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High-Level Requirements Request for Proposal No. 693JJ321R000013 Attachment 3.7 - Live Demonstration of eDelivery Requirements Evaluation Factor 2 - eDelivery System Requirements
Attachment 3.1 Requirements Reference System Requirements
| 1. Overall System Requirements |
| 1.0.a | Ability for each module to communicate with each other without a manual import/export of data |
| 1.0.b | Ability to do a project in either US Customary units or metric units |
| 1.0.c | Ability to have multiple, active Specification Books within the system. |
| 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 |
| 2. Design Module |
| 2.0.a | Develop Independent Government Estimates (Engineer’s Estimates) for Construction Projects |
| 2.0.b | Ability to use Bid History Data to develop Unit Prices |
| 2.0.c | Ability to Create, Edit and Delete Multiple Schedules, Options, and Pay Item Alternates in a Project. |
| 2.0.d | Provide the ability to add a Supplemental Description to the project pay items. |
| 2.0.e | Ability to track engineer’s estimate cost by accounts. (Pay Items are split into separate accounts by quantity or percent) |
| 2.0.f | Ability to develop required design reports (including report data exports) |
| 3. Acquisition Module |
| 3.0.a | Ability to create bid schedules |
| 3.0.b | Ability to create bid Amendments |
| 3.0.c | Provide a usable, secure eBidding submodule |
| 3.0.d | Ability to transfer a project from the Acquisition Module to the Construction Module |
| 3.5.e | No cost for a company to submit a bid for a FHWA project |
| 4. Construction Module |
| 4.0.a | Ability for the Construction Contractors to access projects |
| 4.0.b | Ability to track progress payment through the construction project |
| 4.0.c | Ability to track and manage accounting information |
| 4.0.d | Ability to create construction reports |
| 4.0.e | Ability access the project on a mobile device |
| 4.0.f | Ability to work offline |
| 5. System Administration & Reporting |
| 6.a | Provide User and Role Management including the abilities for the administrative users to create and customize the roles |
| 6.b | The system must support a master pay item list of items from the Federal Specification book |
| 6.c | The system must be able to support pay item list from multiple Specification books (i.e. FP14, FP22, etc.) |
| 6.d | Provide the ability for the users to create and save standard and ad-hoc queries |
| 6. System IT Requirements |
| 7.a | Provide details on two-factor authentication that will be used on the web-based part of the system for non-Government users |
| 7.b | The system work with at least the web browsers from Google, Microsoft, Apple, and Firefox |
| 7.c | The system provides a mobile offline option that works on at least Apple iOS |
| 7.d | Provide both a Production and Test/Sandbox instance of the system (two separate instances with two separate databases) |
| 7.e | The system is hosted in a FedRAMP approved cloud |
| 7.f | Ability to import legacy data |
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&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 1 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. Module Interoperability |
| 1.1.a | Provide Design, Acquisitions, Construction, and Document Management Modules |
| 1.1.b | Ability for each module to communicate with each other without a manual import/export of data |
| 1.1.c | Ability to manage module access based on status (e.g., if a project is in Acquisitions, then Design is inactive) |
| 2. Add/Create New Projects and Search for Existing Project |
| 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. |
| 1.2.b | Ability to add new projects and enter Project information noted below. |
| 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.] |
| 3. Track General Project Information |
| 1.3.a | All General Project Information shall be viewable to Design, Acquisition, and Construction |
| 1.3.b | Track all General Project information |
| 4. Units (US or Metric) |
| 1.4 | Ability to do a project in either US Customary units or metric units. See also Master Pay Item list (Section 6.3) |
| 5. Select Specification Book |
| 1.5.a | Ability to have multiple, active Specification Books within the system |
| 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. |
| 6. General Account Requirements |
| 1.6.1.a | Ability to add multiple unique construction accounts to the Project during any project phase. [user input] |
| 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) |
| 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) |
| 1.6.1.d | Ability to Chain Account Numbers during any project phase (i.e. prioritize accounts) |
| 1.6.1.e | Ability to have multiple, separate account chains in a project |
| 1.6.1.f | Ability to Override the calculated Current Approved (payment) Amount with a user entered payment amount for each Construction account |
| 1.6.1.g | Ability to add multiple unique construction engineering accounts to the project during the construction phase [user input] |
| 7. Design & Acquisition modules – Account Data Tracked for Each CONSTRUCTION ACCOUNT |
| 1.6.2 | In Design and Acquisition Modules track the following data for each Construction Account - see Attachment 3.1, Section 1.6.2 |
| 8. Construction module – ADDITIONAL Account Data Tracked for Each CONSTRUCTION ACCOUNT |
| 1.6.3.a | Original Obligated Amount: [User input, prior to contract award]. Includes both Bid Items and Incentives at award. |
| 1.6.3.b | Current Obligated Amount: [Calculated]. Includes Original Obligated Amount + any obligations/deobligations from signed Contract Modifications. |
| 1.6.3.c | Previous Paid Expenditures: [Calculated]. |
| 1.6.3.d | Current Approved Amount: [Calculated]. |
| 1.6.3.e | Current Payment: [Calculated OR User input if Account Override marked as Yes] * |
| 1.6.3.f | Ability to Override the calculated Current Approved Amount: [User Input: Yes or No]* |
| 1.6.3.g | * If Override is designated as Yes, allow the user to enter a payment amount (that overrides the calculated amount) |
| 1.6.3.h | To-Date Expenditures: [Calculated] |
| 1.6.3.i | Probable Amount: [Calculated] |
| 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 |
| 9. Construction module – Account Data Tracked for Each CONSTRUCTION ENGINEERING ACCOUNT |
| 1.6.4 | In the Construction Module, track the following account data for Each CONSTRUCTION ENGINEERING ACCOUNT (see Attachment 3.1, Section 1.6.4) |
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&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 2 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. Managing Design Estimates |
| 2.1.a | Create, Edit and Delete Multiple Milestone Estimates (e.g., 30%, 70%, 95%, etc.) in a Project. |
| 2.1.b | Ability to Create, Edit and Delete Multiple Schedules, Options, and Pay Item Alternates within each Milestone Estimate in a Project. |
| 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 |
| 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. |
| 2.1.e | Provide ability to prevent editing Milestone Estimates after the milestone estimate has been completed to preserve previous versions as needed. |
| 2.1.f | Transfer the final, completed Engineer’s Estimate data to the Acquisitions module. |
| 2. Schedule, Option, and Pay Item Alternate Information/Data |
| 2.2.a | Ability to differentiate between Schedule Options, and Pay Item Alternate |
| 2.2.b | Ability to designate each Schedule, Option, and Pay Item Alternate with single letter |
| 2.2.c | Ability to select, show and change standard Construction Types for each Schedule and Option (predefined, selectable) |
| 2.2.d | Provide Description for each Schedule, Option, and Pay Item Alternate (user input) |
| 2.2.e | Provide ability to enter Miles, Lane-miles, Trail miles for each Schedule and Option (user input) |
| 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. |
| 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) |
| 3. Pay Items |
| 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. |
| 2.3.b | Ability to show that a pay item is eligible for a material incentive (as designated in the Master Pay Item List) |
| 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. |
| 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. |
| 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) |
| 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". |
| 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) |
| 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. |
| 2.3.j | Ability to split the quantities into Columns (I.e. categories) for the Summary of Quantities Report. See Sections 2.6.2 |
| 2.3.k | Ability to add Column Headings (I.e. categories) for the Summary of Quantities Report. See Sections 2.6.2 |
| 2.3.l | Provide the ability to add Summary of Quantity Remarks for each pay item (user defined). |
| 2.3.m | Provide unique line items numbers for each pay item in each Schedule/Option. |
| 2.2.n | Provide for the unique line item number to begin with the Schedule/Option Letter |
| 2.3.o | Allow the use of multiple, duplicate pay items if necessary within any schedule or option. |
| 2.3.p | Provide user friendly interface to enter the above data, similar to a spreadsheet |
| 4. Bid History/Unit Price Analysis |
| 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. |
| 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. |
| 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. |
| 2.4.f | Use selected filters to calculate unit price analysis. |
| 2.4.g | Provide the ability to exclude outlier unit prices from the analysis |
| 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. |
| 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. |
| 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. |
| 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. |
| 5. Incentives |
| 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). |
| 2.5.b | Automatically generate the appropriate material incentive-based on the pay item material incentive designation. |
| 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.). |
| 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. |
| 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. |
| 6. Design Engineer's Estimate Reports |
| 2.6.1 | Provide Engineer’s Estimate Report for all Schedules, Options, and Pay Item Alternates, including the following information - See Attachment 3.1, Section 2.6.1) |
| 7. Design Summary of Quantity Reports |
| 2.6.2 | Provide a Summary of Quantities Report for all Schedules, Options, and Pay Item Alternates, including the following - See Attachment 3.1, Section 2.6.2) |
| 8. Design Unit Price Analysis Reports |
| 2.6.3 | Provide a Design Unit Price Analysis Report, including the following information - See Attachment 3.1, Section 2.6.3) |
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&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 3 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. Acquisition Project Information |
| 3.1.a | Ability to enter solicitation number (user input) |
| 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). |
| 231.c | Provide ability to indicate solicitation procedure (predefined, selectable list). |
| 3.1.d | Provide ability to indicate competition information (predefined, selectable list). |
| 3.1.e | Ability to change project name and number limited by access/role (User Input). |
| 2. Solicitation Preparation |
| 3.2.a | Ability to indicate Cost Plus Time (A+B) bidding and calendar day notes (predefined, selectable list/User Input) |
| 3.2.b | Ability to generate bid schedules that indicate schedule type (See SOW Exhibit No. 1 for example) |
| 3.2.c | Ability to change bid schedule type (predefined, selectable list) |
| 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) |
| 3.2.e | Ability to manage Cost plus Time Bidding (automatically provided on bid schedule, calculate total cost based on bid) (User Input) |
| 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). |
| 3.2.g | Ability to generate BODEE (See SOW Exhibit No. 1 for example) |
| 3. Amendments |
| 3.3.a | Ability to add multiple administrative and pay item Amendments for each project (User Input). |
| 3.3.b | Ability to track multiple Amendments |
| 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) |
| 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.) |
| 4. eBidding |
| 3.4.a | Ability to collect Contractor Information including: Contractor name, Contractor address, Contractor phone, Contractor e-mail, Contractor DUNS number (User Input). |
| 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). |
| 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). |
| 3.4.d | Ability to ensure confidentially of the contractor’s bid. |
| 3.4.e | Ability to handle alternative and innovative contracting methods. |
| 3.4.f | Ability to post messages and notices to bidders. |
| 3.4.g | Denies bidder’s access to bids after bid opening time. |
| 3.4.h | Allow bidders to modify or withdraw bid before bid opening time. |
| 3.4.i | Time and date stamp all submissions. |
| 3.4.j | Provide secure electronic signatures. |
| 3.4.k | Provide verification that bidders have received an amendment. |
| 3.4.l | Ability to cancel or change bid opening time. |
| 3.4.m | Ability to control who can bid on a project. |
| 3.4.n | Ability to receive bid bonds. |
| 5. Bid/Proposal Evaluation |
| 3.6.a | Ability to indicate responsiveness of bidder (predefined, selectable list). |
| 3.6.b | Ability to capture bid date, location and the name of the bid opening officer (User Input). |
| 3.6.c | Ability to indicate Bid Guarantee type (predefined, selectable list). |
| 3.6.d | Ability to provide Bid Price Analysis. |
| 3.6.e | Ability to generate Bid Tabulation Report (See SOW Exhibit No. 1 for example). |
| 6. Pre-Award |
| 3.7.a | Ability to select Bidder/Offeror for award (selectable list) |
| 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). |
| 3.7.c | Ability to enter total project incentive amount (User Input) |
| 3.7.d | Ability to create Obligation Tabulation with selected contractor total cost, incentives and account splits (See SOW Exhibit No. 1 for example) |
| 3.7.e | Ability to add new account numbers (User Input) |
| 3.7.f | Ability to indicate immediately awarded Schedules/Options and possible Options to be awarded later (selectable list) |
| 3.7.g | Ability to input obligated amounts for award for each account (User Input) |
| 3.7.h | Ability to input awarded project length (User Input) |
| 3.7.i | Ability to create Awarded Bid Schedule (See SOW Exhibit No. 1 for example) |
| 7. Award |
| 3.8.a | Ability to enter contract and task order numbers (User Input) |
| 3.8.b | Ability to enter award date (User Input) |
| 3.8.c | Ability to send bid data to bid history |
| 3.8.d | Ability to transfer project to construction |
| 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 |
| 8. Bid Schedule Report |
| 3.9.1 | Ability to create a Bid Schedule Report (see Attachment 3.1, Section 3.9.1, and SOW Exhibit No. 1 for an example) |
| 9. BODEE |
| 3.9.2 | Ability to create a BODEE Report (see SOW Exhibit No. 1) |
| 10. Bid Tabulation Report |
| 3.9.3 | Ability to create a Bid Tabulation Report (see SOW Exhibit No. 1 for example ) |
| 11. Obligation Tabulation Report |
| 3.9.4 | Ability to create an Obligation Tabulation Report (see SOW Exhibit No. 1) |
| 12. Awarded Bid Schedule |
| 3.9.5 | Ability to create an Awarded Bid Schedule (see SOW Exhibit No. 1) |
| 13. Innovative Contracting |
| 3.1 | Provide system flexibility to accommodate the above innovative contracting methods. Describe how your system can accommodate these innovative contracting methods. |
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&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 4 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. Project Information in Construction |
| 4.1 | Track the following information in construction project information - See Attachment 3.1, Section 4.1 |
| 2. Subcontractor Information |
| 4.1.2.a | Enter, edit and show multiple subcontractor information (name, address, business type [SBA, WOB, VOB, from picklist], contact person, contact emails, contact phone numbers) |
| 4.1.2.b | Select and show work items and project pay items associated (predefined, selectable) with subcontractor |
| 4.1.2.c | Enter, edit and show original and final subcontractor award amount (both user input) as well as award date |
| 4.1.2.d | Ability to indicate if required forms have been submitted (SF1413, SF1413s, and SF1775) |
| 4.1.2.e | Ability to attach documents (e.g., SF1413, SF1413s, and SF1775) |
| 4.1.2.f | Show overall subcontractors list |
| 4.1.2.g | Show total dollar amount of each subcontract and calculate the percent of the total contract that is subcontracted for each subcontract. |
| 4.1.2.h | Input expended dollar amount of each subcontract and calculate percent of total subcontract that has been expended |
| 4.1.2.i | Input retained amount (by prime contractor) for each subcontract |
| 3. Labor and Equipment Information |
| 4.2.1.a | Ability to add/modify specific labor and equipment items or codes to a project picklist for selections on daily reports |
| 4.2.1.b | Provide Move-In/Move-Out dates for equipment |
| 4.2.1.c | Ability to confirm (via check box) whether equipment was clean upon Move-In |
| 4.2.1.d | Ability to add attachments and photos or documents to each piece of equipment or labor item |
| 4.2.1.e | Ability to assign labor/equipment to a specific contractor or subcontractors |
| 4. Daily General Information |
| 4.2.2.1 | Show and collect Daily information including the fields shown below - see Attachment 3.1, Section 4.2.2.1 |
| 5. Daily Record of Construction Activity for Both CDR and IDR |
| 4.2.2.2.a | Ability to enter multiple work activity codes. Each work activity code has the following information associated with it: work activity description, location, associated pay items, labor and equipment. |
| 4.2.2.2.b | Ability to select or assign contractor/subcontractor from previously entered data to each work activity code |
| 4.2.2.2.c | Ability to pick labor to assign to each work activity code |
| 4.2.2.2.d | Ability to pick equipment to assign to each work activity code |
| 4.2.2.2.e | Ability to input production time (hours worked by each labor classification for each work activity code) |
| 4.2.2.2.f | Ability to input equipment time (hours worked, hours idle, idle types (pick list)) |
| 4.2.2.2.g | Ability to input narrative report of construction activities |
| 6. Safety, Erosion, and Traffic Inspection Data for Both CDR and IDR |
| 4.2.2.3.a | Provide an indication for each of the following items (yes/no indication): Unsafe Operations, Traffic Control Problems, Erosion Control Problems, and Accidents. |
| 4.2.2.3.b | Provide a subsequent narrative text box for each of the following items when checked “yes”: Unsafe Operations, Traffic Control Problems, Erosion Control Problems, and Accidents. |
| 4.2.2.3.c | Ability to add attachments (documents or photos) |
| 7. Additional Data for FHWA IDR Only |
| 4.2.3.a | Ability to input narrative report of daily Quality Assurance activities |
| 4.2.3.b | Ability to input inspector on site start and stop times |
| 4.2.3.c | Approval Workflow – creation by FHWA or inspection contractor, submission to FHWA, review and comment, approval/rejection to File |
| 4.2.3.d | Approval works flow should include automatic emails sent to the next reviewer/approver in the workflow process |
| 4.2.3.e | Ability to track IDR submittal and approval dates. |
| 4.2.3.f | Provide a mechanism to submit IDR to FHWA for review. IDR author and submittal date must be automatically shown to the reviewer and in the IDR report. |
| 4.2.3.g | Provide a view for the Project Engineer/designee to review the IDR and provide ability to approve the IDR with review comments |
| 4.2.3.h | The IDR approver and approval date must be automatically shown to the reviewer and in the IDR report. |
| 8. Additional Data for Contractor CDR Only |
| 4.2.4.a | Ability to input narrative report of daily Quality Control and Quality Assurance activities |
| 4.2.4.b | Approval Workflow – creation by construction contractor, submission to FHWA, review and comment to contractor, approval to File |
| 4.2.4.c | Approval works flow should include automatic emails sent to the next reviewer/approver in the workflow process |
| 4.2.4.d | Provide a view for the Contractor Superintendent/designee to review the CDR and provide ability to approve the CDR with review comments. The CDR Author, Author’s Project Title and submittal date must be automatically shown on the CDR. |
| 4.2.4.e | Include the following certification signed by the Contractor on all reports: "I certify that the information contained in this record is accurate and that work documented herein complies with the contract. Exceptions to this certification are documented as a part of this Required record." |
| 4.2.4.f | Ability to track CDR submittal and approval date. |
| 4.2.4.g | Include the Contractor’s Approver’s Name, Contractor Approver’s Project Title, and Approval date. |
| 4.2.4.h | Provide a mechanism to submit CDR to FHWA for review. CDR author and submittal date must be automatically shown to the reviewer and in the CDR report. |
| 4.2.4.i | Provide a view where FHWA can add comments to the CDR (i.e. disagree with certain aspects of the CDR). |
| 4.2.4.j | Allow for the CDR to be returned to the Contractor for editing and re-submittal if Required or requested by FHWA. |
| 4.2.4.k | The CDR approver (FHWA) and approval date must be automatically shown to the reviewer and in the CDR report. |
| 9. Daily Inspector Report |
| 4.2.5 | Provide the daily inspector reports including the following information - see Attachment 3.1, Section 4.2.5 |
| 10. PE Daily Diary Information |
| 4.3.a | Generate a PE Daily Dairy that allows input of the following information - see Attachment 3.1, Section 4.3.a |
| 4.3.b | Ability to record specific issues and automatically create a project specific pick list within the PE Daily Diary |
| 4.3.c | Ability to track specific issues by querying the project specific pick list for the PE Daily Diary |
| 11. Project Engineer's Daily Diary |
| 4.3.1 | The PE Daily Diary Report should include the following see Attachment 3.1, Section 4.3.1 |
| 12. Pay Notes Details for Contractor and FHWA |
| 4.4.1.a | Show Project Number, Project Name, Title (Contractor or FHWA Pay Note) |
| 4.4.1.b | Ability to select pay item number for multiple locations, dates, and quantities |
| 4.4.1.c | Ability to input location, Date, Pay Quantity, Quantity Remarks, and total production days |
| 4.4.1.d | Ability to pick measurement type - interim or final |
| 4.4.1.e | Ability to associate pay quantity with the account number(s) previously assigned to that pay item |
| 4.4.1.f | Ability to attach supporting documents (PDFs or photos) |
| 4.4.1.g | Ability to specify the individual’s name who performed the measurement |
| 4.4.1.h | Ability to submit contractor pay notes to FHWA, and FHWA pay notes to project engineer for review and approval process |
| 4.4.1.i | Approval Workflow – creation by construction contractor or FHWA, submission to FHWA, review and comment to contractor, approval to File and contractor |
| 4.4.1.j | Approval works flow should include automatic emails sent to the next reviewer/approver in the workflow process |
| 4.4.1.k | Ability to retent a quantity (or dollar amount for LPSM items) on an individual pay note. |
Martin, Jeffrey (FHWA): Martin, Jeffrey (FHWA):
What is meant by retent? Is that meant to be retain? This is contained within these cells and at least one more below.
| 4.4.1.l | Ability for approver with appropriate rights to apply retent on specific pay items or pay notes and associated accounts in quantity, dollar amount, or percentage |
| 4.4.1.m | Automatically assigns pay note number in sequential order |
| 13. Approval of Contractor Pay Notes |
| 4.4.2.a | Provide the ability for Contractor to submit pay notes |
| 4.4.2.b | Provide the ability for the FHWA or Consultant to approve or reject pay notes. |
| 4.4.2.c | Provide the ability to track submittal and approval dates |
| 4.4.2.d | Provide the ability to track the staff that submits the pay note and the staff that approves the pay note |
| 4.4.2.e | Provide the ability to send rejected contractor’s Pay Notes back to the contractor for corrections |
| 4.4.2.f | Provide the ability to send a Pay Note report with its approval status for the current estimate to the contractor for informational purposes |
| 4.4.2.g | Ability for approvers to provide notes on approved/rejected pay notes |
| 14. Approval of FHWA Pay Notes |
| 4.4.3.a | Provide the ability for project inspectors (either FHWA staff or consultant staff) to submit pay notes |
| 4.4.3.b | Provide the ability for the FHWA or Consultant to approve, reject, or edit pay notes. |
| 4.4.3.c | Provide the ability to track submittal and approval dates |
| 4.4.3.d | Provide the ability to track the staff that submits the pay note and the staff that approves the pay note |
| 4.4.3.e | Provide the ability to send rejected FHWA Pay Notes back to the FHWA inspector for corrections |
| 4.4.3.f | Provide the ability to send a Pay Note report with its approval status for the current/assigned estimate to the FHWA inspector for information purposes |
| 4.4.3.g | Ability for approvers to provide notes on approved/rejected pay notes |
| 15. Pay Note Report |
| 4.4.4 | The Pay Note Report (Government & Contractor Versions) should provide the following information - see Attachment 3.1, Section 4.4.4 |
| 16. Pay Note Summary Report |
| 4.4.5 | The Pay Note Summary Reports (Gov & Contractor Versions) should provide the following information - see Attachment 3.1, Section 4.4.5 |
| 17. Contractor Modification Details |
| 4.5.a | Show Project number, modification type [predefined, selectable], modification number, initiated by, track various dates (initial and final) |
| 4.5.b | Ability to add a new schedule, including same information data fields as required in Section 2.2 |
| 4.5.c | Ability to edit existing schedule/option data fields |
| 4.5.d | Ability to input for each Schedule/Option: Added CM length, Added CM lane-miles, Added Trail miles and for multiple bridges Added CM Bridge Name or No, Added Bridge length, Added Bridge sqft, as well as ability to select Bridge Construction Type (predefined, selectable) |
| 4.5.e | Ability to select pay items from master pay item list, and then add line item number, supplemental description, quantities, unit price, and assign to a schedule/option |
| 4.5.f | Ability to assign (including split) added pay item quantities to multiple accounts |
| 4.5.g | Ability to edit existing project pay items (i.e. increase/decrease existing quantities) |
| 4.5.h | Ability to modify existing price for project lump sum (LPSM) or contingent sum (CTSM) pay items |
| 4.5.i | Ability to track added or modified pay items associated with each contract modification |
| 4.5.j | Ability to modify contract time (by adding or subtracting contract days) |
| 4.5.k | Ability to provide reason/description for Modification |
| 4.5.l | Provide Work Area Affected [predefined, selectable] |
| 4.5.m | Ability to add attachments |
| 4.5.n | Provide overall increase/decrease by account due to contract modification |
| 4.5.o | Provide overall increase/decrease in funding and time due to contract modification |
| 4.5.p | Provide aggregate contract modification amount |
| 4.5.q | Ability to add remarks |
| 4.5.r | Ability to award options that were not initially awarded, as a contract modification and import all option information automatically. The information that would need to be imported would be the same as an individual project including all option pay items, quantities, awarded contractor unit prices, accounting information for those pay items, any incentives related to the option, etc. |
| 4.5.s | Ability to assign contract modification to appropriate progress payment period |
| 4.5.t | Calculate updated contract amount for each account number as well as the overall contract amount |
| 4.5.u | Calculate the Net Authorization (Obligation) Amount by Account; allowing for a user-input manual override |
| 4.5v | Ability to add contract modification issues (“issue” definition: A problem or change in the Contract Modification identified for tracking purposes) |
| 4.5.w | Provide a summarized list of pay items, including quantities, unit prices, etc. associated with each contract modification (see CM affected Pay Item Report) |
| 4.5.x | Provide the ability to identify all pay items that are added or modified by a Contract Modification with the Contract Modification number |
| 4.5.y | Ability to modify or delete Contract Modifications by Administrative Construction Team |
| 18. Contract Modification Report |
| 4.5.1 | The Contract Modification Report should include the following information - See Attachment 3.1, Section 4.5.1 |
| 19. CM Affected Pay Item Report |
| 4.5.2 | The CM affected Pay Item report should include the following information - see Attachment 3.1, Section 4.5.2 |
| 20. Create Initial Estimate |
| 4.6.1.a | Import, review, and verify awarded bid schedule and awarded option(s) (Zero Estimate). |
| 4.6.1.b | Restrict the ability for users to input any information or create any records/content until awarded bid schedule and awarded option(s) have been verified. |
| 4.6.1.c | Include ability to manually Add Pay Items (Other than Contract Modification Pay Items, i.e. for design-build project) |
| 4.6.1.d | Ability for users with appropriate rights to correct errors in awarded bid schedule and awarded option(s) and contract or accounting information without the loss of currently input data |
| 21. Progress Payment Process |
| 4.6.2.a | Ability to track and store progress payments and reports |
| 4.6.2.b | Provide progress payment status |
| 4.6.2.c | Ability to generate progress payment using approved Pay Notes by FHWA and Contractor |
| 4.6.2.d | Ability to add and edit pay items that don't require contract modification (for example, materials on hand, material lots, material incentives, etc.) |
| 4.6.2.e | Ability to assess liquidated damages, or any other adjustment to the estimate that is not directly related to any pay item. |
| 4.6.2.f | Ability to show and edit progress payment dates |
| 4.6.2.g | Ability to adjust pay item payment quantities (i.e. retent for individual item) |
| 4.6.2.h | Ability to input Probable Quantity for each pay item (i.e.. projected final quantity for a given item) |
| 4.6.2.i | Ability to assign and edit progress payment type (initial, progress, final, interim, etc.) |
| 4.6.2.j | When querying previous progress payments, retain historic account expenditures with the associated progress payment period |
| 4.6.2.k | Ability to add new progress payment period (and add pay notes to it), while previous period still being processed |
| 4.6.2.l | Ability to propagate (carry forward) input data to new or future progress payments when current progress payment is finalized |
| 4.6.2.m | Provide Government Receiving Report (Just pay items with account splits, no approval pages or subcontractor payment info.) |
| 4.5.2.n | Provide standardized progress payment report in PDF and excel and csv format |
| 4.6.2.o | Provide Progress Payment report without probable (Contractor Version) |
| 4.6.2.p | Provide remark fields on progress payment report |
| 22. Government Receiving Report |
| 4.6.3 | The Government Receiving Report should include the following information - see Attachment 3.1, Section 4.6.3 |
| 23. Progress Payment Summary View |
| 4.6.4 | The Progress Payment Summary View should include the following - See Attachment 3.1, Section 4.6.4 |
| 24. Progress Payment Approval Process |
| 4.6.5.a | Ability for PE in field to approve and submit progress payment to office for further processing |
| 4.6.5.b | Ability for office staff to approve and update submitted quantities before finalizing the estimate |
| 4.6.5.c | Ability for office staff to comment and return to PE for adjustment and resubmission |
| 4.6.5.d | Ability to track progress payment approval (submittal date, submitter name, approval date, approver name) |
| 4.6.5.e | After progress payment is approved, mark all approved pay notes in that estimate as paid and not available for future estimate. |
| 4.6.5.f | Ability to add or change approvers in approval workflow |
| 4.6.5.g | Approval works flow should include automatic emails sent to the next reviewer/approver in the workflow process |
| 25. Progress Payment Report |
| 4.6.6 | The Progress Payment Report should include the following information - see Attachment 3.1, Section 4.6.6 |
| 26. Progress Payment Schedule Summary Report |
| 4.6.7 | The Progress Payment Schedule Summary Report should include the following - see Attachment 3.1, Section 4.6.7 |
| 27. Track Claims |
| 4.7 | Track request for Equitable Adjustments (REAs), Claims, and Freedom of Information Act (FOIA) requests should include the following - See Attachment 3.1, Section 4.7 |
| 28. Batch Reporting |
| 4.8 | Construction Project-Specific Reports should include the following information - see Attachment 3.1, Section 4.8 |
| 29. Construction Contract Status Information |
| 4.8.1.a | The Construction Contract Status (CSTATUS) should include the following - see Attachment 3.1, Section 4.8.1.a |
| 4.8.1.b | Ability to input data and add remarks: Contract Paused Dates – Winter Shutdown Start and Finish Dates, Stop Work Start and Finish Dates, Suspension Start and Finish Dates, and others (via editable pick list) |
| 4.8.1.c | For each schedule/option show all the bridges constructed [based on Awarded schedule/option bridge data + Added by CM schedule/option bridge data], including Bridge Name or No., Bridge length, |
| 30. Construction Status Report |
| 4.8.2 | The Construction Status Report should include the following information - see Attachment 3.1, Section 4.8.2 |
| 31. Construction Mobile Application |
| 4.8.3.a | Provide the ability to download project documents such as PDF plan sets, and other Acrobat PDF and Microsoft Office documents (Word, Excel, PowerPoint, etc.) from the Document Management System to the mobile device while connected to the internet, and working within the application. |
| 4.8.3.b | Provide the ability to annotate or comment on downloaded PDFs and edit Microsoft Office documents |
| 4.8.3.c | Provide the ability to create, edit, and approve contractor daily reports, inspection daily reports (including labor and equipment, project work item), daily diaries, and other information while connected or not connected to the internet, and working within the application – approvals may be synced when back online |
| 4.8.3.d | Provide the ability to create, review, and approve Pay Notes – approvals may be synced when back online |
| 4.8.3.e | Provide the option to sync the information manually or automatically on the mobile device back to the main project database when the user is able to reconnect back to the internet. The syncing with the main database should only require a few steps to complete, or occur automatically, after the user is reconnected to system. |
| 4.8.3.f | Provide the ability to take pictures with the mobile device and store them with the project information to be uploaded when reconnected |
| 4.8.3.g | Provide the ability to retain or remove metadata associated with photos taken |
| 4.8.3.h | Provide the ability to capture GIS data from the mobile device into the construction documents. |
| 4.8.3.i | Provide the ability to markup pictures (add text and basic graphics such as arrows, rectangles and circles) |
| 4.8.3.j | Provide support for at least the Apple iPad. |
| 4.8.3.k | Provide support for non-Apple mobile devices. |
| 4.8.3.l | Provide the ability to dictate in any report or annotation text box using the mobile devices voice recognition capabilities. |
| 4.8.3.m | Ability to review and approve pay estimates on the mobile device – approval to be synced with back online |
| 4.8.3.n | Provide the ability to easily select the information that will be downloaded to the mobile device |
&G
&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 5 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. Document Management - General Information |
| 5.1.a | Ability to add documents |
| 5.1.b | Ability to rename or delete document |
| 5.1.c | Ability to edit documents |
| 5.1.d | Ability to associate the document with a project(s) |
| 5.1.e | Ability to build a folder structure in the system for each project |
| 5.1.f | Ability to develop and use folder type structure templates |
| 5.1.g | Ability to search document contents (key words, dates, status, originator, last action date) |
| 5.1.h | Ability to define meta data for documents |
| 5.1.i | Ability to make meta data items required or optional on an item by item basis |
| 5.1.j | Ability to drop and drag documents |
| 5.1.k | Ability to capture pictures from mobile devices |
| 5.1.l | Ability to capture images from scanners |
| 5.1.m | Provides a document viewer for image and picture files |
| 5.1.n | Ability to combine or archive all or some project documents into a package for archiving or distribution. The system should provide the ability to select all documents and the ability to select documents and folders by selecting or unselecting documents. |
| 5.1.o | Tracks who and when changes are made to documents |
| 5.1.p | Tracks who and when documents are downloaded/exported |
| 5.1.q | Ability to link documents to each other |
| 5.1.r | Ability to control who has access to the documents (ex: project personnel, supervisors, system administrators). Most access would be based on roles in the system. Users without explicit rights will not be able to see the documents. |
| 5.1.s | Ability to select documents to upload/download to/from the mobile device |
| 5.1.t | Ability to lock documents so they cannot be annotated or edited |
| 2. Document Management Workflow |
| 5.2.a | Provide a document status field, showing where document is in the workflow |
| 5.2.b | Ability to route a document for approval or review by one or multiple parties |
| 5.2.c | Notify user via the system and email when there is an action they need to take in the system. |
| 5.2.d | Ability to develop workflow templates for different types of documents |
| 5.2.e | Ability to develop multiple routing workflows for the same type of submittal |
| 5.2.f | Ability to lock a routing template (Only changeable by users with elevated system rights) |
| 5.2.g | Ability to generate a report showing the status of all documents on a selected project |
| 5.2.h | Ability to lock a document as Final or Complete, which is no longer able to be annotated or edited |
| 52.i | Ability for a user with elevated rights to unlock a document |
| 5.2.j | Ability to return a document to the previous user in the workflow, when not approved |
| 5.2.k | Provide time stamps showing when documents are submitted, when documents are approved or returned, when a document is final, locked or unlocked |
| 5.2.l | Record the name of the user who takes each of the actions listed above |
| 5.2.m | Provide a report showing all of the actions taken on a specific document |
| 5.2.n | Ability to filter documents by due date, status, location/user in approval workflow |
| 3. Dashboards |
| 5.3.a | Provide configurable Dashboard views that can be arranged by: User – For a specific project, User – For all the project the user is assigned to, Project Lead – Show all documents requiring action soon and those that are have past the due date, Management – A overview of document status for a particular user or group of users. |
| 5.3.b | Ability to show a list of documents needing action and highlight any past the due date |
| 5.3.c | Ability to show cost and status information |
| 4. Archive Projects |
| 5.4.a | Ability to archive a project after final construction closeout, ensuring that the project no longer appears with the active projects |
| 5.4.b | Ensure archived projects, as well as the entire project’s data, are viewable and that all ad hoc reporting capabilities still can access the archived projects. |
| 5. Records Management |
| 5.5 | Ability to delete designated project data and documents, after a certain number of years (per FLH Records Management) |
| 6. Extracting Project Data |
| 5.6.a | Ability to export all or select project information including attachments and documents |
| 5.6.b | Ensure exported information is viewable using Adobe Acrobat or Microsoft Office programs. Picture data should be viewable using standard image viewing programs. |
&G
&"Calibri,Regular"&K0079C1Your Preferred Source for IT Acquisition Across the DoD | &K003A63www.esi.mil 1 ESICOMPASS081811
Functional Requirements_Sec. 6 Request for Proposal No. 693JJ321R000013
Attachment 3.1 Requirements Reference System Requirements
| 1. User and Role Management |
| 6.1 | Provide User and Role Management including the abilities listed below - see attachment 3.1, Section 6.1 |
| 2. Pre-defined, Selectable List Administration |
| 6.2.a | Ability to manage system pre-defined, selectable lists (i.e. add new selections, modify existing selections, delete or hide from use. Delete or hide selections but still keep the selection information for projects that already use that selection.) |
| 6.2.b | Ability to manage pre-defined selections without affecting historical data (i.e. archiving selections). |
| 3. Master Pay Item List(s) |
| 6.3.a | Ability to add unique Master Pay Item List for multiple specification books (i.e. each spec book has its own master pay item list |
| 6.3.b | Ability to import Master Pay Item lists from a spreadsheet |
| 6.3.c | Provide at least the following fields for Pay Items: |
--Pay Item data must include: Pay Item Number, Pay Item Name, Pay Item Description, Pay Unit, Material Incentive (Yes/No), Spec Book Version;
-- Pay Item data must include: Date pay item created, Date pay item modified, Division Requested, Remarks
| 6.3.e | Provide the ability Add/Modify Pay Items to Master Pay Lists as needed |
| 6.3.f | Ability to handle separate US or Metric Pay Item Descriptions and Units |
| 6.3.g | For the special pay item unit of FXHR, which is assigned to some pay items, the system must automatically fill in the Engineer’s Estimate unit price and calculated amount in Acquisitions in Acquisitions module (i.e. bidders cannot enter their own unit price) |
| 6.3.h | For the special pay item unit of CTSM, which is assigned to some pay items, the system must fill in the Engineer’s Estimate amount in Acquisitions (i.e. bidders cannot enter their own amount) |
| 6.3.i | Ability to view Master Pay Item lists even when not in a project |
| 6.3.j | Ability to set default Bid Decimals and Pay Decimals (for quantities) for each pay item on the Master list. Describe how your system handles Bid and Pay Decimals for quantities |
| 4. Inflation Tool |
| 6.4.a | Provide a method of Inflation Prices for Historical Bid Unit Prices |
| 6.4.b | Ability to add multiple Inflation Indices (i.e. Colorado DOT CCI, Caltrans CCI) for inflation calculations). |
| 5. Database Reporting Capabilities |
| C.5.5.1.a | |
Martin, Jeffrey (FHWA): Martin, Jeffrey (FHWA):
Is C still valid here? Ability to perform Ad Hoc Bid History/Unit Price Analysis outside/separate from a specific project (See Subsection C.2.3 for functionality).
| 6. User Account Query |
| 6.5.2.1.a | Provide ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.1.a |
| 7. System Role Query |
| 6.5.2.1.b | The System Role Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.1.b |
| 8. Project Role Query |
| 6.5.2.1.c | The Project Role Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.1.c |
| 9. Picklist Query |
| 6.5.2.1.d | The Picklist Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.1.d |
| 10. Master Pay Item Query |
| 6.5.2.1.e | The Master Pay Item Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.1.e |
| 11. Bid History Query |
| 6.5.2.2.a | The Bid History Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.2.a |
| 12. GIS Query |
| 6.5.2.2.b | The GIS Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.2.b |
| 13. Bid Query |
| 6.5.2.2.c | The Bridge Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.2.c |
| 14. Project List Query |
| 6.5.2.2.d | The Project List Query will include the ability to select and further filter the following fields - see Attachment 3.1, Section 6.5.2.2.d |
This is the start of the file's text. The full file is on GovTribe.
