Attachment 3.2 - SOW Attachment No. 1 - eDelivery System Requirements.pdf

Request for Proposal No. 693JJ321R000013

Attachment No. 1 -eDelivery System Requirements

Date: June 8, 2021

1.0 Overall Requirements

The Overall Requirements are requirements that affect all the modules of the eDelivery system.

High-Level Overall Functions

Table 1.0 – High-Level Overall Functions

Overall High-Level Functions

Requirement ID Function Detail Importance

1.0.a Ability for each module to communicate with each other without a manual import/export of data

High

1.0.b Ability to do a project in either US Customary units or metric units

High

1.0.c Ability to have multiple, active Specification Books within the system.

High

1.0.d Provide the ability throughout the life of a project (in Design, Acquisitions, and Construction modules) to track the required cost account information by multiple unique accounts

High

Data fields and functionality listed below that are not currently included in the contractor’s system must be added during the implementation phase. Exact displayed field label names will be agreed to by the Government and the Contractor.

1.1 Module Interoperability

The eDelivery system shall provide seamless Design, Acquisitions, Construction, Document Management module interoperability, including the following:

Table 1.1 – System Requirements for Module Interoperability Module Interoperability

Requirement ID Function Detail Importance

1.1.a Provide Design, Acquisitions, Construction, and Document Management Modules

High

1.1.b Ability for each module to communicate with each other without a manual import/export of data

High

1.1.c Ability to manage module access based on status (e.g., if a project is in Acquisitions, then Design is inactive)

1.2 Project Creation and Project Information

The eDelivery system shall provide a system that has the ability for users to search for an existing project, create a new project, and track general project information as described below. Additional project information will be added and tracked during the Design, and Acquisition, and Construction phases of the project as well.

Table 1.2 – System Requirements for Project Creation and Searching for Existing Projects Add/Create New Projects and Search for Existing Project

Requirement ID Function Detail Importance

1.2.a In all phases of the system (Design, Acquisition, and Construction), provide the ability to search for and select an existing project within the system using numerous filters and keyword search for Project Number and Project Name.

High

1.2.b Ability to add new projects and enter Project information noted below.

High

1.2.c Ability to copy an existing Project, including Project information, and user-selected Milestone Engineer’s Estimate. Copy all Project Information, Account information and the Milestone Engineers Estimate (including all Schedules and Options). [Do NOT copy any data entered in the Acquisitions or Construction modules, i.e. do NOT copy bid prices, award information, construction payment information, Daily Reports, etc.]

Low

1.3 Track Project Information

The eDelivery system shall provide the ability to track general Project information, including the following:

Table 1.3 – System Requirements for Tracking General Project Information Track General Project Information

Requirement ID Function Detail Importance

1.3.a All General Project Information shall be viewable to Design, Acquisition, and Construction

High

1.3.b Track all General Project information, including the following:

High

- Unique, system assigned project identifier field that never changes [system generated]

- Unique, editable FLH Identifier [user input, text field]

- Federal Lands Division [predefined, selectable -

WFL, CFL, EFL]

- Project Number [user input, i.e. CO FTNP ROMO 10(1), 11(2), 13(4)]

- Project Name [user input]

- Project Phase (whether project is in the Design, Acquisition, or Construction module)

- Project Type Primary [predefined, selectable – 1R, 3R, 4R, BR, BR3R, Spot, Trail]

- Project Type Secondary [predefined, selectable

– 1R, 3R, 4R, BR, BR3R, Spot, Trail]

- FP Version [predefined, selectable, specification book version]

- Density [predefined, selectable - Urban or Rural]

- Terrain [predefined, selectable - Level, Rolling, Mountainous]

- Project Description [user input]

- State/Territory [predefined, selectable]

- County/Borough [predefined, selectable]

- Federal Land [user input, i.e. Yosemite National Park, Roosevelt National Forest, etc.]

- Funding Source [predefined, selectable] (e.g., FLAP, FTNP, etc.)

- Partner Project Number [user input, i.e. NPS PMIS# 12324 Drawing #5436-654]

- Display important project information entered in the Acquisition and Construction Phases, including the following:

- --Solicitation number (Section 3)

- --Data Public or Private (Section 3)

- --Contract/task order numbers (Section 3)

- --Contractor Name (Bidder/Offeror for Award) (Section 3)

- --Award Date (Section 3)

- --Total Contract Amount

- --Total Obligated Amount (Section 3)

- --Awarded Schedule/Options and Options to be possibly awarded later. (Section 3)

- Awarded Project Length (Section 3)

- Start of Contract Time (Section 4)

- Revised Contract Completion Date (Section 4)

- Estimated Completion Date (Section 4)

1.4 Units (US or Metric)

The eDelivery system shall provide for a project to be developed in either U.S. Customary or Metric units of measure. Describe how the system handles U.S. Customary and Metric projects.

Table 1.4 – System Requirements for Units (US or Metric) Select Units

Requirement ID Function Detail Importance

1.4 Ability to do a project in either US Customary units or metric units. See also Master Pay Item list (Section 6.3)

1.5 Multiple Specification Books

Periodically FLH develops an updated version of our specification book the Standard Specifications for Construction of Roads and Bridges on Federal Highway Projects (i.e. FP-14).

When these specification updates occur, the pay items associated with the specifications will also be updated.

In the future when a new specification book and pay items are implemented in the system, the existing bid history will need to be copied and converted to the corresponding new specification book pay items.

The eDelivery system shall provide a system that allows use of multiple specification books at one time, each with its own Master Pay Item list. Once a project is created, it is assigned a Specification book version. Subsequently throughout the Design, Acquisition, and Construction phases, only pay items assigned to that FP version’s master pay item list can be used for that project.

Table 1.5 System Requirements for Multiple Specification Books Select Specification Book

Requirement ID Function Detail Importance

1.5.a Ability to have multiple, active Specification Books within the system

High

1.5.b Ability to assign a specific Specification book to a project (i.e. FP03, FP14, FP20 to a project). See also Master Pay Item list Section 6.3.

1.6 Project Account Information

The eDelivery system shall provide the ability throughout the life of a project (in Design, Acquisitions, and Construction modules) to track the required cost account information by multiple unique accounts. See example of all the account data to be tracked in SOW Exhibit No. 1.

Due to the complexity of Government funding rules, the eDelivery system shall provide the ability to split funding at the individual pay item level by both of the following methods:

• By percentage,

• By an exact pay item quantity split. (i.e. 6 lnft assigned to Account 1; 3 lnft assigned to Account 2; 35 lnft assigned to Account 3, etc.).

Also, the eDelivery system shall provide the ability to chain (i.e. prioritize) accounts. (i.e.

Use Account 1 first, once Account 1 is expended then use Account 4, etc.).

Table 1.6.1 – System Requirement for General Account Requirements General Account Requirements

Requirement ID Function Detail Importance

1.6.1.a Ability to add multiple unique construction accounts to the Project during any project phase. [user input]

High

1.6.1.b Ability to Split Pay Items into Separate Accounts by exact quantity (throughout the life of the project, i.e. in Design, Acquisition, and Construction)

High

1.6.1.c Ability to Split Pay Items into Separate Accounts by percentage (throughout the life of the project, i.e. in Design, Acquisition, and Construction)

High

1.6.1.d Ability to Chain Account Numbers during any project phase (i.e. prioritize accounts)

High

1.6.1.e Ability to have multiple, separate account chains in a project High

1.6.1.f Ability to Override the calculated Current Approved (payment) Amount with a user entered payment amount for each Construction account

High

1.6.1.g Ability to add multiple unique construction engineering accounts to the project during the construction phase [user input]

In the Design and Acquisitions modules, each construction account shall include the following information:

Table 1.6.2 – System Requirements for Tracking Account Data for Each Construction Account in the Design and Acquisitions Modules

Design & Acquisition modules – Account Data Tracked for Each CONSTRUCTION ACCOUNT

Requirement ID Function Detail Importance

1.6.2 In Design and Acquisition Modules track the following data for each Construction Account:

High

- Account Code [predefined type, selectable; number, user input]

- Account Description [user defined]

- Account Number [user defined]

- Account priority (chain) [ selectable]

- Account Comments [user defined]

In the Construction module, each construction account shall include the following additional

Table 1.6.3 – System Requirements for Tracking Additional Account Data for Each Construction Account in the Construction Module

Construction module – ADDITIONAL Account Data Tracked for Each CONSTRUCTION

ACCOUNT

Requirement ID Function Detail Importance

1.6.3.a Original Obligated Amount: [User input, prior to contract award].

Includes both Bid Items and Incentives at award.

High

1.6.3.b Current Obligated Amount: [Calculated]. Includes Original Obligated Amount + any obligations/deobligations from signed Contract Modifications.

High

1.6.3.c Previous Paid Expenditures: [Calculated]. High

1.6.3.d Current Approved Amount: [Calculated]. High

1.6.3.e Current Payment: [Calculated OR User input if Account Override marked as Yes] *

High

1.6.3.f Ability to Override the calculated Current Approved Amount:

[User Input: Yes or No]*

High

1.6.3.g * If Override is designated as Yes, allow the user to enter a payment amount (that overrides the calculated amount)

High

1.6.3.h To-Date Expenditures: [Calculated] High

1.6.3.i Probable Amount: [Calculated] High

1.6.3.j Construction Account Totals [Calculated) for: Original Obligated Amount, Current Obligated Amount, Previous Paid Expenditures, Current Approved Amount, Current Payment, To-Date Expenditures, and Probable Amount

In the Construction module, each construction engineering account shall include the following additional information:

Table 1.6.4 – System Requirements for tracking Account Data for Each Construction Engineering Account in the Construction Module.

Construction module – Account Data Tracked for Each CONSTRUCTION ENGINEERING

ACCOUNT

Requirement ID Function Detail Importance

1.6.4 In the Construction Module, track the following account data for Each CONSTRUCTION ENGINEERING ACCOUNT

High

- Account Code [predefined type, selectable; number, user input]

- Account Description [user defined]

- Account Number [user defined]

- Account priority (chain) [predefined, selectable]

- Account Comments [user defined]

- Current Obligated Amount: [User Input]

- To-Date Expenditures: [User Input]

- Probable Amount: [User Input]

- Construction Engineering Account Totals [calculated] for: Current Obligated Amount, To-Date Expenditures, and Probable Amount.

2.0 Design Module Requirements

The Design module assists Highway Engineers (Federal and Design Consultants) in the development of the engineer’s cost estimates for highway construction projects during project design phase. The eDelivery system shall produce documents that are incorporated into a solicitation package for the construction of highway projects. In the Design phase, the eDelivery system shall provide the capability to:

• Input and track general project information;

• Develop a list of the project pay items from a master pay item list;

• Develop unit price analysis for pay items using bid history and construction cost indices (CCI);

• Develop incentive items;

• Split bid quantities between multiple accounts;

• Develop a Summary of Quantities containing the pay items;

• Create an Engineer’s Estimate, independent government estimate (IGE), for the project;

• Pass information needed for the bid package to the Acquisition module defined below; and

• Provide a view that includes a selectable list of available Projects in the Design module.

High-Level Design Module Functions

Table 2.0 – High-Level Design Module Functions

Design Module High-Level Functions

Requirement ID Function Detail Importance

2.0.a Develop Independent Government Estimates (Engineer’s Estimates) for Construction Projects High

2.0.b Ability to use Bid History Data to develop Unit Prices High

2.0.c Ability to Create, Edit and Delete Multiple Schedules, Options, and Pay Item Alternates in a Project.

High

2.0.d Provide the ability to add a Supplemental Description to the project pay items.

High

2.0.e Ability to track engineer’s estimate cost by accounts.

(Pay Items are split into separate accounts by quantity or percent)

High

2.0.f Ability to develop required design reports (including report data exports) will be agreed to by the Government and the Contractor.

2.1 Managing Design Estimates

The eDelivery system Design Module shall create the Independent Government Estimate (IGE) also called the Engineer’s Estimate (EE) and supporting documents. A project typically has multiple estimates, one for each milestone. Each Milestone Estimate may be comprised of multiple Schedules/Options, each containing numerous pay items and incentives. The system shall be capable of managing several Milestone Estimates for each project across the three FLH Divisions. Navigation, filtering, creation, selection and editing of projects and Milestone Estimates within projects should be easy to use and intuitive. The FLH Division office should be one of the fields displayed in the all project list. The users should have the ability to limit the displayed projects to one, two or all divisions.

These Milestone Estimates will be prepared by the Designer at each of the milestone review stages during project development (e.g., 30% stage, 70% stage, 95%, stage, etc.). The final Milestone Estimate will be passed to the Acquisitions group for solicitation and procurement.

The Final Milestone estimate may need to be modified during the procurement process by a designer to add/delete or modify pay items as required by amendment according to Section 3.3.

Each Milestone Estimate must have the ability to contain multiple Schedules, Options, and Pay Item Alternates. We then submit reports generated (either electronic or hardcopies) at each milestone to project staff for review. See Section 2.6 below for Design Report requirements and SOW Exhibit No.1 for examples of Design Reports.

In this document, some information is labeled ‘not editable by users’; however, this information needs to be editable by designated system administrators.

Table 2.1 – System Requirements for Managing Design Estimates

Managing Design Estimates

Requirement ID Function Detail Importance

2.1.a Create, Edit and Delete Multiple Milestone Estimates (e.g., 30%, 70%, 95%, etc.) in a Project.

Medium

2.1.b Ability to Create, Edit and Delete Multiple Schedules, Options, and Pay Item Alternates within each Milestone Estimate in a Project.

High

2.1.c

Copy existing Milestone Estimates from one project into another project. The copy should include all schedules and options, including pay items, unit prices, quantities, account splits associated with the existing milestone estimate, as well as schedule and option information

Low

2.1.d

Copy existing Milestone Estimates to create a new Milestone Estimate within a project. The copy should include all schedules and options, including pay items, unit prices, quantities, account splits associated with the existing milestone estimate, as well as schedule and option information.

Medium

2.1.e Provide ability to prevent editing Milestone Estimates after the milestone estimate has been completed to preserve previous versions as needed.

Medium

2.1.f Transfer the final, completed Engineer’s Estimate data to the Acquisitions module. High

2.2 Schedule, Option, Pay Item Alternate Information/Data

The eDelivery system shall provide the ability to track information for each Schedule, Option, and Pay Item Alternative in accordance with the requirements below.

A Bid Schedule is a list of all pay items in the contract that is completed by prospective bidders with their offered prices for the highway project work described in the plans and specifications.

An Engineer’s Estimate may be comprised of single or multiple bid schedules. The purpose of offering multiple bid schedules is to provide the Government with maximum flexibility in completing the highway construction project within the available funding. The following Bid Schedules and Options are currently used:

Base Schedule: Soliciting a single Base Schedule bid or soliciting multiple Base Schedules plus one or multiple Options (i.e. additives). (For example, the Base Schedule is 6 miles long, but the Options include an additional parking lot, or bridge, or 2 additional miles of road work). You will award only one Base Schedule, plus possibly additional Option(s).

Options: These are considered possible additives to the Base Schedule. Options can be exercised/awarded no later than a specified number of days after the initial contract award (typically between 90 and 120 days).

Pay Item Alternate: Soliciting a single non-evaluated pay item that may be substituted in place of an evaluated like pay item if it is in the Government’s best interest. (For example, the pay item for Contractor Testing using a contractor-furnished lab may be substituted for the non-evaluated pay item for Contractor Testing using a government-furnished lab).

Table 2.2 – System Requirements for Schedule, Option and Pay Item Alternate Information/Data

Schedule, Option, and Pay Item Alternate Information/Data

Requirement ID Function Detail Importance

2.2.a Ability to differentiate between Schedule Options, and Pay Item Alternate High

2.2.b Ability to designate each Schedule, Option, and Pay Item Alternate with single letter Medium

2.2.c Ability to select, show and change standard Construction Types for each Schedule and Option (predefined, selectable) High

2.2.d Provide Description for each Schedule, Option, and Pay Item Alternate (user input) Medium

2.2.e Provide ability to enter Miles, Lane-miles, Trail miles for each Schedule and Option (user input) High

2.2.f

Provide the ability to enter and track GIS Data for each Schedule and Option (user input). At least one GIS data point is needed for each Schedule and Option (one field to enter Latitude and one field to enter Longitude) in addition to providing a remarks field.

Medium

2.2.g

Provide the ability to enter Bridge tracking data for multiple Bridges: Bridge name or Bridge No, Bridge Length, Bridge sqft. Also, ability to select Bridge Construction type (predefined, selectable)

2.3 Pay Items

The eDelivery system shall provide the ability to manage pay items for each Schedule, Option, and Pay Item Alternate within Milestone Estimates in accordance with this Section. The pay items will form the basis for the construction contract work items. This list will be used to generate the solicitation package that contractors will bid on and the subsequent progress estimates that will be used to pay the contractor during the performance of work. Each pay item for each milestone estimate will include the following information:

• Pay Item Number from Master List (not editable by users);

• Standard Pay Item Description from Master List (not editable by users);

• Pay Item Supplemental Description (optional, editable by users);

• Pay Unit (not editable by users);

• Material Incentive (Yes/No only). This is intended to indicate the pay items that are eligible for material incentives based on our Specifications;

• Quantity;

• Unit Price; and

• Remarks.

Temporary pay items will include the same information as standard pay items, but all information will be editable by the user.

Table 2.3 – System Requirements for Pay Items

Pay Items

Requirement ID Function Detail Importance

2.3.a

Ability to show, add and delete pay items to multiple Schedules, Options, and Pay item Alternates from a Master List based the Specification Book (FP) that has been assigned to the project.

High

2.3.b Ability to show that a pay item is eligible for a material incentive (as designated in the Master Pay Item List) High

2.3.c

Provide the ability to add a Supplemental Description to the project pay items. This supplemental description would not be added to the standard description for the pay items in the Master List. Supplemental Descriptions should be included in the Bid History.

High

2.3.d Ability to add, edit and delete quantities to each standard and temporary pay item within each Schedule, Option, and Pay Item Alternate.

High

2.3.e

Ability to add/create Temporary pay items. Temporary pay items will be clearly marked as temporary.

(Temporary pay item should not be added to the Master Pay Item List)

Low

2.3.f Ensure that a Milestone Estimate containing temporary pay items cannot be transferred to the Acquisitions module.

2.3.g Ability to designate specific pay items as a "Contract Quantity". High

2.3.h

Within a project, provide the ability to modify the default Bid Decimal for the quantities for each pay item within affecting the Master Pay Item list. (Default Bid Decimals are assigned in the Master Pay Item list. See Section 6.3)

Low

2.3.i

Ability to split Pay Items into multiple unique funding accounts by percentage of cost for LPSM and CTSM pay units, and by quantity for other pay units. See Section

1.6 for more information.

High

2.3.j Ability to split the quantities into Columns

(I.e. categories) for the Summary of Quantities Report.

See Sections 2.6.2

High

2.3.k Ability to add Column Headings

(I.e. categories) for the Summary of Quantities Report.

See Sections 2.6.2

High

2.3.l Provide the ability to add Summary of Quantity Remarks for each pay item (user defined). High

2.3.m Provide unique line items numbers for each pay item in each Schedule/Option. High

2.2.n Provide for the unique line item number to begin with the Schedule/Option Letter Low

2.3.o Allow the use of multiple, duplicate pay items if necessary within any schedule or option. High

2.3.p Provide user friendly interface to enter the above data, similar to a spreadsheet Low

2.4 Unit Prices

The eDelivery system shall allow the Designer to develop unit prices for each pay item based on bid history during project development. For initial implementation, bid history data will be provided for one Master List (specification book) of Pay Items. The initial Bid History Database will be provided to upload into the system. See Section 7.14 for information on legacy data to be imported.

Table 2.4 – System Requirements for Bid History/Unit Price Analysis

Bid History/Unit Price Analysis

Requirement ID Function Detail Importance

2.4.a

Provide an explanation of the bid history statistical analysis that your system can provide. Explain what statistical information will be available to the designer based on the bid history data available on FLH projects and explain any flexibility provided to develop the unit price. Provide a workflow describing the unit price analysis process that will be utilized by the designer to evaluate historical bid prices in accordance with the requirements below.

Identify the information that will be available to the designer and the steps the designer will take to identify the projects for analysis, select appropriate data, and identify the estimated unit price.

2.4.b Provide explanation for how bid history is handled between different Specification Books. High

2.4.c

Provide a method of bid history analysis that includes the use of filters to select a group of projects to analyze historical unit prices. Required filters include: State, Pay Item Number, Pay Item Description, Pay Item Supplemental Description, Partner Agency, Schedule/Option/Pay Item Alternate Letter, Project Number, Award Date, Pay Unit, Quantity, Specification Book, Construction Type, Density, and Terrain.

2.4.d Provide the ability to save the filter settings for use on the entire project. High

2.4.e

Provide a method to use different filters for an individual pay item. This may be need if the project filters do not find enough bid history to develop an acceptable price for the pay item.

High

2.4.f Use selected filters to calculate unit price analysis. High

2.4.g Provide the ability to exclude outlier unit prices from the analysis High

2.4.h Provide a method to select the individual bid history prices to use to develop the unit price based on the results of the filters in the analysis above.

Low

2.4.i

Provide a method to Inflate Unit Prices for each pay item based on multiple Construction Cost Indices. See Section

6.4 for additional information/requirements for unit price analysis.

High

2.4.j

Provide the ability to generate formatted reports for Bid History Unit Price Analysis (BHUPA) or propose for consideration another way to show the specific selected or used bid data that the unit price is derived from and store this data. See SOW Exhibit No. 1 for example reports.

High

2.4.k

Ability to upload electronic files (spreadsheets, word processing documents, etc.) associated with unit price calculation for each pay item if the bid history method was not used to calculate the estimated unit price.

2.5 Incentives

Federal Lands Highway will potentially pay two types of incentives on our Construction projects; material incentives and non-material incentives. Material incentives are included in the project if a specific pay item is used (e.g., using a FP-14 Section 401 asphalt pay item may allow the payment of material incentives, but a FP-14 Section 403 asphalt pay item won’t) and are based on the costs for the materials or on the project length in the case of roughness pavement incentive. Non-material incentives are non-bid items such as partnering, asphalt/fuel escalation, or other performance incentives. Before Contractor bidding, Federal Lands Highway will calculate all incentives outside of the proposed system.

Therefore, it is only necessary in the Design module to be able to enter dollar amounts for each incentive. The eDelivery system shall meet the following requirements for incentives.

Table 2.5 – System Requirements for Incentives Incentives

Requirement ID Function Detail Importance

2.5.a

Ability to add, edit and show multiple specific pay item material incentives for each milestone estimate’s schedules, options, and pay item alternates. (Pre-defined material incentive type, user defined dollar amount, such as potential total dollar amount of 401 Asphalt Material Quality Incentive).

High

2.5.b Automatically generate the appropriate material incentive-based on the pay item material incentive designation. Low

2.5.c

Ability to add, edit and show multiple individual project non-material incentives for each milestone estimate’s schedules, options, and pay item alternate (user defined dollar amount such as pavement roughness, partnering, etc.).

High

2.5.d Ability to include the costs of all incentives in the overall project total cost for each milestone estimate schedule, option, and pay item alternate.

High

2.5.e Ability to split the cost of each individual incentives into separate, multiple unique funding accounts by dollar amount for each milestone estimate.

High

2.6 Design Reports

2.6.1 Engineer’s Estimate Report

Federal Lands Highway will submit an Engineer’s Estimate Report for each milestone review to our internal staff and potentially our partners for review. An example is provided in SOW Exhibit No. 1. The eDelivery system shall meet the following requirements for engineer estimate reports.

Table 2.6.1 – System Requirements for Engineer’s Estimate Report

Design Engineer’s Estimate Reports

Requirement ID Function Detail Importance

2.6.1 Provide Engineer’s Estimate Report for all Schedules, Options, and Pay Item Alternates, including the following

At a minimum, show the following Project Information:

Project Name, Project Number, Schedule/Option/Pay Item Alternate designation, Schedule/Option Letter, Schedule Description, State, County, Federal Location, Partner Project Number, Construction Type and Project Milestone.

- Show list of pay items designated as “Contract Quantity” for each Schedule/Option/Pay Item Alternate

- Show total estimated construction cost for each Schedule/Option/Pay Item Alternate.

For each Schedule/Option/Pay Item Alternate, show the total cost for each funding account.

- Show total of pay items for each Schedule/Option/Pay Item Alternate.

- Show individual pay item material incentives for each

- Show individual non-material incentives for each

Show Pay Item List with all line item numbers, pay item numbers, descriptions (including supplemental description, if applicable), quantities, unit prices, total extended dollar amount for each pay item, and account splits, if applicable, for each Schedule/Option/Pay item Alternate. If more than one account is used, provide the account split in the pay item list. The account split in the pay item list will consist of showing the quantity or percentage of each pay item that is allocated to each account and the dollar amount allocated to each account.

- Provide the Report Title, Report Date and page numbers

- Provide this report in PDF format, at a minimum.

2.6.2 Summary of Quantities Report

Federal Lands Highway includes a Summary of Quantities sheet in the Plan Set for all of our projects. The eDelivery system shall be capable of producing the Summary of Quantities Report, including all Schedules, Options, and Pay Item Alternates. Examples are provided in SOW Exhibit No. 1. The eDelivery system shall meet the following requirements for summary of quantities reports.

Table 2.6.2 – System Requirements for Summary of Quantities Report

Design Summary of Quantity Reports Requirement

ID Function Detail Importance

2.6.2 Provide a Summary of Quantities Report for all Schedules, Options, and Pay Item Alternates, including the following: High

- Show line item number

- Show pay item number.

- Show pay item description, including supplemental description, if applicable.

- Show pay item unit.

2.6.3 Unit Price Analysis Report

Unit Price Analysis reports document the decision-making process for determining the estimated unit prices in the IGE. This information is used during bidding to verify that the bid prices are fair and reasonable. An example of this report can be found in SOW Exhibit No. 1.

The eDelivery system shall meet the following requirements for unit price analysis report.

Table 2.6.3 – System Requirements for Unit Price Analysis Report

Design Unit Price Analysis Reports

Requirement ID Function Detail Importance

2.6.3 Provide a Design Unit Price Analysis Report, including the following information: High

- Show the Project Name and Number that the estimated unit price will be used for.

- Show the project milestone.

- Show the pay item number.

- Show pay item description, including supplemental description, if applicable.

- Show pay item unit.

- Show total bid quantity.

- Show the estimated unit price used for the pay item.

- Show the extended total bid item price based on the selected unit price(s) used.

Show the filters used to search unit price bid history database. The filters will include the following: Pay Item Number, Quantities, Award Dates, States, FP Version (Spec Book), Project Name/Number, Construction Type, Terrain and Density.

Show the filtered bid history information that was selected by the user to determine the estimated unit price. For this filtered bid history, show the following:

Project Name, Number and Schedule/Option, Award Date of Project, State, Pay Item Number, Pay Item Description (including supplemental description), Inflation factor used, Quantity, the bid prices used as the basis for the developed unit price , the inflated bid price based on the inflation factor, the total dollar amount for that bid item, the Total Dollar Amount of the

- Show pay item bid quantity broken-out into Columns as previously assigned and total bid quantity

- Show remarks for each pay item.

If a pay item is designated as a contract quantity, the term “contract quantity” will be shown next to the contract quantity pay item to designate it as such.

- Provide the Report Title, Report Date and page numbers

- Provide, at a minimum, comma delimited text, Microsoft Excel and PDF file output with all the above information.

Schedule/Option, the Construction Type, the Terrain, and the Density

Calculate and show statistical information (e.g., average, mean, standard deviation, at a minimum) from the filtered list of projects.

- Provide the Report Title, Report Date and page numbers.

3.0 Acquisition Module

The Acquisitions module will collect and validate bid prices, identify bidder ranking, and produce pertinent documents required for award of the roadway construction contract. After a highway contractor is selected, pertinent data continues with the system. In the Acquisition phase, the system will provide the capability to:

• Create bid schedules;

• Update the IGE and bid schedules to reflect Amendments;

• Provide electronic bidding (eBidding) services;

• Collect and validate bid prices;

• Identify bidder ranking;

• Create the bid tabulation and obligation tabulation reports;

• Save the bid information to the historical bid price database; and

• Pass information needed to administer the construction project to the Construction module defined below.

High-Level Acquisition Module Functions

Table 3.0 –High-Level Acquisition Module Functions

Acquisition Project Information

Requirement ID Function Detail Importance

3.0.a Ability to create bid schedules High

3.0.b Ability to create bid Amendments High

3.0.c Provide a usable, secure eBidding submodule High

3.0.d Ability to transfer a project from the Acquisition Module to the Construction Module

High

3.5.e No cost for a company to submit a bid for a FHWA project High will be agreed to by the Government and the Contractor.

3.1 Project Information

The eDelivery system shall provide the ability to add acquisition related project information to previously entered information. For example, the following project information are examples of the information that would be needed as part of the acquisition module: 1) Solicitation number with a alpha numeric designator (example DTFH7017B00009) assigned to the package; 2) Solicitation Procedures on how the project is going out to bid (e.g., Sealed Bid, Negotiated, Design Build, etc.); and 3) Competition information indicates who is able to submit a bid/offer for a project. For Example, Full and Open Competition, Small Business Set Aside, Woman Owned Small Business Set Aside, etc. The construction management system shall meet the following requirements for acquisition project information.

Table 3.1 – System Requirements for Acquisition Project Information

Acquisition Project Information

Requirement ID Function Detail Importance

3.1.a Ability to enter solicitation number (user input) High

3.1.b

Ability to indicate public and private. If status marked as private, then “Source Selection Information – See FAR 2.101 and 3.104” shall be on all generated documents and access restricted from users in other modules until promoted to construction (predefined, selectable list).

High

231.c Provide ability to indicate solicitation procedure (predefined, selectable list). Low

3.1.d Provide ability to indicate competition information (predefined, selectable list). Low

3.1.e Ability to change project name and number limited by access/role (User Input). Medium

3.2 Solicitation Preparation

The eDelivery system shall provide the ability to develop, format and output the bid schedule for the solicitation document. Additional contextual information regarding solicitation preparation system requirements is provided below:

- Bid Schedule. Used by contractors to submit prices. “Cost (A) plus time (B) (A+B)” bidding refers to the ability to evaluate contractors bids utilizing the sum of two pieces of information; 1) “Cost (A)” refers to the total Contractor’s bid price based on the items of work, and 2) “Time (B)” refers to a cost component associated with time, or the duration of Construction. A dollar value is assigned to each calendar day of construction prior to solicitation. The Contractor then provides in their bid a number of days for construction. The cost per day is then multiplied by the number of days bid by the Contractor to arrive at a total cost. This total cost is added to the total cost of the bid items. The Contractors are then evaluated on the sum total of the bid items (“A”) plus the cost component associated with time (“B”).

- Bid Opening Disclosure of Engineer’s Estimate (BODEE). After the time set for Bid Opening has occurred, this document can be distributed to attendees at a Bid Opening.

It includes the Government Estimate and spaces for attendees to write bid prices of contractors.

The eDelivery system shall meet the following requirements for acquisition solicitation preparation.

Table 3.2 – System Requirements for Solicitation Preparation

Solicitation Preparation

Requirement ID Function Detail Importance

3.2.a Ability to indicate Cost Plus Time (A+B) bidding and calendar day notes (predefined, selectable list/User Input)

Medium

3.2.b Ability to generate bid schedules that indicate schedule type (See SOW Exhibit No. 1 for example) High

3.2.c Ability to change bid schedule type (predefined, selectable list) High

3.2.d

Ability to create multiple bid schedule groupings for each project (e.g., provide different combinations of schedules and options, each with or without Cost plus time bidding) (predefined, selectable list)

High

3.2.e Ability to manage Cost plus Time Bidding (automatically provided on bid schedule, calculate total cost based on bid) (User Input)

Medium

3.2.f Ability to manually enter calendar day cost to support the calculation of the total contract amount under Cost plus time bidding (User Input).

Medium

3.2.g Ability to generate BODEE (See SOW Exhibit No. 1 for example) Low

3.3 Amendments

The eDelivery system shall provide the ability to amend project data transferred from design.

If it becomes necessary to make changes in quantity, specifications, delivery schedules, opening dates, etc., or to correct a defective or ambiguous specification, such changes are accomplished by amendments. The system shall track, allow for edits to previously transferred information and carry forward amendment information on future documents. There are two types of amendments:

1) Administrative amendments do not affect any of the pay items. This can be a change to specifications, schedule, bid opening/due dates, etc.

2) Pay item amendments which directly affect one of more pay items. Pay items may be modified, added, or deleted.

Most projects require a combination of both types of amendments prior to bid opening/proposal due date. The eDelivery system shall meet the following requirements for acquisition amendments.

Table 3.3 – System Requirements for Amendments

Amendments

ID Function Detail Importance

3.3.a Ability to add multiple administrative and pay item Amendments for each project (User Input). High

3.3.b Ability to track multiple Amendments High

3.3.c

Ability to change pay items due to Amendments (all functionality that Design has – entering/editing quantities, pay items addition, etc., with the exception of adding temporary pay items)

High

3.3.d

Ability to track Amendment changes on all design reports and future documents at the individual pay item level (bid schedule, BODEE, Bid Tabulations, Obligation Tabulations, Awarded Bid Schedule, etc.)

3.4 eBidding

The eDelivery system shall provide the ability to conduct electronic bidding (eBidding), and provide access for contractor’s to electronically prepare and submit bids and the ability to enter bid information from paper bids. The system shall also provide for electronic signatures and bid confidentially and security. The eDelivery system shall meet the following requirements for eBidding.

Table 2.4 -- System Requirements for eBidding eBidding

Requirement ID Function Detail Importance

3.4.a

Ability to collect Contractor Information including:

Contractor name, Contractor address, Contractor phone, Contractor e-mail, Contractor DUNS number (User Input).

High

3.4.b

Ability for contractor to enter bid information including:

unit bid price for each pay item, calculate the bid for each pay item for electronic bids enter the, provide the ability for the contractor to provide a bid total for each item for paper bids, and calculate the total bid amount for each schedule & option, as well as totals for bid schedule grouping (User Input).

High

3.4.c For Cost Plus Time bidding ability to enter bidder days for time and calculate total of days times administrative fee (User Input).

High

3.4.d Ability to ensure confidentially of the contractor’s bid. High

3.4.e Ability to handle alternative and innovative contracting methods. High

3.4.f Ability to post messages and notices to bidders. Low

3.4.g Denies bidder’s access to bids after bid opening time. High

3.4.h Allow bidders to modify or withdraw bid before bid opening time. High

3.4.i Time and date stamp all submissions. High

3.4.j Provide secure electronic signatures. High

3.4.k Provide verification that bidders have received an amendment. Low

3.4.l Ability to cancel or change bid opening time. High

3.4.m Ability to control who can bid on a project. High

3.4.n Ability to receive bid bonds. High

3.5 eBidding – Contractor Bid Submittals

The number of unique bidders is expected to be between 200 to 300 bidders. Each bidder may bid on one or multiple projects per year. If the proposed system includes the ability for subcontractors to submit bids to the prime contractor, the number of unique bidders will be higher.

3.6 Bid Proposal Evaluation

The eDelivery system shall provide a method for evaluating project bids. Additional contextual information regarding bid proposal evaluation is provided below:

- Bid Error Report: A report that indicates unit price/extension errors as well as submitted total/calculated errors.

- Bid Tabulation: A tabulation of all bid prices submitted by all contractors for all items and schedules.

- Bid Price Analysis: The Bid Analysis compares bidder with IGE and/or other contractor prices within the current project, and ability to compare bidder prices to past projects.

The eDelivery system shall meet the following requirements for bid proposal evaluations.

Table 2.6 – System Requirements for Bid/Proposal Evaluation Bid/Proposal Evaluation

Requirement ID Function Detail Importance

3.6.a Ability to indicate responsiveness of bidder (predefined, selectable list). Low

3.6.b Ability to capture bid date, location and the name of the bid opening officer (User Input). Medium

3.6.c Ability to indicate Bid Guarantee type (predefined, selectable list). Low

3.6.d Ability to provide Bid Price Analysis. High

3.6.e Ability to generate Bid Tabulation Report (See SOW Exhibit No.

1 for example). High

3.7 Pre-Award

The eDelivery system shall provide a method to compute accounting information, generate Obligation Tabulation Report and complete pre-award tasks. Additional contextual information regarding pre-award system requirements is provided below:

- Obligation Tabulation: This document shows (on a schedule basis) the contract amount (sum of bid prices) plus incentives, economic price adjustment contingency, partnering contingency, etc., all of which must be obligated at time of award.

- Awarded Bid Schedule: The awarded bid schedule is similar to the solicitation version bid schedule, but has specific contract data included, adding the successful contractor’s information: Unit Bid Price for each item, calculated amount bid for each item, Contractor name and the total bid amount.

The eDelivery system shall meet the following requirements for pre-award functionality.

Table 3.7 – System Requirements for Pre-Award

3.8 Award

The eDelivery system shall provide the ability to enter Contract award information, send data to bid history and transfer the project to construction. Additional contextual information regarding award system requirements is provided below:

- Contract number is an alpha numeric designator (example DTFH7017C00015) assigned to the contract award.

Pre Award

Requirement ID Function Detail Importance

3.7.a Ability to select Bidder/Offeror for award (selectable list) High

3.7.b

Ability to enter and show multiple specific pay item material incentives for each schedule/option. (Pre-defined material incentive type, user defined dollar amount, such as potential total dollar amount of 401 Asphalt Material Quality Incentive based on our SCR's) (User Input).

High

3.7.c Ability to enter total project incentive amount (User Input) High

3.7.d Ability to create Obligation Tabulation with selected contractor total cost, incentives and account splits (See SOW Exhibit No. 1 for example)

High

3.7.e Ability to add new account numbers (User Input) High

3.7.f Ability to indicate immediately awarded Schedules/Options and possible Options to be awarded later (selectable list)

High

3.7.g Ability to input obligated amounts for award for each account (User Input) High

3.7.h Ability to input awarded project length (User Input) Low

3.7.i Ability to create Awarded Bid Schedule (See SOW Exhibit No. 1 for example) High

- Task Order number is an alpha numeric designator (example 6982AF21F000001) assigned to the award of a task order awarded off of an Indefinite Delivery Indefinite Quantity Contract.

The eDelivery system shall meet the following requirements for award functionality.

Table 3.8 – System Requirements for Award Award

Requirement ID Function Detail Importance

3.8.a Ability to enter contract and task order numbers (User Input) High

3.8.b Ability to enter award date (User Input) Low

3.8.c Ability to send bid data to bid history High

3.8.d Ability to transfer project to construction High

3.8.e Ability to also transfer Options not initially awarded to Construction, so that Construction may easily add them to the Contract via a Modification

High

3.9 Acquisitions Reports

The eDelivery system shall provide the following acquisition reports:

• Bid Schedule report

• Bid Opening Disclosure of Engineers Estimate (BODEE) Report

• Bid tabulation report

• Obligation tabulation report

• Awarded Bid Schedule

Example reports are provided in the SOW Exhibit No. 1 requirements for each of these reports is provided in the following sub-sections.

3.9.1 Bid Schedule Report

The eDelivery system shall meet the following requirements for bid schedule reporting.

Table 3.9.1 – Bid Schedule Reporting

Bid Schedule Report

Requirement ID Function Detail Importance

3.9.1 Ability to create a Bid Schedule Report (see SOW

Exhibit No. 1), including the following: Low

- Show user defined page number

- Show user defined bid schedule text

- Show Contract Quantity Pay Items

- Show for each Item: line Item Number

- Show for each Item: Pay Item Number

- Show for each Item: Description, including Supplemental Description

- Show for each Item: Quantity

- Show for each Item: Unit of measurement

Show for each Item: blank line to enter Unit Price. For Lump Sum Items the report shall display the abbreviation “LPSM” in unit price. For Contingent Sum Items the report shall display the abbreviation “CTSM” in unit price. For “Fixed Hour” items the report shall display the engineer’s estimate’s unit price and calculated total for that item

- Show for each item blank line to enter Amount

- Show blank line to enter Submitted by:

- Show blank line to enter Schedule Total

Show Bid Schedule Summary for cost plus time with a blank area for Bid Total, blank area for Number of Calendar Days. User defined Administrative Cost, blank area for amount Bid, blank area for Total cost and Submitted By:

Show Bid Schedule Summary for multiple schedule/option projects with a blank area for Bid Total for each schedule, blank area for Total cost and Submitted By:

- Indicate amended items by amendment number if applicable

- Strike-through any deleted items

3.9.2 Bid Opening Disclosure of Engineers Estimate (BODEE)

Report

The eDelivery system shall meet the following requirements for Bid Opening Disclosure of Engineers Estimate (BODEE) reporting.

Table 3.9.2 – System Requirements for BODEE Reporting

BODEE

Requirement ID Function Detail Importance

3.9.2 Ability to create a BODEE Report (see SOW Exhibit No.

1) Low

- Show title of Report

- Show date Report was run

- Show project number and name

- Show Page number

Show column for Contractor and Total Bid. For Cost plus Time show column for Cost (Part A), Administrative Cost (Part B) and Total. For multiple bid schedule groupings show column for each bid schedule.

Show multiple empty lines under each column.

Show for each schedule, Line Item Number, Pay Item Number, Description, Quantity, Unit of measurement, Unit Price and Amount of the government’s estimate for each item.

3.9.3 Bid Tabulation Report

The eDelivery system shall meet the following requirements for Bid Tabulation reporting.

Table 3.9.3 -- System Requirements for Bid Tabulation Reporting

Bid Tabulation Report

Requirement ID Function Detail Importance

3.9.3 Ability to create a Bid Tabulation Report (see SOW

Exhibit No. 1 for example ) High

- Show title of Report

- Show date Report was run

- Show project number and name

- Show county

- Show state

- Show bid opening officer

- Show bid opening date

- Show bid opening location

- Show signature block with lines for name, title and date

- Show engineers estimate

- Show listing of all contractor names, address and total amount bid on first page

Show for each item, Line Item Number, Pay Item Number, Description, Quantity, Unit of measurement, Unit Price and Amount…