should challenges or bugs be encountered?

ix. What is the role of the MBTA in providing ongoing support and maintenance of the system proposed? How many FTE are typically required to support the system on the client-side, and what tasks are entailed?

III. STATUS REPORTING

Proposer to detail their approach to providing status reports throughout the course of the Project. This section should include an example of the recurring status report and identify the expected delivery mechanism that will be used to provide the report to the MBTA.

Attachment 1 – Tab 3 Page 15 of 41 Workforce Scheduling & HOS Compliance System and Implementation Services

IV. RESOURCE HOURS

Proposer shall include the proposed resource levels for the MBTA Implementation Project Team and their Project Teams by completing the tables below.

Table 3-01: Project Team Resource Hours

Project Team Resource Hours

Instructions: The Proposer is asked to provide the number of resources that will be committed to the Project in terms of number of hours. These numbers should be based on the functionality the MBTA desires, included in the detailed Functional and Technical Requirements (Attachment 2).

Assumptions: Any assumptions related to the number of Project Team staff for the Proposer or MBTA teams, roles of staff, and duration of involvement used in the development of the resource hour estimates should be included here:

Functional Area Project Team Requirements and Design Data

Conversion Configuratio n and Setup

Implementation /Project

Management Testing Training Total

Core Workforce Scheduling MBTA Team

Vendor Team

Hours of Service (HOS) & Fatigue Management

MBTA Team

Vendor Team

Time, Attendance, and Reconciliation

MBTA Team

Vendor Team

Maintenance & Field Workforce Management

MBTA Team

Vendor Team

MBTA Team

Attachment 1 – Tab 3 Page 16 of 41 Workforce Scheduling & HOS Compliance System and

Project Team Resource Hours

Employee Self-Service & Mobile Workforce

Reporting, Analytics, and Compliance

MBTA Team

Vendor Team

Total Hours by Project Task:

MBTA Team

Proposer shall include the anticipated resource hour’s levels for the MBTA Implementation Project Team based on typical project role by completing the tables below. Any comments related to the anticipated hours, any phase-specific involvement, or other assumptions should be noted in the Additional Vendor Comments column.

Table 3-02: Anticipated Hours by Project Role

Anticipated Hours by Project Role

MBTA Project Role (e.g. Project Sponsor, Project Manager, Conversion Lead)

Estimated hours per month (ranges are acceptable)

Estimated number of individuals required for role Additional Vendor Comments

Proposer to provide their overall estimated split/division of the work effort as shared between the MBTA and the vendor teams (example: The MBTA owns 20% of the work effort, and the Vendor owns 80% of the work effort) along with any narrative to support this estimate.

Table 3-03: Anticipated Work Effort Division

Attachment 1 – Tab 3 Page 17 of 41 Workforce Scheduling & HOS Compliance System and

Anticipated Work Effort Division MBTA Project Team Vendor Project Team

Estimated number of individuals required for Project Team

Approximate Percentage of Work Effort Owned

General Comments

Attachment 1 – Tab 3 Page 18 of 41 Workforce Scheduling & HOS Compliance

V. IMPLEMENTATION PLAN

Proposer to provide their overall objectives and approach to the MBTA’s implementation. Discuss timing as being chronological, in parallel, etc., for all of the modules proposed.

Proposer shall submit a Sample Implementation Plan as an Exhibit to Tab 3.

Exhibit submitted Yes No

VI. PROJECT MANAGEMENT PROCESS

Proposer to provide their overall approach for managing the MBTA’s Project, including the following areas:

i. Scope Management: approach for managing the Project Scope and the process used to request changes to Project Scope. It is the MBTA’s desire to use the proposed software system “as is” and, as such, any changes (e.g. customizations or modifications to the software) must be reviewed and approved by the MBTA’s Implementation Project Team.

ii. Schedule Management: approach for managing the MBTA’s Project Schedule and the process used to submit requested changes to the schedule.

iii. Risk Management: their approach for documenting Project risks, providing recommendations for mitigating the risk, and how this will be communicated to the MBTA’s Implementation Project Team.

iv. Quality Management: approach/policies to assure that all written deliverables have received appropriate reviews for quality before being submitted to the MBTA.

v. Communication Management: approach that will be used to provide the MBTA with a detailed communication plan.

vi. Organizational Change Management: process, tools, and techniques they will use to manage the people side of change.

vii. Resource Management Plan: approach to resource management and managing resource allocation for the MBTA and vendor teams.

Attachment 1 – Tab 4 Page 19 of 41 Workforce Scheduling & HOS Compliance System and

Tab 4 – Key Proposed Personnel and Team Organization

I. ORGANIZATIONAL CHART

i. The MBTA anticipates that any staff assigned to the Project will remain assigned to the Project, unless the MBTA deems the services to not meet expectations at which point the Contractor and the MBTA will work together to remedy such non-conforming services. Proposer to identify the approach to assignment and (as necessary) replacement/removal of vendor staff during the implementation process.

ii. Proposer to submit as an Exhibit to Tab 4, an Organizational Chart including subcontractors and reporting structure of the entire team.

II. PROJECT TEAM RESUMES (PROPOSER)

i. As an Exhibit to Tab 4, resumes shall be provided for the implementation team, as well as additional personnel involved in the proposed project governance structure, including any partners/subcontractors. Resumes shall be specific to the actual personnel to be assigned to this Project for all primary roles (e.g., Project Manager, Conversion Lead). Resumes to include listing of past software implementation projects and certifications held for each team member.

ii. Summary of Project Team: Proposer shall complete the table on the following page listing a summary of the Project Team Members including any partners/subcontractors.

Table 4-01: Proposer Project Team Members

Proposer Project Team Members

Name Title Role on Proposed

Project Team (e.g., PM)

Years of Relevant

Experience

Years with firm

Number of implementations completed within past five years

Identify Scope of Services/Tasks this individual will be working on for the MBTA

Relevant certifications (PMP, etc.)

Attachment 1 – Tab 5 Page 20 of 41 Workforce Scheduling & HOS Compliance

Tab 5 – Project Schedule

I. PROJECT SCHEDULE

i. Proposer shall submit a proposed Project Schedule with the major milestones, activities, and timing of deliverables for the Scope of Work described in the RFP. In addition, the response should reflect Project predecessors, successors, and dependencies.

• The MBTA requests that the sample Project Schedule be in a Gantt chart format.

• Proposer to submit as an Exhibit, a sample Project Schedule and insert in Tab 5 Exhibit submitted Yes No

II. PROJECT DELIVERABLES, MILESTONES, AND PAYMENT APPLICATIONS

i. Proposer to include a list of deliverables and milestones of the Project and should describe exactly how and what will be provided to meet the needs of the MBTA.

ii. Proposer to submit their payment schedule, tied to the listed deliverables and milestones for review by the MBTA, as an exhibit to Tab 5. This schedule shall be consistent with the terms provided in Attachment 4 of the RFP (Cost Narrative) and should not include the dollar amounts for payments, but rather the events that would trigger payments.

Exhibit submitted Yes No

III. PROJECT SCHEDULE QUESTIONS

Table 5-01: Project Schedule Questions

1. Based on current obligations, what is the earliest you can begin implementation after contract signing?

2. What activities would the Proposer expect to occur within the first 60 days of contract signing?

3. How long does the typical implementation of the product being proposed take for an organization of similar size to the MBTA?

Attachment 1 – Tab 5 Page 21 of 41 Workforce Scheduling & HOS Compliance

4. What special considerations are there related to the timing of go-live activities? Does it vary based on functionality?

IV. PROJECTED GO-LIVE DATES

Proposers are encouraged to propose phasing and timelines that best align with the Proposer’s implementation approach.

Table 5-02: Projected Go-Live Dates

Phase Functional Areas Potential Start Date Target Go-Live Date

Attachment 1 – Tab 6 Page 22 of 41 Workforce Scheduling & HOS Compliance

Tab 6 – System and Application Architecture

I. GENERAL OVERVIEW

Proposer to provide a description of the proposed system and application architecture for the proposed application.

II. SYSTEM AND APPLICATION ARCHITECTURE QUESTIONS

Table 6-01: System and Application Architecture Questions

1. What is the source language(s) of the product?

2. How many environments are available with your proposed solution at no additional cost (e.g., test, training, production)?

3. Describe how often major and minor software updates are provided, how they are provided and any optionality in accepting these updates, as well as the level of MBTA resources required for a major update and the level of resources required for a minor update, if any.

4. List all browsers that are certified for use with the application and describe any required browser add-ons, function enablement, etc.

5. The underlying architecture of the application design is important to the MBTA. Please describe your system architecture model and explain the capabilities and features of this model that led to your use of it in developing this system.

6. Please describe how data privacy and security compliance is supported within your proposed software solution.

7. Describe your approach to ensure scalability of the product. This includes transaction growth, upgrades, and replacements of components of the architecture, technology, and application.

Attachment 1 – Tab 6 Page 23 of 41 Workforce Scheduling & HOS Compliance

8. Describe the infrastructure, hosting architecture, cloud environment, data residency, scalability, availability, and resiliency of the proposed SaaS solution, including any technical components or software that the MBTA must provide or maintain.

9. Describe the annual uptime SLA commitment provided, what is covered and what remedies occur if it is not met.

10. Describe the design philosophy of your application.

Include in your response the degree to which there is a common design philosophy across all modules, common programming languages and tools, and the extent of shared software code across all applications.

Attachment 1 – Tab 7 Page 24 of 41 Workforce Scheduling & HOS Compliance System and Implementation Services

Tab 7 – Data Conversion Plan

Implementation may require conversion or migration of applicable workforce, scheduling, qualification, time, and historical data into the proposed solution. The final conversion scope, source data, historical depth, transformation rules, and migration approach will be confirmed during implementation. Suppliers should describe their standard data migration tools, methodologies, supported formats, validation processes, and responsibilities.

I. APPROACH

Proposer to detail their approach to developing and implementing the data conversion plan, and what processes will be undertaken by the Proposer’s project team to convert existing data, as well as to interface with identified source systems. Include methods of quality control and testing that will be utilized specifically to data conversion.

Describe your organization’s recommended approach toward retention of legacy data. Please describe what options are available, and supported, within your proposed solution. Also, please provide any relevant references for organizations that have successfully addressed legacy data with your solution.

II. ROLES AND RESPONSIBILITIES

The Awarded Proposer will assist the MBTA in the conversion of both commercially available software-based data, and any applicable data maintained in Microsoft Excel, into the new system as further.

It is expected that the MBTA will be responsible for data extraction from current systems and data scrubbing, and that the Awarded Proposer shall be responsible for overall data conversion coordination, definition of file layouts, and data import and validation into the new system(s). Awarded Proposer should plan to have converted data ready for the User Acceptance Testing (UAT) phase of the Project.

As part of the resulting Project, the Awarded Proposer shall develop and provide a detailed Data Conversion Plan that describes how files will be converted to the proposed system (e.g., through software conversion aids/utility programs or special programs that must be written, the actual conversion procedures). A conversion schedule should identify planned conversion steps, estimated hours, and what resources will be required (by the MBTA or Awarded Proposer) for all pertinent legacy data.

A. Proposer to confirm their proposal includes providing the services identified in this Section (Item II Roles and Responsibilities) and provide any additional services that are also provided as part of your Data Conversion Plan/Program.

Attachment 1 – Tab 7 Page 25 of 41 Workforce Scheduling & HOS

B. Proposer to specify or provide the format in which legacy system data should be extracted and provided to the Proposer for conversion activities.

III. Responsibility of Data Conversion Activities

Proposer shall complete the table below based on whether the roles identified are supported by the proposed data conversion methodology and approach. The roles defined in Table 7-01 and Table 7-02 contain the indicators that Proposer shall use to report their support of the identified roles. Any conflicts shall be noted with a comment. In the event additional activities are proposed, the Proposer shall identify the roles for both the MBTA and their Implementation Project Teams.

Table 7-01: Definition of Roles

Role Summary

Lead The party ultimately responsible for the activity.

Assist The party provides active assistance for the activity.

Participate The party provides passive assistance for the activity.

Share Both parties share equal responsibility for the activity.

None The party has no role in the activity.

Table 7-02: Summary of Response Indicators

Indicator Response Description

S Supports The Proposal supports the prescribed responsibility roles with its proposed data conversion methodology and approach.

C Conflict The Proposal has a conflict with the prescribed responsibility roles and proposes alternate responsibility in its proposed data conversion methodology and approach.

Table 7-03: Responsibility of Deliverables

No Data Conversion Activity Proposer

Role

MBTA

Role Response Other

Comments

1 Perform Conversion Analysis of Existing Legacy Data Lead Participate

Perform Crosswalk Development of Legacy Data From Legacy System to New System Lead Participate

3 Provide Conversion Data None Lead

4 Provide File Layouts/Data Maps of Existing System None Lead

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No Data Conversion Activity Proposer

Role

MBTA

Role Response Other

Comments

5 Proof Data Provided Assist Lead

6 Analysis of Data to be Converted Lead Assist

7 Developing and Testing Conversions Participate Lead

8 Review and Correct Errors Share Share

9 Load Converted Data Into Training Database Participate Lead

10 Confirmation of Converted Data in Training Database None Lead

11 Approval/Signoff of Converted Data in Training Database

None Lead

12 Load Converted Data Into Live Database Participate Lead

13 Confirmation of Converted Data Into Live Database None Lead

14 Approval/Signoff of Converted Data in Live Database None Lead

15 Other:

Attachment 1 – Tab 8 Page 27 of 41 Workforce Scheduling & HOS Compliance

Tab 8 – Security and Software Hosting

I. GENERAL OVERVIEW

Proposer to provide a description of the proposed application security features/functionality as well as the underlying technology used to support hosting and access to the software by clients.

II. SECURITY QUESTIONS

Proposer to respond to the following questions related to system security and access controls.

Table 8-01: Security Questions

Question Response

1. MBTA uses Microsoft EntraID as our enterprise identity provider (IdP). Is Proposer able to federate with this solution to provide single-sign-on (SSO)?

2. Does that federation use OIDC (preferred) or SAML?

3. If using OIDC, does the flow support the Authorization Code flow with PKCE? Does it validate the tokens and JSON Web Keys provided?

4. If using SAML, does the federation support signed assertions? Does it bind to the provided metadata and certificates?

5. Can the Proposer authorize users based on EntraID group memberships, role claims, or attributes?

6. Describe what roles are available by default and what this means in terms of access within the system. Describe also any capability to configure new roles or add/remove functionality access for roles.

7. Will Proposer require remote access to MBTA systems/network to provide support/management of the solution either during implementation or post go-live? If yes, please describe in detail what type of access is required.

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8. If any access, remote or physical, is required for accessing MBTA’s systems/network, will Proposer agree to reviewing and having applicable staff consent to follow applicable MBTA Security Policies?

9. Will Proposer staff resources be accessing the MBTA systems/network remotely from outside the United States?

If yes, please describe in detail the reasoning and how security will be managed.

10. Describe in detail the password requirements and account management standards for the system.

- Can complex password requirements be enforced on the software along with aging requirements if SSO is not available?

- Can accounts be locked out automatically after ## failed login attempts?

- Are session timeouts enforced in the system?

11. Describe the frameworks and guidelines that your company follows to inform its information security plan.

12. Detail the individuals responsible for information security at your company.

13. Describe the specific systems, processes, and technologies used to ensure information security.

14. What protections exist for systems where multiple people login from the same computer/device?

15. Describe vendor policy on monitoring end-of-life status for hardware, operating systems, libraries, and other system components and dependencies and how quickly the solution will provide updated versions when components and dependencies reach end-of-life.

16. Describe what audit logs are available and in what form in order to review actions taken and by whom in the system.

Attachment 1 – Tab 8 Page 29 of 41 Workforce Scheduling & HOS Compliance

III. SOFTWARE HOSTING QUESTIONS

Proposer to respond to the following questions regarding their software hosting platform proposed for the

MBTA.

Table 8-02: Software Hosting Questions

Question Response

1. Where are the data center and storage facilities?

2. What is the total number of active clients currently served by hosted/SaaS solutions provided by your company?

3. How many years has your company provided hosted/SaaS solutions?

4. How are hosted/SaaS software applications deployed for use by numerous customers?

5. How many instances of unplanned outages have any of your customers experienced within the past five years?

Describe the nature of any such outages, including the mitigating steps that have been established to minimize repeat outages.

- What has been the duration and scope of such unplanned outages?

6. When downtime or major loss of functionality occurs, are postmortems completed and shared with customers?

7. What are the standard relief schedules for unplanned system downtime/outages?

- In how many instances has your firm had to pay client relief for unplanned outages?

8. What is your process for notification of standard maintenance and downtime?

Attachment 1 – Tab 8 Page 30 of 41 Workforce Scheduling & HOS Compliance

9. What data security and system redundancy capabilities are available at Proposer’s data center and storage facilities?

10. Will data be encrypted at rest, and in transit? Please explain any applicable protocols.

11. How many years has your company provided SaaS solutions?

12. What is the total number of active clients currently utilizing the proposed software as a SaaS deployment provided by your company?

13. Provide relevant documentation related to any recent certifications pertaining to the Proposer’s hosting technical and operation capabilities or that of their subcontracted provider for these services.

14. Provide detailed information on the way(s) in which the MBTA will access the software if deployed in a SaaS or hosted environment. Such information should include how the software is accessed when on or off the MBTA network, as well as any additional hardware/software that may be required for accessing the software.

15. How is data stored? Would MBTA data be physically or logically segmented from other client data?

16. Please describe the database storage capacity of the proposed solution.

i. Are there limits on the amount of data that can be stored in the proposed solution?

ii. If applicable, what tiers of storage are offered in the hosted/SaaS environment?

17. What disaster recovery services are provided under your standard hosting agreement? If not standard, is there a separate agreement/cost associated with disaster recovery?

Attachment 1 – Tab 8 Page 31 of 41 Workforce Scheduling & HOS Compliance

18. Please describe the anticipated cost savings or cost avoidance (e.g., reduced hardware needs, maintaining failover sites) that may be realized through selecting a SaaS deployment model. Specific figures from past projects that can be substantiated may be included.

Attachment 1 – Tab 9 Page 32 of 41 Workforce Scheduling & HOS Compliance

Tab 9 – Testing & Quality Assurance Plan

I. APPROACH

Describe your standard approach to testing and quality assurance.

II. SAMPLE PLAN

Submit a Sample Testing and Quality Assurance Plan that would be very similar to the plan utilized for the MBTA’s Project. Proposer to submit as an Exhibit a Sample Plan in Tab 9.

Exhibit submitted Yes No

III. PLAN DETAILS

Awarded Proposer will be responsible for providing a Testing and Quality Assurance Plan that describes all phases of testing that may be used: unit, system, interface, integration, regression, parallel, and user acceptance testing (UAT). It is the MBTA’s expectation that the Testing and Quality Assurance Plan govern all phases of the Project and that the Proposer will also provide assistance during each testing phase involving MBTA users. The Awarded Proposer will develop the initial UAT plan, provide templates and guidance for developing test scripts, and will provide onsite support during UAT. The Awarded Proposer will also provide a plan for stress testing the system, which will occur during or after UAT. Proposer to confirm their proposal includes providing the services identified in this Section (Item III Plan Details) and provide any additional services that are also provided as part of your Testing and Quality Assurance Plan not listed.

IV. LEVELS OF SUPPORT

What levels of support will be provided by the Proposer during the MBTA testing phases (e.g., parallel and UAT)? Will Proposer resources be onsite during certain testing phases? Are varying service levels offered for testing support?

Attachment 1 – Tab 10 Page 33 of 41 Workforce Scheduling & HOS Compliance System and

Tab 10 – Training Plan

I. PROPOSED TRAINING APPROACH/STRATEGY

Proposer to describe the proposed approach to training users of the system, including the frequency of training, timing in the overall sequence of the implementation, as well as training resources/materials that will be provided to trainees.

Proposer to provide their approach to the training plan and what makes their training plan successful and effective for system implementations.

Include your approach to when and why you choose to use on-site training versus a webinar or a train-the-trainer format.

Proposer to detail the knowledge transfer strategy proposed to prepare the MBTA staff to maintain the system after it is placed into production.

Proposer to detail the approach to conducting training using webinar (e.g., GoToMeeting, Zoom, Teams, Skype), including how Proposer staff will monitor staff comprehension and, if applicable, aid trainees in navigation through the system.

Proposer to identify the requested analysis/training room environment requirements and any other requirements related to the training facility/room/equipment. Requirements may include any presentation equipment, whiteboards, seating style, number of computers, printers, and other amenities needed to support on-site implementation activities.

II. TRAINING PLAN AND RESOURCE HOURS

Proposer to provide a chart detailing the proposed training plan and resource hours allocated for the MBTA’s project. A sample format of the chart is detailed below. Cost Worksheet provided in Attachment 3 to coincide with the hours and resources proposed.

Table 10-01: Training Plan Legend

Attachment 1 – Tab 10 Page 34 of 41 Workforce Scheduling & HOS Compliance System and

Legend

User Types Core Project Team, End Users, Technology Users, Other (please describe)

Training Model Train-the-Trainer, Proposer-Provided Training, Other (please describe)

Class Format On-Site Classroom, Webinar/Video Conference, Web Training Service, Other (please describe)

Table 10-02: Training Plan

Training topic/course

Functional Module Covered (please specify per proposed module)

Type of MBTA users to attend

General summary of number of sessions offered on this course

Maximum class size

Format for the class

Training data that will be used for this topic/course

(live, sandbox, etc.)

Proposer to submit as an Exhibit a Sample Training Plan, and insert in Tab 10.

Exhibit submitted Yes No

III. TRAINING COORDINATION

Proposer to detail the roles and responsibilities for the training effort, including but not limited to:

Table 10-03: Training Roles and Responsibilities

Role/Responsibility Identify if Role/Responsibility is MBTA/Proposer (including any Subcontractors)/Shared

Training Coordination/Scheduling

Training Curriculum/Material Development

Training Instruction/Delivery

Attachment 1 – Tab 10 Page 35 of 41 Workforce Scheduling & HOS Compliance System and

Role/Responsibility Identify if Role/Responsibility is MBTA/Proposer

(including any Subcontractors)/Shared

Other:

IV. SYSTEM DOCUMENTATION

Proposer to provide a detailed description of system documentation and resources that will be included as part of the implementation including, but not limited to, detailed system user manuals, “Quick Reference” guides, etc. as available. Proposer to itemize optional items on Attachment 3.

Proposer to indicate in the table below all that are available and included as part of the RFP response.

Table 10-04: System Documentation

Type of Documentation Included in Scope of Proposal to the MBTA?

Description/Explanation/Optional

Quick Reference Guides

Online Support

Help Desk Support

User Group Community Resources

Annual User Conferences

Videos

Custom User Guides/Manuals

Other:

Attachment 1 – Tab 12 Page 36 of 41 Workforce Scheduling & HOS Compliance

Tab 11 – References

I. INSTRUCTIONS FOR REFERENCES

Proposer is responsible for verifying correct phone numbers and contact information. Failure to provide accurate data may result in the reference not being considered, which includes the provision of contact person(s) who do not have knowledge of the services provided by your firm. Failure to submit references may result in the Proposal not being considered for evaluation.

The MBTA may request a more detailed list, including other governmental agencies. The MBTA reserves the right to request or contact additional or different references from the provided customer list for consideration, including experience with the MBTA.

Additional references may be submitted as an attachment to show depth of client base and number of installations within the past five years. This includes clients that are currently in the process of implementing the proposed software solution.

PROPOSER IS RESPONSIBLE FOR VERIFYING THAT ALL CONTACTS AND PHONE

NUMBERS ARE UP TO DATE AND ACCURATE.

II. SOFTWARE AND PROFESSIONAL SERVICES REFERENCES

Proposers to use the format provided in the table below for providing reference information in conformance with the guidelines in Section I. The MBTA has a strong preference for public sector references that are using the proposed software solution, for new implementation project references and not upgrades from a previous version, and for references that have worked with the proposed system integrator/value-added reseller.

• References Numbered 1 – 5:

o Entity had a go-live date within the past five years

• Reference Numbered 6:

o Entity had a go-live date five or more years in the past

In the event the Proposer cannot provide the required six references, the Proposer may substitute other organizations to ensure six total references are provided, with understanding that this will be reflective in the evaluation of the Proposer. Substitute references may include those that are in the implementation process, have implemented comparable scopes of work without including all system modules, etc.

Table 11-01 Reference Table

Reference Table

Reference Number:

Governmental Entity Name: What is the approximate staff count of the Entity?

Attachment 1 – Tab 12 Page 37 of 41 Workforce Scheduling & HOS Compliance

Reference Table What is the approximate population served by the Entity?

Detailed narrative description of work completed for this reference (e.g. upgrade process, new implementation for a client transitioning from a different legacy system):

Contact Information Address: City, State, Zip:

Reference Contact Name: Title:

Phone No.: Email Address:

Start Date of Project: Go-Live Date :

Project Information Vendor Project Manager/Lead for this Client:

Name and Version of software system installed:

Legacy software system replaced:

Scope of Modules installed:

Model used (Hosted, On-Premise, SaaS, etc.):

Is this reference still using the software? Yes No Total Project Cost:

III. CONTRACT TERMINATION/NON-RENEWAL

Provide a summary of any contracts/license agreements/hosted subscriptions that the customer provided notice of cancellation to your firm, with or without cause, or elected to not renew in the past five years as it relates to the software solution proposed. The summary shall state the name of the customer, summary of the contract, term of the contract and reason for cancellation or non-renewal. If none, state as such.

Submitted as an Exhibit or Response provided as:

IV. LITIGATION

Provide a summary of any litigation filed against the Proposer or any subcontractors/partners in the past seven years, which is related to the services that Proposer provides in the regular course of business. The summary shall state the nature of the litigation, a brief description of the case, the outcome or projected outcome, and the monetary amount involved. If none, state as such.

Submitted as Attachment or Type/Provide Response here:

Attachment 1 – Tab 13 Page 38 of 41 Workforce Scheduling & HOS Compliance

Tab 12 – Exceptions to Project Scope

The MBTA reserves the right to disallow exceptions it finds are not in the best interests of the MBTA.

Any and all exceptions must be identified and fully explained in the submitted Proposal. It is the MBTA’s intention to be made aware of any exceptions to terms or conditions prior to contract negotiations.

Note: Deviations to the payment and retainage schedule to be provided in the Price Proposal. Deviations to functionally to be provided in Tab 16 (Attachment 2).

I. DEVIATIONS TO SCOPE OF WORK

i. The Proposer to identify and describe any exceptions/deviations to the Scope of Work and identify their impact to the MBTA, including, but not limited to workarounds; reductions in performance;

capacity; flexibility; accuracy; and ultimately, cost and value.

ii. Proposer to identify the areas where they…