Attachment D_ Demo Script_ eBids RPF.docx

State of Illinois Department of Transportation eBids System Vendor Demonstration Script

This demonstration is designed to give the Illinois Department of Transportation (IDOT) a comprehensive understanding of vendor’s solution capabilities and constraints.

Administrative Functionality (IDOT Admin Users)

1. Provide an overview of the main screens upon entry into the system as an administrative user to show similar look and feel provided throughout the system.

2. Demonstrate the ability to configure validation rules, without programming or intervention from the Vendor, for conditions that occur on a webpage. Include the ability to customize messages for validation rules. (E.g. validation rules can include document type on uploads, required fields, etc.)

3. Demonstrate how authorized users can manage/modify list contents such as drop-down lists etc.

4. Demonstrate how authorized users can configure access to bid components based upon bid authorization status (Authorized To Bid, Pending, Not For Bid).

5. Demonstrate how authorized users can create, modify, and delete eForms within the system without intervention from the Vendor. Provide an overview of the types of configurations available to a user on an eForm.

6. Demonstrate how authorized users can update active proposals in real-time using the following methods:

a. Adding or modifying an eForm for a specific bid component.

b. Adding a hyperlink to external sources or documents.

c. Uploading or removing documents on a proposal.

Bidding Functionality Vendor Home

1. Provide an overview of the main screens upon entry into the system as a vendor to show similar look and feel provided throughout the system.

2. Demonstrate the ability to display vendor demographic information, users, roles, signature authority, and bid authorization status.

3. Demonstrate the ability for users to manage financial forms at the company level.

Letting Dashboard

1. Demonstrate upon entry into the system, the vendor immediately lands upon a letting dashboard.

2. Demonstrate how the letting dashboard initially (default) populates and how the user has the capability to set own default preferences.

3. Provide an overview of the different columns, visual cues and data presented on the letting dashboard, including but not limited to:

a. Item Number

b. Contract Number

c. Letting Date/Time

d. Description

e. Bid Authorization Status

f. Combination Bid

g. Incomplete Bid Components

h. Bid Status

4. Demonstrate the ability to use filtering to alter the list of proposals displayed on the letting dashboard, including but not limited to:

a. By Letting Date

b. By Bid Authorization Status

c. By Location (District)

d. By Work Category

5. Demonstrate the ability to use hyperlinks within the letting dashboard to navigate to other screens, documents, etc.

6. Demonstrate the use of type-ahead (auto complete) functionality within search/drop-down boxes.

7. Demonstrate how the system communicates there is an addendum to a proposal within the letting dashboard.

a. Bidder notification.

b. Visual cues and/or Application messages.

c. Bidder acknowledgment.

8. Demonstrate the ability to request authorization to bid on a proposal in the current letting.

Proposal Dashboard

1. Demonstrate upon selecting a proposal from the letting dashboard, the vendor navigates to a proposal dashboard.

2. Provide an overview of the different areas within the proposal dashboard, including but not limited to:

a. Header – static, proposal specific information which may include hyperlinks to documents/external systems.

b. Bid components

c. Bid guaranty

d. Bid history

e. Uploaded documents – Link to uploaded bid document and component name

f. Letting and Current Date/time/time zone

g. Bid summary

h. Bid submission links

3. Demonstrate the ability to use hyperlinks within the proposal dashboard to navigate to other screens, documents, etc.

4. Demonstrate the ability to select a different proposal within the current letting from the proposal dashboard.

5. Demonstrate the differences when logged in as a non-bid vendor, pending vendor, and authorized-to-bid vendor as it relates to viewing and modifying proposal data.

Pay Items

1. Demonstrate the ability to view (all and incomplete filter), sort, modify, download/export, and import base pay item data and indicate which formats are accepted.

2. Demonstrate validations on pay item entry.

3. Demonstrate the ability to use keyboard functions and shortcuts (such as tab, copy, paste, etc) to enter pay item data.

4. Demonstrate alternate pay item functionality.

5. Demonstrate additive pay item functionality.

6. Demonstrate combination bid functionality.

7. Demonstrate how the Bid Amount Summary is displayed on the proposal dashboard in the following scenarios:

a. Base Items Only

b. Base Items + Alternate

c. Base Items + Additives

d. Combination Bid

8. Demonstrate the impact of a pay item addendum on an active proposal to include the following:

a. Bidder notification.

b. Visual cues and/or Application messages.

c. Bidder acknowledgment.

Bid Components

1. Demonstrate as an authorized to bid vendor completing various bid components (certifications, special provisions, etc.) while incorporating the following:

a. Demonstrate different eForm configurations such as checkboxes, radio buttons, and free form text boxes. This should include additional dynamic questions of varying types based upon user selection.

b. Demonstrate an eForm file upload to include validations on the file type and size.

c. Demonstrate how data is saved and the visual cues as components are completed.

d. Demonstrate the ability to electronically sign/acknowledge an eForm.

e. Demonstrate how the system identifies and displays data entry errors regardless of source – file upload, data entry, etc.

f. Demonstrate the ability to use keyboard functions and shortcuts (such as tab, copy, paste, etc) to enter bid component data.

2. Demonstrate the ability to display uploaded documents linked to the specific bid components on the proposal dashboard.

3. Demonstrate the different platforms that may be used by the vendor – laptop, tablet, mobile devices.

4. Demonstrate the bid guaranty functionality to include the following:

a. Dynamic requirements based upon proposal type.

b. Drop-down selection of Surety Types (defined within Admin).

c. Bond or Check status functionality to include verification.

Bid Submission

1. Demonstrate how bid submission functionality is based upon bid authorization status and user profile (signature authority).

2. Demonstrate the bid submission process, to include:

a. Demonstrate the ability to join all proposal bid components and vendor financial forms into a single proposal response.

b. Ability to view, preview, export or print a bid regardless of bid status (submitted, withdrawn, draft).

c. Ability to submit/update/withdraw bid up to the letting date/time with proper permissions.

d. Ability to electronically sign/acknowledge a bid prior to submission.

e. Ability to track proposal bid activity using a unique confirmation number by action, date/time, bid status, submitter and bid amount.

f. Ability to only store the most recently submitted bid data. Subsequent submissions overwrite existing submitted bid data.

3. Demonstrate the system notifications within the bid submission process, to include:

a. Email to designated email type upon bid submission.

b. Email to designated email type upon bid withdrawal.

c. Email to signature authority using designated email type.

d. Warning/Error when all bid components are not complete.

e. Warning/Error after bid submission if bid component(s) are updated.

f. Informational message to notify the user if the proposal is part of a combination bid opportunity.

g. Warning/Error when submitting a combination bid and both individual proposals have not been submitted.

Search

1. Demonstrate the ability to search historical proposal data without impacting system performance.

2. Demonstrate the ability to use a keyword search on proposals in the current letting to find proposals by contract number, category, location, etc.

Online Help

1. Demonstrate User Help documentation and integration within user screens, such as:

a. Online help documentation

b. Video clips

c. Tooltips

Reporting

1. Demonstrate the intuitive and easy to use Administrative and Vendor reporting capabilities of the system.

2. Demonstrate how reports can be exported while identifying the available report formats.

3. Demonstrate any base system reports.

4. Demonstrate how authorized users can access and execute jobs to extract data (simulating an administrator on letting day).

Audit

1. Demonstrate the ability to generate audit-tracking reports including, but not limited to, access and usage logs.

2. Demonstrate audit data and logs on all system edits, deletes, and additions. Log should include:

a. The date and time an auditable event.

b. The objects affected.

c. The identity and role of the actor performing the activity. If an identity can be assigned multiple roles, or multiple roles can authorize the same activity, this would mean the role used to authorize the activity in this case.

d. The outcome (success or failure) of the activity.

e. The audit history of a particular record (original data retained).

f. Exporting of audit data

3. Demonstrate the process of archiving and restoring audit logs.