About this file
This file is a glossary and mandatory/desirable requirements attachment for a Construction and Materials Management System (CMMS) Modernization Request for Proposal (RFP) issued by the Illinois Department of Transportation (IDOT). The RFP seeks a commercial off-the-shelf (COTS) software as a service (SaaS) hosted solution to replace IDOT's existing construction and materials management system. The solution must encompass construction contract management, materials management, financial processing, and related workflow capabilities. The procured system will include configuration, implementation, data conversion, integration with other IDOT applications, and vendor-hosted infrastructure. The RFP requires vendors to demonstrate compliance with 69 mandatory requirements (without evidence) and 52 mandatory requirements (with evidence) that must be substantiated in the technical proposal, plus 280 desirable requirements scored for evaluation.
The mandatory requirements address system functionality across construction diaries, pay item management, materials tracking, laboratory management, vendor management, material specifications, inspector management, test sample creation, plant inspections, mix design management, contract management, process change control, pay estimates and invoicing, liens and deductions, funding and appropriations, and obligations. Key infrastructure requirements include a SaaS deployment model with test, QA, and production environments, a data warehouse updated within 24 hours of the source system, and secure API/database integration capabilities. Vendors must provide evidence of prior implementation of construction, financial, and materials management components in at least one state transportation agency within the prior five years. The solution must include dedicated administrator and train-the-trainer support, performance testing prior to go-live, and five data interfaces for exchanging information with internal IDOT systems including contracts, financial data, materials inspections, mix designs, and employee demographic information.
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Glossary
| Construction and Materials Management System Modernization RFP | |
| Glossary of Requirements - The Following is a glossary of terms with definitions that support the business requirements | |
| Term | Description |
| Adjusted Total Quantity | The adjusted total quantity for a pay item is the summation of all the pay item’s quantity adjustments and the pay item’s awarded quantity. |
| Adjustment | The addition or deduction of pay item quantities created through an authorization of contract changes (i.e. authorizations). |
| Appropriation | An authorization from the Illinois General Assembly to spend money for a specific purpose. |
| Assigned Contract Time Limit | The contract time limit included in the contract award or the revised contract time limit approved via a time extension. Displays the amount of days assigned based on the contract and addition of days or extension, if applicable. It is used to determine contract completion date and the ticker for counting days completed or hours completed. |
| Authorization of Contract Changes | Also known as authorizations; a document/record used to obtain approval for contract changes that have a monetary effect to a contract. Specifically, authorizations are used to modify awarded quantities for contract pay items included in the contract at time of bid. Authorizations are also used to add pay items (including quantity and unit price) to a contract that were not included in the contract at time of bid. |
| Awarded Quantity | The quantity of a specific pay item included in the contract as awarded. (i.e. the default quantity assigned before construction begins) |
| Balancing Authorization | An authorization of contract changes used to balance the adjusted total quantity for a pay item with the pay item’s final approved quantity. |
| CCS Code | The CCS code means County-Construction - Safety Type code. The CCS code is assigned to a pay item based on the county where the pay item work is performed and the type of work performed. The CCS code is a combination of two fields (i.e. the county code and the construction/safety code). |
| Construction Contract Special Provisions | Additions and revisions to the Department’s Standard Specification for Road and Bridge Construction and Supplemental Specifications covering conditions peculiar to an individual contract. |
| Construction Contract Specifications | The body of directions, provisions, and requirements contained in the Illinois Department of Transportation’s Standard Specifications for Road and Bridge Construction, or in any supplement adopted by the department, together with written agreements and all documents of any description made or to be made pertaining to the method or manner of performing and paying for the construction contract work, the quantities and the quality of materials to be furnished under the construction contract. |
| Contract Obligation Document (COD) | Also known as an obligation transaction; A document / record used to reserve (or modify reserved) expenditure authority for a contract. |
| Daily Diary | A daily diary entry is an activity log for a given day. A daily diary is made up of individual daily diary entries. Once a diary entry has been “released” it is considered the entry of record. Prior to a diary entry being “released” it is considered “draft”. |
| Daily Quantity | The daily quantity is used within the contract for documentation purposes. It tracks construction and usage of materials at the contract level |
| Deductions | Deductions include funds held back from payments due for special circumstances such as bond claims. |
| Department | The Department of Transportation of the State of Illinois with principal offices of business at Springfield, when the State is the awarding authority. |
| District | A Department unit responsible for highway infrastructure under the Department’s jurisdiction within a geographical area of Illinois. (The Department has nine districts.) |
| Evidence of Material Inspection | The minimum proof that Method of Acceptance sampling and testing has been performed on a material to be incorporated into the contract work. There are many Evidence of Materials Inspection categories such as (Bill of Lading, BMPR Letter, ILL OK, LA 15, List, Mark, Certification, Ticket, Test, etc.) Evidence of inspection depends upon the method of acceptance for a material code. |
| Experimental Material | "An experimental material is a material that, (1) has not been sufficiently tested under actual service conditions to merit acceptance without reservation in normal highway construction or (2) has been accepted but needs to be compared with alternative acceptable materials for determining their relative merits and cost effectiveness. Experimental materials are generally included and approved in a contract before the contract is advertised for bids. |
| FAS ID | The FAS ID means Fund-Area-System. It is a fund code which is assigned to pay items and contracts from which funding will be provided. There can be many fund codes assigned to a single pay item. The combination of Pay item, Fund Code and CCS code is unique. |
| Field Mix Design | A Field Mix Design is the final mix design used on the contract. The component percentages may have been adjusted from the original mix design based on the need to meet the specifications in field conditions. |
| Fund Code | See FAS ID |
| Fund Group | One or more FAS ID’s that are associated to one or more appropriations. |
| Fund Key | Combination of FAS ID and CCS Codes |
| Hold back | Hold back refers to withholding a dollar amount from the contractor at the pay item level for work completed. The holdback dollar amount will not be considered within a pay estimate created for paying the contractor. Once the holdback is released, a pay estimate must include the released dollar amount. |
| Inspector | The authorized representative of the Engineer assigned to make detailed inspection of any or all portions of the work or material. |
| Job Number | A number generated in the District and used for tracking a project’s design. This number is used to identify a project before a contract is awarded and must be kept at the contract level. |
| Material Exception | Any material that is incorporated into the contract work that is not in close conformity with the approved plans and specifications based on Method of Acceptance sampling and testing. Also, any significant item that received less than the State's usual testing or inspection is considered an exception. |
| Material Group | Material codes that are in a certain range of numbers based on similar products that are being defined. |
| Material Sample | Sample(s) that will be used for acceptance or rejection of the material. Samples shall be taken by an approved representative of the Illinois Department of Transportation, unless otherwise specified. The Inspector/Engineer shall be given access to facilities that may be required by him/her to collect and forward the sample(s). The Contractor shall not use the material(s) represented by the sample(s) until they have been found to meet the appropriate specification requirements. The sample(s) shall be provided for without charge to the Department, unless otherwise described in the specification. All sample(s) shall be of the correct size and sent to the Department in a properly marked approved container(s). |
| Method of Acceptance | Method of Acceptance refers to the means of determining whether materials supplied is in compliance with specifications. There are four methods of acceptance, Testing Program (TEST), Certified or Qualified Source (QUAL), Manufacturer's Certification (CERT) and Visual Inspection (VIS). |
| Obligation | A State obligation is a commitment of part of an appropriation to cover the full cost of a contract. |
| Original mix design | The Original Mix Design is a mix design that is created in the lab. For PCC this is the only design needed. For HMA this design is used as a starting point. |
| Overage & Overage attributes | An overage quantity occurs when the pay item quantity placed exceeds the pay item’s Total Adjusted Quantity. A pay item’s overage value equals the pay item’s unit price multiplied by the pay item’s quantity placed in excess of the pay item’s Total Adjusted Quantity. Attributes such as Overage indicator indicates if a pay item has overage associated with it. |
| Partial Payment | Partial payment concept deals with holding back a certain payment amount for a pay item placed on the job site within the daily quantity. |
| Pay Item | A pay item is a work item for which payment will be made after the work has been completed and approved. |
| Pay Item Status | A pay item’s status includes quantity placed, quantity posted for payment, and quantity paid. |
| Primary Material | The Primary Material is a material code that is associated with a pay item. It is the material code most often used on that pay item across all districts. |
| Progress Payment | A payment for partially completed work. |
| Resident Engineer | The authorized representative in immediate charge of the engineering details of a construction project. |
| Schedule | To advance a pay estimate to the next step in the payment process, (I.E. To FOA) the approved pay estimate must be “scheduled”. Once the pay estimate is scheduled then that pay estimate is assigned a Schedule Number and is held until it is approved by a defined user group at the end of the day. Pay estimates/invoices then move into the next system for payment processing. |
| Substitute Materials | A materials code that can be used on a pay item in place of the Primary Material. |
| Standard Specification for Road and Bridge Construction | See http://www.idot.illinois.gov/doing-business/procurements/construction-services/contractors-resources/index |
| Test Screens | A screen in the system which provides all required data elements and input fields to comprise and store information for an individual test. |
Section Descriptions
| Construction and Materials Management System Modernization RFP | |
| Section | Description |
| 1.0 Contract Summary | The system will interface with IDOT systems to receive new contract data as well as allow users to manually create new contract records. The system will display all agency defined attributes of construction contracts. |
| 1.1 Construction Diary | The construction diary is one of the most essential records kept for each contract. The diary contains individual daily diary entries. Each day, inspection reports are gathered along with inspector and RE notes and a daily diary entry is made to record exactly what occurred at the jobsite. These entries include, but are not limited to, a weather report, traffic inspection reports, the site conditions, the number of workers at the site, location information, comments, and progress indication. |
| 1.2 Pay Item Management | The pay items on an IDOT contract are the work items (including both materials and labor) that can be itemized and paid for as work progresses. The RE tracks work completed using pay items. Pay items must be managed on a contract during the execution of the contract. Pay items with their “estimated” quantities are identified during the design phase of a contract. However, pay item adjustments and changes commonly occur during the construction phase of a contract. These adjustments/changes include adding new pay items and adjusting (i.e. adding or deducting) pay item quantities. When a pay item adjustment/change is needed, an authorization of contract change is created and approved prior to making the adjustment/change. The requirements within this component provide the user with the ability to view all pay items on a contract and manage the pay item attributes as the contract progresses. |
| 1.3 Pay Item Quantities | Daily quantities are recorded on a contract as work is being completed. The RE will record, daily, the quantities of pay items installed (including details such as the location of the work, quantities of specific pay items constructed and evidence of material inspections). A daily quantity entry consists of one or more pay items. |
| 1.4 Material Assignments & Jobsite Tracking | Materials tracking is a process that ensures all materials received at the jobsite and incorporated into the contract work have been inspected and approved by the department. Material approval/acceptance is accomplished by having evidence of materials inspections tied to all materials incorporated into the contract work. There are 4 methods of acceptance for materials. |
• Testing, “Test”
• Pre-Qualification of producers/materials, “Qual.”*
• Certification from producers, “Cert.”
• Visual Acceptance, “Vis.”
*Accepted materials from a qualified producer must be assigned to a contract. The assignment can be initiated by a district materials section, the Central Bureau of Materials, or at the jobsite.
The RE or materials inspector will capture the required evidence of material inspection documentation using one or more of these four acceptance methods as applicable. Each material has a specification for the appropriate method(s) of acceptance and corresponding evidence of materials inspection.
There are a number of requirements within this request for proposal (RFP) surrounding the intersection between materials and construction to facilitate a cohesive relationship between materials acceptance and the incorporation of materials into contract work. This section deals with the materials tracking process.
| 1.5 Process Change Control | Changes will occur during the implementation of a construction contract. Types of changes include, but are not limited to, contract adjustments, change orders, advanced monetary allowances for materials (i.e. material allowances), extensions of time requests, liquidated damages monetary assessments, contract claims, etc. The common theme for process change control is a workflow process or approval process. The system should provide a mechanism to initiate and track these process changes for a contract. |
| 1.6 Pay Estimates & Invoices | The RE periodically submits daily quantities for work completed to be paid via the pay estimate process. Rules dictate the frequency of pay estimates and initiate the accounting process for processing payments. |
| 1.7 Liens & Deductions | Holds on funds are processed via liens and deductions. Funds are held from or released to the contractor at the pay estimate level. |
| 1.8 Funding & Appropriations | An appropriation is an authorization from the Illinois General Assembly to spend money for a specific purpose. A FAS ID (fund-area-system) is a code from which funding will be provided. Appropriations are associated to FAS IDs by a fund group. FAS IDs are assigned to contracts and the individual pay items within a contract. There can be many FAS IDs assigned to a single pay item. |
| 1.9 Obligations | An obligation, or contract obligation document (COD), is a commitment of part of an appropriation to cover the cost of a contract. Positive and negative CODs are created via construction authorizations or manually by a user. Funds are added to or deducted from a contract via an assigned appropriation. CODs are released to and approved in the Fiscal Operations and Administration (FOA) system. |
| 2.1 Materials - Laboratory Management | All private and district laboratories in Illinois must be inspected and approved before being allowed to test materials for IDOT. Inspected laboratories can be comprised of one or more lab units (i.e. HMA lab, PCC lab, Aggregate lab, etc.). Initial laboratory inspections, with the exception of aggregate labs, are performed by the Bureau of Materials. The Districts are responsible for all laboratory re-inspections on a recurring basis as defined by the Bureau of Materials. |
The Bureau of Materials is mandated to track all inspections, both initial and re-inspections, statewide for all laboratories. The districts are responsible for tracking changes in laboratory capabilities, available equipment, and general contact data for each laboratory throughout the state during the re-inspection process. Laboratories which pass inspection are provided a successful completion report and a list of all approved equipment. Laboratories which fail re-inspections are provided a report of deficiencies discovered and given a grace period in which to correct the deficiencies. Laboratories which fail to correct all deficiencies, may have their status to perform testing revoked by the Bureau of Materials.
tc={316CA222-C432-4967-A75C-10FE02CF3308}: [Threaded comment]
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Comment:
General contact data or general contract data?
| 2.2 Materials - Vendor Management | Vendors include producers and suppliers. One very critical part of the current materials inspection management process is the tracking of producers of materials as well as suppliers. Producers can also be suppliers of their produced materials, but in many cases suppliers to the jobsite do not produce the materials they supply. In order to continually manage materials and the assignment of approved materials to the contracts, IDOT must be able to manage the source of the materials. |
| 2.3 Materials - Specification Management | Materials specification management defines the materials, the corresponding methods of acceptance for the materials, and the evidence of inspection needed when a material is used within a job. Prior to associating a material with a vendor, the material specifications are created. |
| 2.4 Materials - Inspector Management | Material inspectors are managed within the system. The system must provide demographic details with inspector’s status, and provide the ability to produce a list of qualified inspectors by district |
| 2.5 Materials - Material Association to Vendors | Vendors are approved to produce and/or supply a set of materials based on the specifications of the materials and the capabilities of the vendor. When a vendor is approved to produce and/or supply a material to an IDOT contract then an association is made between the materials and the vendor. The association allows the appropriate material – vendor combination to supply materials for a contract. |
| 2.6 Materials - Test Sample Creation | Material test samples must be tracked and managed from the time the samples are taken and sent to a lab through the testing steps. This section encompasses only the creation of the sample records within the system including attributes that define the samples and allow the assignment of a sample to a contract |
| 2.7 Materials - Distribution and Testing | Material sample testing and the recording of results from tests must be tracked. Because materials, material specifications, and testing methods evolve over time, and because the department has some unique testing methods, the system must be highly flexible and configurable. The system must allow for test screens to be created, versioned, and updated. |
| 2.8/2.9 Materials - Plant Inspections | HMA (hot mix asphalt) and PCC (portland cement concrete) plants must initially be inspected and then re-inspected on set intervals by IDOT. The inspection includes tracking the potential production output of the plant along with equipment inventories and demographic data. |
| 2.10 Materials - Mix Designs | HMA and PCC producers must submit mix designs for asphalt and concrete mixtures prior to using those mixtures on an IDOT contract. These mix designs must be tracked within the new system. |
General contact data or general contract data?
Response Code Descriptions
| Construction and Materials Management System Modernization RFP | ||
| Response Code Descriptions | ||
| Response Code for ‘Indicator' | Response | Description |
| Y | Yes | Requirement will be met by proposed software; proposed software is operational in production use at other clients; can be demonstrated in base software. |
| N | No | Requirement is not available or will not be met by proposed software. |
| C1 | Customization 1 | Requirement will be met by customizing existing software or through the use of software tools provided in base product at no cost to the agency. |
| Note the following information in the narrative column next to this response: | ||
| - Description of customization/configuration required | ||
| - Estimated level of complexity (small, medium, large) | ||
| - Estimated duration of effort | ||
| C2 | Customization 2 | Requirement will be met by customizing existing software for an additional cost to the agency. |
| Note the following information in the narrative column next to this response: | ||
| - Description of customization/configuration required | ||
| - Estimated level of complexity (small, medium, large) | ||
| - Estimated duration of effort | ||
| - Estimated associated costs (must be included in RFP pricing details) | ||
| P | Planned | Requirement will not be met/provided, but is planned for a future release. Please specify target date for future release. |
| D | In Development | Requirement will be met by proposed software that is currently in development, in beta, or planned for release in the next 6 months. Please specify planned release date. |
| 3 | Supplied by Third Party | Requirement will be met by third-party software included in proposed solution. Please specify third party software and integration requirement being proposed. |
Mandatory without Evidence
| Construction and Materials Management System Modernization RFP |
| Attachment A - Mandatory and Desirable Qualifications |
| Mandatory Requirements without Evidence: |
Please read each item below carefully and check “Agree” indicating acceptance for each requirement. An Offeror that does not check “Agree” will be disqualified and the rest of the proposal will not be scored. These Mandatory Requirements shall be included in any contract resulting from this solicitation.
| Mandatory Requirements | |||
| ID | Category | Requirement Detail | Agree/Met |
| M1 | Application | The system must be designed with validations, errors and warnings to improve the user experience. | |
| M2 | Application | The solution must include project dashboards/home pages for users per agency specifications. | |
| M3 | Application | The application must function on a Microsoft Windows Operating System (Windows 10 and higher) and should be accessible through modern web browser technologies available in the general marketplace. | |
| M4 | Application | The application must be accessible over the Internet. | |
| M5 | Application | The system must allow users to add notes to various fields and screens as defined by the department. | |
| M6 | Document Management | The solution must have the ability to store and manage electronic documents (a.ka. Files). | |
| M7 | Notifications | The system must be capable of sending notifications to users. | |
| M8 | Online Help | The solution must include online help functionality. | |
| M9 | Reporting | The system must include the reports specified in Attachment C - Mandatory Reporting Matrix. | |
| M10 | Search | The application must provide the ability to search historical data. | |
| M11 | Workflow | The solution must include a workflow engine/process which will route workflows based on roles within the solution. | |
| M12 | Project Deliverables | The vendor must provide the department with a data dictionary which clearly describes the location, structure, meaning and usage of all data elements within the vendor's database including a cross reference to fields displayed on various screens throughout the system. | |
| M13 | Project Deliverables | The vendor must conduct thorough testing including but not limited to unit, integration, and regression before releasing any code to the department's test environment. Documentation (evidence of executed test cases) of vendor testing must be provided at the department's request. | |
| M14 | Project Deliverables | The vendor must allow the department dedicated time and support to conduct user acceptance testing (UAT) at each project milestone, phase, deliverable or sprint. The duration of the UAT period should be in proportion to the functionality being delivered. | |
| M15 | Project Deliverables | The vendor must provide a system rollout plan to coordinate parallel processing and go-live activities. The plan should include a check-list or calendar with daily/weekly tasks required to ensure a smooth cutover as well as agreed upon criteria for go-live (no critical defects, etc.). | |
| M16 | Vendor Information | The offeror must have installed a system with construction, financial and materials management components of the proposed solution in at least one (1) state transportation agency within the last five (5) years. | |
| M17 | Vendor Information | The implementation team assigned to the department in Offeror’s proposal should be the same personnel who continue working on this solution. Member(s) of the implementation team should not be removed or replaced by the Offeror without written review and approval of a Department representative. If a member of the implementation team is removed or replaced, they should have equivalent skills and experience to the person being replaced. | |
| M18 | Administration | The application must allow system administrators to setup and manage end user accounts including, but not limited to, managing read and write access to functional areas. | |
| M19 | Administration | The application must allow system administrators to inactivate user access upon termination of employment or based on other user-defined criteria. | |
| M20 | Administration | The system must provide role and permission based access to end-users across all functional areas of the solution. Allow roles to be based on location, job function, and transaction types. | |
| M21 | Administration | The solution must provide the ability for IDOT Administrators to maintain code keys and code values. | |
| M22 | Audit | The application must provide audit features for all transactions in the solution including, but not limited to all historical changes, i.e. created by, last modified by, last modified date, change details, etc. | |
| M23 | Audit | The application must prevent deletion or alteration of audit records, except as part of a system administered archival process. | |
| M24 | Data Conversion | The offeror must be able to convert data from legacy systems. | |
| M25 | Infrastructure | The Agency must have access to the following environments: Test, QA, and Production when initially testing the software as a service (SaaS) and when testing new functionality or bug fixes. The specifications of the test/QA environment(s) should match production for testing purposes. | |
| M26 | Infrastructure | The vendor must provide a data warehouse or replication of OLTP solution database(s) containing all IDOT data housed by system. This must include all IDOT data, ancillary data (e.g. code tables), and schema required to produce reports (e.g. views). At any time the data provided should be no more than 24 hours out of sync with the data source's current state. | |
| M27 | Interface/Integration | The application must have the ability to exchange data with other systems via secure data transfer methods approved by the Illinois Department of Transportation. |
Approved methods include connection to REST API secured with TLS1.2+, or data transfer into MS SQL Server databases over a secure connection encrypted with TLS1.2+.
M28 Interface/Integration The application must have the ability to push/pull data to/from multiple internal and external sources (i.e. API, web services, data marts, other applications, etc.) for real-time analysis and reporting.
Approved methods include REST API or web service secured with TLS1.2+, or data transfer into MS SQL Server databases over a secure connection encrypted with TLS1.2+.
IDOT uses Microsoft Azure SQL Server databases, and any solutions provided under this requirement must be compatible with these technologies (data pushed into IDOT databases).
| M29 | Security | The application must allow for configurable system timeout which would require a user to re-authenticate after the timeout is exceeded. |
| M30 | Service Level Agreement | The vendor and application must comply with all items in Attachment F - IDOT Cloud Hosting Terms and Conditions |
| M31 | 1.4 Material Assignments & Jobsite Tracking | The solution must allow materials with producer/supplier info to be assigned to a contract to ensure accurate tracking and allocation of resources. |
| M32 | 1.4 Material Assignments & Jobsite Tracking | The solution must include the functionality to track and manage the quantities of assigned materials. |
| M33 | 1.4 Material Assignments & Jobsite Tracking | The solution must facilitate the inspection and approval of materials received and incorporated into contract work. |
| M34 | 1.4 Material Assignments & Jobsite Tracking | The solution must provide the ability to configure notifications for designated user groups to track material assignments. |
| M35 | 2.1 Materials - Laboratory Management | The solution must support the creation and management of laboratory master data. |
| M36 | 2.1 Materials - Laboratory Management | The solution must provide the functionality to record and track laboratory inspection activities. |
| M37 | 2.2 Materials - Vendor Management | The solution must support the creation and management of vendor master data, including both producers and suppliers. |
| M38 | 2.3 Materials - Specification Management | The solution must support the creation and management of materials master data, including the ability to maintain material groupings. |
| M39 | 2.5 Materials - Material Association to Vendors | The solution must implement a structured material-to-vendor mapping, allowing each material to be associated with multiple vendors. |
tc={E5A6353D-3DD9-4BE4-BAD0-24DA5A2E71B7}: [Threaded comment]
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Comment:
Changed “associated to” in M39 to “associated with.”
| M40 | 2.4 Materials - Inspector Management | The solution must provide a centralized repository for managing inspector master data, allowing users to create, update, and store inspector profiles. |
| M41 | 2.4 Materials - Inspector Management | The solution must integrate with the EID (Employee ID) database to facilitate the management of IDOT inspector profiles, allowing users to search by employee ID or partial name to retrieve the corresponding identification number, last name, first name, and middle initial. |
| M42 | 2.6 Materials - Test Sample Creation | The solution must facilitate the creation, management, and tracking of material test samples, including test assignment, sampling documentation, and storage of test results linked to their originating material. |
| M43 | 2.6 Materials - Test Sample Creation | The solution must provide functionality to record, track, and manage the status of material samples, including the ability to designate each sample as completed, approved, rejected, or canceled. |
| M44 | 2.6 Materials - Test Sample Creation | The solution must provide the ability to configure notifications for designated user groups to monitor the completion of material samples. |
| M45 | 2.7 Materials - Distribution and Testing | The solution must support materials distribution and testing by enabling the creation, assignment, and tracking of customizable individual tests for specific materials, ensuring full traceability and compliance with quality standards. |
| M46 | 2.7 Materials - Distribution and Testing | The solution must enables users to create material samples and import test data from IDOT’s source data interface into individual test records by mapping fields from standardized templates—such as aggregate gradation, density, and concrete strength reports—to ensure accurate capture and recording of each result from its original source. |
| M47 | 2.8/2.9 Materials - Plant Inspections | The solution must support the creation, maintenance, and management of materials HMA or PCC plant master data. |
| M48 | 2.8/2.9 Materials - Plant Inspections | The solution must provide the functionality to record and track HMA or PCC plant inspection activities. |
| M49 | 2.8/2.9 Materials - Plant Inspections | The solution must provide the ability to configure notifications for designated user groups to monitor the progress of HMA or PCC plant inspections. |
| M50 | 2.10 Materials - Mix Designs | The solution must provide functionality to submit HMA and PCC mix designs for review and approval prior to use on IDOT contracts. |
| M51 | 2.10 Materials - Mix Designs | The solution must provide the ability to import data from IDOT’s QMP and PCC Mix Design packages into mix design records, including associated components and properties. |
| M52 | 2.10 Materials - Mix Designs | The solution must provide the ability to configure notifications for designated user groups to monitor the status of Mix Design imports. |
| M53 | 1.0 Contract Summary | The solution must house all agency required attributes of a construction contract |
| M54 | 1.0 Contract Summary | The solution must provide the functionality to import contracts from another system and allow for manual contract set up. |
| M55 | 1.0 Contract Summary | The solution must provide the ability to maintain attributes contract percentage complete, contract time charged and remaining, total dollar amount, etc. |
| M56 | 1.1 Construction Diary | The solution must provide the ability to create and manage construction diaries. |
| M57 | 1.2 Pay Item Mgmt | The solution must provide the ability to create and manage construction pay items |
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Comment:
The use of a period at end of each requirement is inconsistent. Would suggest a period at the end of each requirement, but business side can make a decision as long as it is consistent.
| M58 | 1.3 Pay Item Quantities | The solution must provide the ability to create and manage pay item quantities |
| M59 | 1.5 Process Change Control | The solution must provide the ability to create contract changes and maintain attributes related to these changes such as type of change, change dollar amount, pay item details, status, user defined codes & descriptions, reason for initiating change, etc. (Contract changes occur during the implementation of a construction contract. These changes are necessary to construct the project to the intent of its design. Examples of contract changes include, but are not limited to adjustments to contract time, pay item additions and quantity adjustments.) |
| M60 | 1.5 Process Change Control | The solution must provide the ability to route process changes to a prioritized defined user group for review and approval. |
| M61 | 1.6 Pay Estimates & Invoices | The solution must provide the ability to create pay estimates for a contract and maintain attributes such as pay estimate number, total completed amount, "total amount due before retainage, liens, and other deductions", "total amount due after retainage liens and other deductions", previous amount payed, total amount to be paid for a pay estimate, invoice number, etc. |
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Comment:
Why do some have quotations?
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Comment:
Changed “associated to” in M39 to “associated with.”
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Comment:
| The use of a period at end of each requirement is inconsistent. Would suggest a period at the end of each requirement, but business side can make a decision as long as it is consistent. | M62 | 1.6 Pay Estimates & Invoices | The solution must provide the ability to route pay estimates through an invoicing process. |
| M63 | 1.6 Pay Estimates & Invoices | The solution must provide the ability to create invoices (from a pay estimate) | |
| M64 | 1.6 Pay Estimates & Invoices | The solution must provide the ability to interface with external financial systems to facilitate the approval and payment of invoices. | |
| M65 | 1.7 Liens & Deductions | The solution must provide the ability to maintain liens, deductions, retainage with attributes such as unique number, type, positive or negative claim amount, etc. | |
| M66 | 1.8 Funding & Appropriations | The solution must provide the ability to maintain appropriation details for the contract with associated attributes such as appropriation number, fund group, pending change, approved obligated balances, etc. | |
| M67 | 1.8 Funding & Appropriations | The solution must provide the ability to maintain funding details for the contract with associated attributes such as fund code, area code, sequence code, county code, construction code, funding group, payment participant details, etc. | |
| M68 | 1.9 Obligations | The solution must provide the ability to maintain CODs (a.k.a. obligation transactions) and include approved process change authorizations within them. CODs include attributes such as submission date, COD dollar amount, process control dollar amounts, cod status, comments, advance payment, etc. | |
| M69 | 1.9 Obligations | The solution must provide the ability to interface with external financial systems to facilitate the approval of CODs. |
Changed “associated to” in M39 to “associated with.”
The use of a period at end of each requirement is inconsistent. Would suggest a period at the end of each requirement, but business side can make a decision as long as it is consistent.
Why do some have quotations?
Mandatory with Evidence
| Construction and Materials Management System Modernization RFP |
| Attachment A - Mandatory and Desirable Qualifications |
| Mandatory Requirements with Evidence: |
Please check “Met” to each of the mandatory requirements for the proposed solution. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored. These Mandatory Requirements shall be included in any contract resulting from this solicitation. Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to provide an answer and/or indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.
| Mandatory Requirements | |||||
| ID | Category | Requirement Detail | Agree/Met | Vendor Response | IT Selection Committee Members Reviewed and Approve |
| ME1 | Reporting | The application must have integrated ad-hoc reporting and must provide ability to perform complex queries, calculations and export large data sets. |
This requirement can be fulfilled via custom ad-hoc reporting solution, or by a vendor-hosted standalone reporting platform such as Power BI (preferred). All data elements should be available to the users for ad-hoc reporting, exceptions made for configuration and technical implementation data that is unrelated to the business need.
| ME2 | Project Deliverables | The vendor must conduct performance testing prior to go-live/cutover to ensure response times, load speeds and transaction processing speeds are acceptable to the department based on the number of expected concurrent users. |
| ME3 | Project Deliverables | Provide documentation demonstrating what is included in the warranty by the Offeror to ensure the solution is free from defects after the implementation is complete. |
| ME4 | Training | The vendor must provide Administrator training for all modules of the application, including training materials and documentation. Training must be conducted in a suitable environment (not production). Adequate training documentation must be provided, which could include agendas, online (in application) help, PowerPoint presentation materials, lecture notes, and follow-up question and answer content. |
Provide Train-the-Trainer (Power user) training for all applicable modules of the application. Training must be conducted in a suitable environment (not production), using real, converted IDOT data. Adequate train the trainer documentation must be provided.
Provide examples of both with proposal. Training must be conducted by one of the project's dedicated team members (BA, QA, etc.)
| ME5 | Infrastructure | The system must be hosted by the vendor, who should identify server and storage solutions that best meet the needs of proposed system. The vendor must allow for at least but not limited to ten (10) years of storage capabilities. |
| ME6 | Interface/Integration | The vendor must develop five interfaces to exchange data between their solution and internal department systems. Data being exchanged includes new contracts, financial data (pay estimates, appropriations, obligations, etc.), materials inspections, mix designs, and employee demographic information. Interfaces can be accomplished via an API connection or file transfer service. |
Desirables
| Construction and Materials Management System Modernization RFP |
| Attachment A - Mandatory and Desirable Qualifications |
| Desirable Requirement Responsive Elements: |
Please explain if your organization meets or will meet each of the desirable elements within Attachment A using the appropriate response code from the “Response Code Description” tab of Attachment A. Use the Vendor Response column to provide a narrative of how the solution meets the requirement and/or indicate the section and page number of your proposal where your response to each item may be found. The Desirable Requirements and the Offeror’s responses shall be included in any contract resulting from this solicitation.
| Desirable Requirement Responsive Elements | |||||
| ID | Category | Requirement Detail | Response Code | Vendor Response | Max Score |
| 3.1.1 | Application | Describe how the solution utilizes responsive design and is accessible via mobile devices (e.g. iPads, smart phones, etc.), laptops and desktop computers. | 15 | ||
| 3.1.2 | Application | If the application includes multiple modules, describe how the application has a similar look and feel between modules, and appear to be a uniform solution. | 15 | ||
| 3.1.3 | Application | Describe how the application is designed for a profile-based user experience (Construction, Materials, Accounting, etc.). | 20 | ||
| 3.1.4 | Application | Describe how the solution is designed with agency defined validations and warnings within all components of the system to help eliminate incomplete or incorrect information. | 20 | ||
| 3.1.5 | Application | Describe how the solution saves data (i.e. manually or automatically) as it's entered when navigating through the system. | 20 | ||
| 3.1.6 | Application | Describe how the solution utilizes standard windows keyboard functions and shortcuts (tab, copy, paste, etc.) for navigation and data entry within all areas of the application. | 10 | ||
| 3.1.7 | Application | Describe how the solution has the ability to automatically assign unique values (e.g., dates, user names, etc.) to pre-determined fields based upon agency specifications. | 20 | ||
| 3.1.8 | Application | Describe how the system tracks effective and expiration dates within the system to determine when items are available to assign (code keys, vendors, inspectors, etc.). | 20 | ||
| 3.1.9 | Application | Describe how the solution provides users the ability to configure favorites, including but not limited to contracts and reports for quick access from their homepage. | 15 | ||
| 3.1.10 | Application | Describe how the solution provides users the ability to configure dashboard views which are saved to their user profile and available upon login. This should include creating customized filters/sorts, work queues, and adding any available system widgets which can be set as default. | 15 | ||
| 3.1.11 | Application | Describe how the dashboards include hyperlinks to other screens, modules and documents within the system. | 15 | ||
| 3.1.12 | Application | Describe how the dashboards include work queues which include assigned work with missing requirements and due dates. | 20 | ||
| 3.1.13 | Application | Describe how grids (tables of data with rows and columns) within the system are sortable. | 20 | ||
| 3.1.14 | Application | Describe how the system allows users to add notes to various fields and screens as defined by the department, including a timestamp and the user who added the note. | 20 | ||
| 3.2.1 | Document Management | Describe how the solution is designed to validate uploaded or imported file types according to agency requirements. | 25 | ||
| 3.2.2 | Document Management | Describe how the solution has the ability to manage (upload, download, save, delete, index, etc.) documents and associate them to a particular record or library based upon user permissions. A link to the saved document should be included in the record detail or library. | 30 | ||
| 3.2.3 | Document Management | Describe how the solution provides the ability to print and export documents through selection. | 30 | ||
| 3.2.4 | Document Management | Describe how the solution provides the ability to print or export all documents associated to a construction contract. | 25 | ||
| 3.2.5 | Document Management | Describe how the solution provides the ability to print or export all system reports associated to a construction contract by functional area. | 25 | ||
| 3.2.6 | Document Management | Describe how the solution provides the ability to search documents using combinations of search criteria such as upload date, label/tag, attachment number, etc. | 25 | ||
| 3.2.7 | Document Management | Describe how the system displays summary information such as count and status for documents, total number of documents, total number of documents based on type, etc. | 30 | ||
| 3.2.8 | Document Management | Describe how the solution provides the ability to notify users when a document is added or deleted based on index values or step in a workflow process. | 30 | ||
| 3.2.9 | Document Management | Describe how the solution provides the ability to configure storage to manage electronic documents that have been attached to data records within the system outside of the database. Include the ability to manage these documents on different host servers, away from the database or application servers. | 25 | ||
| 3.3.1 | Forms | Describe how the solution supports the creation of web based forms for IDOT processes and how the forms are configurable by a defined user group. | 25 | ||
| 3.3.2 | Forms | Describe how the solution supports the creation of system fillable forms (e.g. PDF) for IDOT processes and how the forms are configurable by a defined user group. | 25 | ||
| 3.3.3 | Forms | Describe how the system auto populates contract details where applicable within the web based configurable forms or system fillable forms (e.g. PDF, Word, Excel, etc.) | 25 | ||
| 3.3.4 | Forms | Describe how the system provides the ability to edit auto filled information within the web based configurable forms and system fillable (e.g. PDF, Word, Excel, etc.) forms. | 25 | ||
| 3.4.1 | Notifications | Describe how the solution provides the ability to send notifications to users based on different actions taking place within the system. | 75 | ||
| 3.4.2 | Notifications | Describe how the solution provides users the ability to subscribe to and set delivery preferences (email, text, etc.) for notifications based upon user group and security permissions. | 75 | ||
| 3.5.1 | Online Help | Describe how the solution includes comprehensive Help functionality built into the system. The Help system should be intuitive and identify specific domains of help. | 75 | ||
| 3.5.2 | Online Help | Describe how the solution provides the ability for a defined user group to customize Help features so they can be modified and made relevant to the department’s needs/processes. | 75 | ||
| 3.6.1 | Reporting | Describe how the system provides the ability to create ad-hoc reports on-demand with the ability to save and share those reports across users. Selected criteria with timestamp should clearly display on screen and printed report. | 60 | ||
| 3.6.2 | Reporting | Describe how the system includes intuitive and easy to use reporting capabilities, including but not limited to the ability to schedule reports and export reports into various agency specified formats (Excel, PDF, etc.). | 60 | ||
| 3.6.3 | Reporting | Describe how the system provides the ability for users to query and export grid results into IDOT specified formats (Ex. Excel). | 60 | ||
| 3.6.4 | Reporting | Describe how the system provides the ability to place a timestamp on the file or report being printed/exported. | 60 | ||
| 3.7.1 | Search | Describe how the solution provides system-wide search capabilities which allows the use of "wildcard" characters, "Like" functionality, and partial searches. System-wide includes any and all records available based upon user permissions including but not limited to contract and materials information, pay items, vendor data, etc. | 65 | ||
| 3.7.2 | Search | Describe how the application has the ability to access all historical records without degrading system response times to other users. | 65 | ||
| 3.7.3 | Search | Describe how the solution provides for type ahead filter matching in fields to reduce the display of data in lists and present the user with closely related options. | 65 | ||
| 3.8.1 | Workflow | Describe how the solution includes workflow functionality to track progress through various business processes including a progress indicator displaying steps involved in the process and current status. | 50 | ||
| 3.8.2 | Workflow | Describe how the solution provides the ability for administrative users to view, analyze and report on work across all system workflows and reassign steps as needed. | 20 | ||
| 3.8.3 | Workflow | Describe how the solution provides the ability for administrative users to configure workflows as a series of steps and conditions for routing work and associated data to user groups/user roles. | 25 | ||
| 3.8.4 | Workflow | Describe how the solution provides the ability for workflows to include notifications to users or groups of users for workflow status or step completion based upon IDOT configuration with automatically generated links back into the system. | 50 | ||
| 1.0.1 | 1.0 Contract Summary | Describe how the solution will provide the ability to reload/overwrite a contract based on the contract status. | 30 |
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File details come from the government source that posted it. Updated .