RFP 250192

EXHIBIT A

SCOPE OF WORK

Enterprise Asset Management Phase 2

Table of Contents

1. BACKGROUND

2. BUSINESS NARRATIVE

2.1 CFR

2.2 OC STREETCAR

3. PROJECT GOALS / OBJECTIVES AND HIGH-LEVEL PROJECT SCOPE

3.1 PROJECT GOALS

3.1.1 CFR

3.1.2 OC STREETCAR

3.2 PROJECT OBJECTIVES

3.2.1 CFR

3.2.2 OC STREETCAR

3.3 HIGH-LEVEL SCOPE

3.3.1 CFR

3.3.2 OC Streetcar

3.4 KEY DELIVERABLES

3.5 OUT OF SCOPE (UNLESS AMENDED)

4. CONSULTANT RESPONSE TO PROPOSAL

5. TECHNICAL PROPOSAL

5.1 FIRM QUALIFICATIONS

5.2 STAFFING AND PROJECT ORGANIZATION

5.3 TECHNICAL SOLUTION DESIGN (TSD) NARRATIVE

5.4 PROPOSED PROJECT SCHEDULE

5.5 ROLES AND RESPONSIBILITIES MATRIX

6. DEMO/INTERVIEW

6.1 CFR

6.2 OC STREETCAR

7. OCTA RESOURCES

8. CONSULTANT SERVICES, EFFORTS, and DELIVERABLES

9. CONSULTANT TEAM

10. CONTRACT TASKS

10.1 Task 1 – PROJECT PLANNING AND MANAGEMENT

10.2 Task 2 – REQUIREMENTS GATHERING

10.3 Task 3 – DESIGN

10.4 Task 4 – CONSTRUCT / BUILD

10.5 Task 5 – TEST

10.6 Task 6 – TRAIN

10.7 Task 7 – DEPLOY

10.8 Task 8 – POST-DEPLOYMENT SUPPORT / WARRANTY

11. ATTACHMENT A: BUSINESS REQUIREMENTS

11.1 A1: VENDOR RESPONSE INSTRUCTIONS

11.2 A2. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

11.3 A3: VENDOR QUESTIONNAIRE

11.4 B1: TERMS AND DEFINITIONS

11.5 B2: REPORT_FORMS LIST

11.6 B3: ARTIFACTS_FREQUENCY LIST

11.7 B4: INTERFACES AND DATA EXCHANGE

11.8 B5: SYSTEM USERS

11.9 B6: HARDWARE

11.10 B7: LOCATION DEMOGRAPHICS

11.11 B8: BUSINESS PROCESS FLOW DIAGRAMS

11.12 B9: OCTA SYSTEM TOPOLOGY DIAGRAM

12. SOFTWARE PERFORMANCE SERVICE LEVEL AGREEMENT (SLA)

13. LIMITATION ON GOVERNMENTAL DECISIONS

1. BACKGROUND

The Orange County Transportation Authority (OCTA) is a 24 x 7 state-mandated, multi-modal transportation agency in Orange County, California. OCTA regulates, prioritizes, funds, plans, designs, builds, operates, and maintains the transportation network. This includes major highway & freeway projects, high-occupancy managed lanes, street improvements, commuter rail, streetcar, the public transit system, paratransit services, and taxi services.

OCTA is undertaking Phase 2 of its Enterprise Asset Management (EAM) system implementation.

Building upon the foundational capabilities delivered in Phase 1, this phase is focused on expanding and refining enterprise functionality to address evolving operational, compliance, governance, and technical requirements across multiple business units.

Phase 2 will extend the existing Octave Attune EAM (formerly Hexagon EAM) platform to support the contractual and operational needs of OCTA’s Contracted Fixed Route (CFR) Contractor, OC Streetcar (including Linear and Wayside infrastructure), and associated support functions. The objective is to enhance the platform’s ability to operate within a multi-business line environment while maintaining enterprise-wide governance, audit controls, security standards, and controlled system integrations.

To achieve these objectives for Phase 2, OCTA will leverage its existing EAM configuration while introducing additional capabilities to support:

• Segregated business unit operations within a shared enterprise environment.

• Decentralized and independently managed inventory structures.

• Non-OCTA domain user access governed by role-based access controls.

• Mobile field execution with offline capability and secure synchronization.

• Enhanced audit logging, traceability, and compliance reporting.

• Configurable enterprise integrations and selective integration disablement.

• Improved reporting, data visibility, and oversight functionality.

OCTA maintains a contractual agreement with the CFR Contractor that includes specific operational and system requirements that must be implemented within the EAM platform. These CFR requirements include, but are not limited to, independent procurement processes, segregated inventory management, restricted integration with OCTA enterprise financial systems, and comprehensive audit traceability. Certain configurations are mandatory to ensure compliance with contractual obligations and to maintain clear financial and operational separation between CFR and OCTA enterprise systems.

Similarly, OC Streetcar and its Contractor must meet defined operational and regulatory compliance requirements specific to its business unit. These include federally mandated safety inspections, preventive maintenance tracking with performance oversight, mobile-enabled work execution, and structured asset lifecycle management for Linear and Wayside infrastructure. All identified “must-have” requirements for OC Streetcar are necessary to ensure regulatory compliance, operational readiness, and long-term asset stewardship.

The requirements compiled for Phase 2 reflect a comprehensive enterprise asset management strategy that supports both centralized governance and business-unit-specific operational models.

The implementation approach must balance enterprise control with decentralized operational flexibility, ensuring scalability, compliance, financial accountability, and long-term sustainability across OCTA’s evolving transportation services.

2. BUSINESS NARRATIVE

2.1 CFR

OCTA maintains a contractual agreement with its CFR Contractor, under which the contractor is responsible for defined operational and maintenance activities while OCTA retains oversight authority. Both OCTA personnel and CFR Contractor staff will perform their respective responsibilities within OCTA’s existing Enterprise Asset Management (EAM) application, which will be configured to support CFR’s operational independence and contractual requirements.

CFR Contractor staff will initiate and manage work orders within the EAM system, documenting reported defects, maintenance actions, accident-related details, and associated costs in accordance with contractual obligations. Established operating procedures require detailed documentation of issues, corrective actions, and supporting data. Configured workflows within the EAM system will trigger lifecycle notifications and approval routing to ensure visibility and oversight of maintenance activities from initiation through completion.

The EAM system will be configured to support CFR’s independent procurement and inventory processes while maintaining segregation from OCTA enterprise financial systems. Inventory issuance, warehouse transfers, quarantine movements, and adjustments will be audit-logged to ensure full traceability and accountability. Integration controls will ensure that CFR transactions remain segregated from designated OCTA enterprise applications in accordance with contractual and governance requirements.

Secure mobile access will allow authorized CFR personnel to perform work management and inventory transactions in the field. Reporting and dashboard capabilities will provide visibility into work order progress, inventory activity, maintenance performance, and contractual compliance. The system will maintain comprehensive transaction histories to support reconciliation, audit requirements, and performance oversight.

2.2 OC STREETCAR

OCTA utilizes a third-party contractor (OC Streetcar Contractor) to manage operational and maintenance activities for the OC Streetcar line of business under OCTA oversight. Both internal OCTA staff and external OC Streetcar contractor personnel will manage operational activities within OCTA’s existing EAM system.

OC Streetcar Contractor staff will initiate defect work orders within the EAM system in accordance with established operating procedures, including detailed documentation of reported issues, inspection findings, and recommended corrective actions. Configured workflows will trigger notifications throughout the work order lifecycle, enabling appropriate personnel to track work orders from initiation through completion. These controls ensure OCTA’s Streetcar rolling stock and Linear/Wayside infrastructure remain compliant with federal and state safety requirements.

The EAM system will support preventive maintenance scheduling, federally mandated safety inspections, mobile-enabled field execution, and structured asset lifecycle management. The system will monitor asset status, track inventory movement for warranty replacements and chargebacks, and maintain comprehensive audit trails of maintenance and inspection activities.

Advanced reporting capabilities will provide visibility into maintenance performance, inspection results, and asset history to support regulatory compliance and operational oversight.

For both CFR and OC Streetcar, defect work order business processes have been defined to illustrate the configured workflow, segregation controls, audit traceability, and lifecycle management requirements within the EAM platform.

3. PROJECT GOALS / OBJECTIVES AND HIGH-LEVEL PROJECT

SCOPE

3.1 PROJECT GOALS

3.1.1 CFR

The goal of the CFR portion of this engagement is to configure and enable the Octave Attune EAM system to support the operational, contractual, and governance requirements of the CFR Contractor within OCTA’s existing enterprise environment. This effort is required to fulfill obligations outlined in OCTA’s contractual agreement with the CFR Contractor, including specific system, reporting, procurement, inventory, and audit requirements. The configuration must ensure operational independence where required while maintaining enterprise security, audit controls, data segregation, and system governance standards.

• Support independent CFR inventory management processes in accordance with contractual obligations.

• Ensure segregation of CFR data, transactions, and integrations from OCTA enterprise financial systems while maintaining appropriate enterprise governance controls.

• Enforce secure access for both OCTA and non-OCTA domain users through role-based access controls and enterprise-aligned authentication standards.

• Maintain comprehensive audit logging and traceability for all CFR transactions, including inventory adjustments, priority changes, and workflow actions.

• Support configurable integration management, including selective enablement, disablement, and modification of Phase 1 integrations, as well as development of new interfaces where required.

• Provide advanced reporting and dashboard capabilities to support inventory management, work order progress tracking, maintenance history, inspection results, oversight, reconciliation, and contractual compliance.

• Enable secure mobile access with enterprise uptime standards and configurable workflows for task assignments, approvals, and alerts.

• Support CAD integration, including the import and management of OEM manuals and related documentation.

• Deliver complete implementation artifacts, including:

− Hands-on user training and role-based documentation

− Technical documentation covering configuration, design, and integration.

− Updates to integration files and configuration matrices

− Additional configuration required to support overall system operation (e.g., account codes and related system controls)

3.1.2 OC STREETCAR

The goal of the OC Streetcar portion of this project is to implement a comprehensive, mobile-enabled EAM solution that supports OC Streetcar operations and maintenance activities. The system will modernize and digitize maintenance, inspection, asset management, inventory control, reporting, and compliance processes while ensuring operational efficiency, regulatory compliance, and lifecycle asset visibility.

• Digitize and standardize inspections and maintenance execution using Octave Attune EAM configured inspection and preventive maintenance capabilities, ensuring consistency, accuracy, auditability, and compliance.

• Enable end-to-end Work Management for planned and unplanned maintenance with mobile execution and near real-time work order lifecycle visibility.

• Strengthen asset lifecycle management for OC Streetcar rolling stock and wayside assets through structured asset records, location assignment, parent-child visibility, and retirement/EOL tracking.

• Implement inventory, materials, and procurement controls integrated with maintenance activities, including full audit traceability and barcode-enabled transactions.

• Deliver reporting and analytics that support operational oversight, regulatory compliance (including federally mandated inspections), and lifecycle cost/TCO visibility.

• Establish secure, role-based access for OCTA and third-party contractor users, ensuring appropriate segregation of duties across desktop, mobile, and reporting features.

• Leverage secure integrations using approved mechanisms (including Phase 1 integrations where applicable) and ensure operational readiness through training and environment gap remediation planning.

• Import and manage OEM manuals, drawings, single line diagrams, and related documentation.

3.2 PROJECT OBJECTIVES

3.2.1 CFR

• Business Process

− Vendor shall conduct discovery sessions and outline business narratives for business processes related to CFR Contractor.

• Business Unit Segregation & Governance

− Configure CFR as a distinct business unit within the existing Octave Attune environment.

− Maintain segregation of CFR data, transactions, assets, and inventory from other OCTA business units.

− Enforce role-based access controls (RBAC) to restrict CFR users to authorized assets, inventory, work orders, and reports.

− Support secure authentication (SSO and/or MFA as required).

• Integration, Configuration & Control

− Allow CFR to leverage approved integrated data sources (e.g., Fleetwatch, Hastus, ITMS/Transit DB, Data Warehouse) as authorized.

− Provide visibility to integration data for authorized CFR users.

− Ensure CFR transactions are not processed by integrations with OCTA-specific interfaces such as Tribologik, Finance Enterprise, and Workday.

− Prevent any transactional data exchange between CFR processes and OCTA enterprise financial systems (Finance Enterprise).

− Support use of the EAM procurement module independently from OCTA ERP (Finance Enterprise).

− Modify existing Phase 1 integration files and configure new interfaces as required to support CFR operations.

• Inventory & Procurement Management (Independent Operation)

− Allow CFR to create and maintain material master records.

− Associate CFR materials exclusively with CFR-designated inventory locations.

− Support multiple CFR warehouses and inventory status designations (e.g., On-Hand, Quarantine, Restricted).

− Allow movement of inventory between warehouses and statuses while maintaining transaction history.

− Enable manual entry and upload of starting inventory using Octave Attune out-of-the-box templates.

− Restrict CFR users to issue parts only from CFR-designated inventory locations.

− Support export of inventory data to Excel for reconciliation and audit.

• Work Management & Data Controls

− Require entry of additional accident-related details when accident classification is selected, including:

o Accident date o Location o Incident reference number o Description of damage o Responsible party

− Support configurable workflows for task assignments, approvals, and alerts.

− Allow export of work order history in multiple formats (e.g., PDF, Excel).

− Support user-defined fields (UDFs) such as badge number, hours, and employee hourly rate.

• Open CAD Integration

− Enable integration between Octave Attune work orders (EAM) and OpenCAD so that authorized users can launch OpenCAD directly from a work order to view the relevant facility/asset drawings and determine where a part/component is installed and how to perform maintenance using drawing-based context and associated information.

− Allow association of manuals and supporting documentation to assets and work records.

− Maintain controlled access to technical documentation in accordance with CFR role permissions.

• Audit & Traceability Controls

− Maintain a complete audit trail for all transactions, capturing user identification, timestamp, and action performed.

− Capture and retain audit data for all inventory adjustments, including user, date/time, part number, description, quantity adjusted, previous balance, updated balance, and location.

− Log priority field changes, including user, timestamp, previous value, and updated value.

− Retain inspection and transaction data in accordance with records retention policies.

• Mobile & System Reliability

− Provide secure mobile access for authorized CFR users (phone and tablet).

− Support inventory transactions on mobile devices.

• Reporting & Oversight

− Provide advanced reporting capabilities including:

− Inventory reporting

− Work order progress reporting

− Maintenance history reporting

− Inspection results reporting

− Dashboard views

− Support filtered and role-restricted reporting

− Provide reporting capabilities necessary for oversight, reconciliation, and contractual compliance

• Training, Documentation & Governance Deliverables

− Deliver hands-on training for configured CFR roles and users.

− Conduct Training sessions for designated OCTA and CFR representatives.

− Provide written, role-based training materials.

− Deliver technical documentation detailing configuration, integration, and system design.

− Update BDD, ICD, and Configuration Matrix documentation.

− Ensure all documentation complies with OCTA formatting standards.

− Deliver all documentation in both native editable format and PDF format.

3.2.2 OC STREETCAR

• Digital Inspections & Preventive Maintenance The system shall:

− Provide fully digital inspection checklists for the following maintenance intervals:

o Daily pre-trip o Weekly o Monthly (2.5K) o 3 Month (8.25K) o 6 Month (16.5K) o Annual (33K) o 14 Month (40K) o 2 Year (66K) o 5 Year (165K) o 8 Year (264K) o 10 Year (330K) o 15 Year (495K)

− Support mileage-based preventive maintenance scheduling with configurable tolerance allowing execution within ±10% of defined maintenance intervals.

− Provide predictive maintenance alerts and notifications for upcoming scheduled maintenance.

− Ensure all digital inspection and work order forms retain all language, fields, and selectable options from OCTA and third-party contractor paper forms unless otherwise approved.

− Enable inspection templates to include:

o Visual diagrams or drawings of inspection points o Pass/fail indicators o Measurements and condition entries o Comments and recommendations o Attachments (photos, PDFs, supporting documents)

− Support version control of inspection templates.

− Store completed inspection results in a centralized database as part of the asset maintenance history.

− Allow inspection checklists to be attached to work orders with links directing users to manufacturer repair guides.

− Support output/export of inspection lists including diagrams/images in PDF or Word format.

• Federally Mandated Safety Inspection Compliance

− Support digital inspection and reporting for federally mandated safety inspections, including wayside and track components such as:

o Track class and structure (rails, crossties, special track work, tie plates, fastening systems) o Track geometry (gage, alignment, elevation, curvature, surface) o Ballast and roadbed o Inspection frequency and quality requirements o Special inspections as required

− Support configuration of required inspection frequencies and retention of inspection evidence for audit purposes.

− Enable exportable compliance reports suitable for regulatory review.

• Work Order Management (Planned & Unplanned)

− Support creation and management of both preventive (scheduled) and corrective (unplanned) work orders.

− Provide near real-time creation, update, and status visibility for work orders.

− Support configurable work order statuses (e.g., Open, In Progress, On Hold, Pending Review, Complete).

− Allow assignment of work orders to defined resources (e.g., mechanics, technicians).

− Require and store structured data fields including:

o Asset o Location o Description o Priority o Category o Allow entry and storage of:

o Estimated labor time o Actual labor time o Labor notes o Materials used o Warranty indicators o Defect information

− Provide reporting comparing estimated vs. actual labor time.

− Enable multiple attachments per work order (e.g., PDFs, images, certificates, invoices).

− Allow classification of work orders as “Accident-Related” and support:

o Linkage to asset o Insurance claim reference (if applicable) o External case/incident number o Capture of all associated labor/material/total costs o Audit logging of classification changes

− Provide standard accident-related reporting with filtering (asset, date range, status, cost threshold, location) and export (PDF/Excel) with scheduled distribution capability.

− Provide UI capability (dashboard, filtered view, or workflow queue) to monitor work order state transitions with notifications.

• Mobile Enablement

− Provide responsive mobile access (phone/tablet) and support Windows laptops where applicable.

− Allow authorized users to:

o Create work orders from mobile devices o View assigned work orders and inspections o View detailed work order information (asset details, tasks, labor, materials, notes, attachments, history, status) o Update work order status o Record labor time and materials used o Enter defects during inspections

− Ensure mobile transactions synchronize with the core system in near real time.

− Enforce role-based access controls consistently across mobile and desktop.

− Provide a streamlined interface optimized to minimize keystrokes in field conditions.

− Support GPS/GIS capability to capture and display asset and work order locations (where applicable).

• Barcode Scanning The system shall support barcode scanning functionality for

− Assets (including wayside assets)

− Work orders

− Parts and materials

− Scanning functionality shall be integrated with work management and inventory transactions.

• Asset Management

− Allow manual creation of asset records and definition of asset number (e.g., Car Number).

− Enforce read-only status of asset number after creation.

− Support configurable asset categories and subcategories (e.g., Car, Wayside) without requiring code changes.

− Allow assets to be assigned to one or more categories.

− Support filtering, reporting, and RBAC by asset category.

− Support assignment of assets to locations.

− Provide parent-child hierarchy visualization with drill-down capability.

− Support asset retirement/EOL processing including capture of year, odometer, and related attributes.

− Support reporting on retired/EOL assets.

• Inventory & Materials Management

− The system shall:

− Store inventory and material records in the centralized database.

− Allow issuing parts to work orders and decrement on-hand inventory.

− Validate inventory availability prior to assignment.

− Support min/max thresholds and automatic purchase request generation.

− Support inventory movement between:

o Locations o Bins o Statuses (e.g., quarantine)

− Allow authorized inventory quantity adjustments (+/-).

− Log all inventory adjustments including:

o User o Date/time o Previous value o New value o Reason/comment (where applicable)

− Support traceability of:

o Historical material consumption tied to work orders and warranty defects o Inventory movement history between bins/locations

• Procurement Support

− Support the creation and processing of Purchase Requests, including Blanket Purchase Requests where applicable, to facilitate procurement activities in accordance with organizational policy and contract, such as approvals and approval workflows.

− Support requisition-to-PO lifecycle visibility and association to work orders.

− Support receiving assets/materials from purchase orders and increment inventory.

− Provide configurable workflow routing for approvals with automated notifications.

− Provide escalation/reminder notifications when approvals exceed defined timeframes (e.g., 24 hours).

• Reporting & Analytics The system shall provide:

− Ad hoc reporting with user-defined filter criteria.

− Multi-criteria search functionality including:

o Partial (“contains”) search on component descriptions o Keyword search across description fields (manufacturer, model, part number) o Search by work order number, part number, assigned individual

− Filtering and sorting search results.

− Reporting and analytics including:

o Performance reporting o Asset reporting o Maintenance history export (Car and Wayside) o Lifecycle cost tracking / TCO o Labor actual vs. estimate variance o Accident-related reporting o Inventory audit reporting

− Federal mandated safety inspection reporting

− Support saving, copying, and naming reports per user-defined conventions.

− Support report-level permissions (Read, Modify Criteria, Delete).

− Support private vs. published report designation.

− Support scheduled recurring report generation and email distribution.

• Security & Administration

− Support creation of users for OCTA and non-OCTA domains.

− Allow administrators to assign and modify role-based permissions aligned with business line.

− Enforce RBAC (Role-Based Access Control) consistently across desktop and mobile platforms.

− Restrict users to view/edit only assigned work orders and inspections where required.

− Support creation of new roles aligned to application configuration for third-party contractor.

• Integration & Technical Requirements The vendor shall:

− Support secure integration leveraging Phase 1 integrations via API or approved mechanisms.

− Document integration approach including:

o Systems interfaced o Data elements exchanged o Data ownership o Security/authentication methods o High-level error handling approach o Support devices of mixed technology and device types (i.e., Windows, IOS, Android, Tablets, Phones)

• Vendor Responsibilities

− Assess the current environment and identify gaps to support OC Streetcar and Wayside operations.

− Provide documented recommendations and remediation strategies.

− Provide written training documentation.

− Provide hands-on training to front-end users.

• Training, Documentation & Governance Deliverables

− Deliver hands-on training for configured OC Streetcar roles and users.

− Provide written, role-based training materials.

− Deliver technical documentation detailing configuration, integration, and system design.

− Update BDD, ICD, and Configuration Matrix documentation.

− Ensure all documentation complies with OCTA formatting standards.

− Deliver all documentation in both native editable format and PDF format.

3.3 HIGH-LEVEL SCOPE

3.3.1 CFR

In-Scope Functional Domains

• The project includes configuration and enablement of CFR as a segregated business unit within OCTA’s existing Octave Attune EAM environment. This includes business unit hierarchy configuration and data segregation; independent CFR inventory and procurement configuration; selective integration enablement and integration disablement in accordance with contractual requirements; work management and accident data capture configuration; CAD/manual import and document association; advanced reporting and dashboard configuration; secure mobile access configuration; and audit logging and compliance configuration.

In-Scope Implementation Activities

• Implementation activities include configuration of CFR-specific locations, warehouses, and inventory status structures; configuration of the procurement module to support independent CFR operation; modification of Phase 1 integration files and development of new interfaces as required; excluding Tribologik, Finance Enterprise, and Workday; data migration support for starting inventory using Octave Attune templates; configuration of role-based access controls for OCTA and non-OCTA domain users; setup of configurable workflows, approvals, and alerts; implementation of audit trail and traceability controls; testing support for both enabled and disabled interfaces; and production deployment support.

Documentation and Training Deliverables

• The Vendor shall provide hands-on training for CFR-configured roles, conduct Training sessions for designated OCTA and CFR personnel, and deliver written role-based training materials. The Vendor shall also provide technical documentation detailing system configuration, integration, and design, update BDD, ICD, and Configuration Matrix documentation, and ensure that all documentation is delivered in OCTA-approved format in both native editable and PDF versions.

• Deliver organization-wide visibility of inventory and part data.

• Enable facility-level dashboards and analytics.

• Configure secure role-based access for internal users.

• Ensure standardization of operational workflows and reporting tools.

Out of Scope (Unless amended)

• The following items are out of scope unless formally amended: activation of disabled enterprise financial integrations for CFR; modifications to OCTA ERP (One Solution); custom software development beyond agreed configuration;

hardware procurement; and changes to OCTA enterprise security architecture beyond CFR role configuration.

In-Scope Operations

• Work Order Document Access

• Users will be able to access associated Part Diagrams and Manuals directly from a work order.

• Part Selection and work order Application.

• Users will be able to select a specific part identified within a Manual and apply it to the related work order.

• The selected part may be flagged for procurement if not available.

• If available in inventory, the part may be decremented accordingly.

• Document Library Management.

• The application will include a centralized document library designed to store Parts Diagrams and Manuals.

• New Document Upload Capability.

• Users with appropriate access permissions will be able to upload new Parts Diagrams and Manuals into the application library.

• Replacement Document Upload Capability.

• Users with appropriate access permissions will be able to upload replacement versions of existing Parts Diagrams and Manuals into the application library.

Out of Scope (Unless amended) Document Creation or Editing: The creation, modification, or authoring of Parts Diagrams and Manuals within the application.

• Advanced Document Management Features: Version comparison, redlining, document workflow approvals, or automated document lifecycle management beyond basic upload and replacement.

• Integration with External Document Repositories: Automated synchronization or integration with third-party document management systems.

• Automated Inventory Replenishment Logic: Advanced procurement automation, supplier selection, or purchase order generation beyond identifying a part for procurement.

• Complex Inventory Management Enhancements: Inventory forecasting, multi-warehouse optimization, or advanced allocation logic outside of standard decrementing functionality.

• Role and Permission Framework Redesign: Changes to the existing access control model beyond enabling upload permissions for authorized users.

• Mobile-Specific Enhancements: Dedicated mobile application functionality and offline document access capabilities.

3.3.2 OC Streetcar

In-Scope Functional Areas

The project includes configuration and deployment of Octave Attune EAM to support:

• Asset management and lifecycle tracking (Cars and Wayside)

• Preventive maintenance scheduling and fully digital inspections

• Work order management for planned and unplanned maintenance

• Mobile-enabled field execution

• Inventory and materials management

• Procurement workflow integration

• Reporting and analytics, including regulatory and accident-related reporting

• Role-based security and user administration

• Integration with approved Phase 1 systems

Implementation Activities

• System configuration aligned to approved requirements

• Migration of paper-based inspection and work order forms to digital templates

• Configuration of workflows, notifications, and escalation rules

• Setup of barcode-enabled processes

• Configuration of audit logging and compliance tracking

• Integration configuration via approved APIs

• User role and permission configuration (RBAC)

• System testing support

• Production deployment

• Training delivery (documentation and hands-on sessions)

• Gap assessment and recommendations

3.4 KEY DELIVERABLES

• Configured EAM production environment

• Digital inspection and work order templates

• Configured preventive maintenance schedules

• Mobile enablement configuration

• Reporting framework and standard reports

• Security configuration documentation

• Integration documentation

• Gap assessment report

• Training materials and completed training sessions

3.5 OUT OF SCOPE (UNLESS AMENDED)

• Hardware procurement

• Custom development beyond agreed configuration

• Redesign of third-party systems outside defined integrations

• Organizational restructuring or enterprise-wide process reengineering

4. CONSULTANT RESPONSE TO PROPOSAL

OCTA is soliciting proposals from qualified software licensors, authorized distributors, and certified value-added resellers of eligible software products. Consultants are encouraged to propose the most current and effective technology solutions that align with OCTA’s objectives and meet the specific requirements outlined in the “Business Requirements – EAM Phase 2.xlsx.”

By submitting a proposal, the Consultant acknowledges that they have reviewed and understand the following documents and criteria:

• Evaluation Criteria

• Project Goals, Objectives, and High-Level Scope

• Attachment A: “Business Requirements – EAM Phase 2.xlsx.”

5. TECHNICAL PROPOSAL

5.1 FIRM QUALIFICATIONS

As part of the proposal, the Consultant shall provide a comprehensive statement demonstrating their qualifications for selection. This shall include:

• A detailed summary of technical experience in performing work of a closely similar nature

• An overview of the firm’s overall strength and organizational stability

• An assessment of the strength, stability, experience, and technical competence of any proposed subcontractors

• Client references that are close in nature to the project needs and/or industry alignment.

This information will be used as a basis for evaluating the Consultant’s capability to successfully perform the services described in this Statement of Work and [C250192_RFP 250192]

5.2 STAFFING AND PROJECT ORGANIZATION

The Consultant shall possess demonstrable experience in the implementation of the software solution specified for this project. Additional information regarding expected qualifications and response requirements is provided in Section III, Evaluation and Award.

5.3 TECHNICAL SOLUTION DESIGN (TSD) NARRATIVE

Consultant shall include in the “Work Plan” section of its proposal a TSD narrative section highlighting the proposed technical solution for OCTA. This narrative shall include a description of the technical architecture and the justification for their proposed approach. This shall include hardware and/or cloud hosting environments topology, including network and security components, all third-party software, and integration solutions for disparate components.

5.4 PROPOSED PROJECT SCHEDULE

For the purposes of the proposal, the schedule shall identify all phases and the high-level tasks in sufficient detail. Tasks shall be grouped into the project phases and shall include all the relevant deliverables and project milestones. The tasks shall identify Resources, Duration of tasks, and Predecessor relationships (whenever applicable). The schedule shall indicate the tasks for which OCTA is responsible.

During the project implementation effort, a more detailed project schedule shall be required (as described in Task 1 – Project Schedule), which shall incorporate OCTA-specified modifications, including duration and start-date modifications, as necessary, to align with their regular work-day activities, business cycles, holidays, and other work-day constraints. This alignment may result in 8 to 12 weeks of additional project duration if sufficient time was not allocated for OCTA to conduct reviews/approvals of project documentation, testing, etc.

5.5 ROLES AND RESPONSIBILITIES MATRIX

Provide the number of resources, and their respective roles.

Provide an organization chart that reflects to whom the project personnel report.

ATTACHMENT A

Consultants shall utilize the Microsoft Excel spreadsheet provided as part of this RFP package to respond to all questions pertaining to Attachments A. The complete Excel spreadsheet must be included in the proposal submittal. Supplementary screenshots are not required and should not be included as part of the supporting documentation.

PRICE SUMMARY SHEET

Consultants shall utilize the Microsoft Word provided as part of this RFP package. The completed Price Summary Sheet must be included in the proposal submittal.

Prices should include all direct costs, indirect costs, profit, and applicable taxes. The Authority intends to award a firm-fixed price contract for project up to two years in length. The two-year contract term shall start upon contract execution.

(Reference for detailed task descriptions in Section 10. Contract Tasks.)

6. DEMO/INTERVIEW

Consultants may be invited to participate in a system demonstration and/or interview as part of the evaluation process. The purpose of the demonstration is to allow the Consultant to present key functionalities of the proposed solution with specific emphasis on how the platform supports OC

Streetcar, and CFR operations within a multi–business line environment, including accommodation of differing processes, asset structures, integrations, and operational requirements. The demo/interview shall use examples within the application where applicable. For other areas, the vendor may use a narrative to describe the proposed solution.

6.1 CFR

• CFR Inventory Segregation + Controlled Issuance

− Goal: Prove CFR Contractor can only issue parts from CFR locations and cannot touch OCTA inventory.

− Inventory locations assigned to CFR (separate storerooms/warehouses/bins/statuses).

− Issue parts to CFR work order → system allows only CFR inventory locations, blocks OCTA locations.

− Independent CFR inventory operations: separate stock records, transactions, and controls (vendor-owned inventory at non-OCTA sites maintained separately).

− Inventory statuses and movement: On-Hand → Quarantine / Restricted, with balances and full history.

− Callouts to emphasize: Audit trail on every transaction (user, timestamp, part, qty, location, warehouse/status).

− CFR On-Hand Management + Audit-Ready Adjustments

− Goal: Prove CFR Contractor can view/edit only their inventory with proper roles and every adjustment is logged.

− Vendor should show:

− CFR user views on-hand inventory for their authorized location(s) only.

− CFR user performs positive/negative quantity adjustment with required audit fields captured (user/date/part/qty/location/warehouse).

− Inventory movement transactions within authorized locations (including quarantine moves), with detailed audit history.

• Reporting & Oversight (OCTA Governance + Contractor Access)

− Goal: Prove OCTA oversight and CFR report access with security.

− Vendor should show:

o CFR users have same reporting tools (create/filter/schedule/export) but restricted to CFR-authorized data.

o OCTA generates PM on-time performance reports to monitor CFR compliance.

o Asset/inventory reporting with filters for single vs consolidated locations, including cost/no-cost views.

o Accident-related work order reporting (classification field + required accident details + standard report + export/scheduled email).

• Mobile Parity

− Vendor should show:

o Mobile app doing the same core tasks as desktop: view/update work orders, record labor/materials, attach photos, scan barcodes (assets/work orders/parts/wayside).

o Document mobile limitations vs desktop (explicitly list what differs).

o Confirm: RBAC enforced consistently across desktop and mobile; near real-time sync.

• Work Orders + PM Priority Control + Maintenance History Continuity

− Goal: Prove planned maintenance execution control, work order lifecycle, and cross-location asset history.

− Vendor should show:

− Inbox / Ready status filter for highest-priority PMs (and ability to assign priority to PM work orders).

− Issue parts to a specific work order decrementing inventory; return part to a warehouse/bin as defective/warranty.

− Asset transfer history: view maintenance history when asset moves between OCTA run location and non-OCTA run location.

• Digital Inspections- Prove paper-to-digital checklists with images, version control, mobile access, and reporting.

− Vendor should show:

− Checklist capabilities: pass/fail, measurements, comments, attachments (photos);

completed records stored in asset maintenance history.

− Version control of inspection templates.

− Link from checklist/work order to Manufacturer repair guide/manual, and ability to attach manuals at asset/item level.

− Ability to output inspection lists with images/drawings to PDF/Word.

6.2 OC STREETCAR

• Business Unit Enablement & Governance Objective: Validate data isolation, security, and scalability without disrupting current configuration.

− Business unit segmentation (OC Streetcar vs. existing OCTA operations)

− Role-Based Access Control (RBAC) by business line

− Example: Streetcar technician vs. OCTA user visibility

− Report-level data segregation

− Support for OCTA and non-OCTA users

• Preventive Maintenance & Digital Inspection Scenario (10 Minutes) Objective: Demonstrate compliance, form fidelity, and traceability.

− Meter-based PM schedule (with ±10% tolerance)

− Upcoming maintenance alert

− Launch digital inspection (e.g., 6-month service)

− Record:

− Pass/fail

− Measurement

− Comments

− Photo attachment

− Show inspection stored in asset history

− Briefly reference federal mandated safety inspection configuration

• Mobile Field Execution Demonstrate Streetcar technician workflow:

Objective: Validate mobile-first execution and real-time integration.

− Assigned work order visible on mobile

− Barcode scan of asset or result of data scanned in application

− Update status (In Progress)

− Record labor time

− Issue part (inventory decrement)

− Attach photo

− Complete work order

− Show near real-time synchronization on desktop

• Inventory, Procurement & Audit Controls Objective: Confirm financial controls, traceability, and governance.

− Issue part and show inventory movement traceability

− Display audit log (user, timestamp, prior value, new value)

− Show min/max threshold triggering purchase request

− Demonstrate approval workflow with escalation example

− Receiving against purchase order

• Accident Tracking & Reporting Objective: Validate oversight, compliance reporting, and cost visibility

− Classify work order as accident-related

− Link to asset and external case reference

− Show cost roll-up (labor + materials)

− Run filtered accident report

− Demonstrate maintenance history export

• Integration & Scalability Overview Objective: Demonstrate sustainability and low operational risk.

− Reuse of Phase 1 integrations

− API-based integration framework

− Scalability for additional business units

− Confirmation of minimal impact to existing OCTA operations

The demonstration should reflect the Consultant’s understanding of OCTA’s requirements and clearly illustrate how the proposed solution fulfills the specified functional and technical needs."

7. OCTA RESOURCES

OCTA will establish a project team that will include the following staffing for this project:

• A Project Steering Committee consisting of the Project Sponsors, and major stakeholders which will meet as needed (at a minimum, quarterly) to monitor progress and make any project decisions and course corrections that are needed.

• A Leadership Team consisting of Business Owners, including the OCTA Resources, and Information Systems (IS) departments which will meet regularly (every 2-4 weeks) to drive efforts and address issues.

• An OCTA IS Project Manager (PM).

• Technical lead(s), who will be available as needed. The technical lead will assist with technical efforts, such as: network configuration, security, databases.

• A Sr. Business Analyst (BA) and functional experts will be available as needed, based on the project schedule, at the request of the OCTA PM.

• One (1) or more power users from each department will be available as needed. They will assist with application use-case questions and testing.

• An Application Analyst (AA) will be assigned.

• System users will be available during certain testing periods. All users of the system will participate, provided they have received proper training.

• OCTA recognizes Mondays and Fridays as Flex-days. Meetings with OCTA staff shall be avoided on those days.

• There are no OCTA resources who will be 100% allocated to this project.

8. CONSULTANT SERVICES, EFFORTS, and DELIVERABLES

Consultant shall provide the following as part of this engagement. The details of each component are outlined in this Scope of Work (SOW), and within the Business Requirements.

• Project Management and Documentation – The various administrative efforts and documentation to implement this system / project.

• Application Software – The latest software version, including any related application software or modules required.

• Other Related Software – This includes all software utilities, report writers, workflow software, development tools, hardware drivers, etc., that are required to operate and maintain the application software.

• Annual Maintenance (if needed) – The annual maintenance and support for five (5) years for all additional third-party software that is being licensed. OCTA has an enterprise license for Octave Attune EAM.

• Provision, Install, Configure, Test, and Deploy the software and hardware – The services required to install, set-up and configure all software and hardware products.

• Software Interfaces and Reports – All electronic interfaces between the new system and OCTA’s existing application systems, as well as the required custom reports.

• Data Migration and Conversion.

• Training for OCTA resources.

• Organizational Change Management (OCM).

9. CONSULTANT TEAM

Consultant’s personnel shall accept the following as part of this engagement.

• Consultant’s resources shall accept the condition that scheduling flexibility is required since OCTA’s IS activities are driven by a combination of internal and external dependencies.

• Consultant’s resources shall work closely with OCTA PM to plan the expected work for each reporting/billing period. All project work shall be coordinated through the OCTA PM.

• Consultant shall provide each of their assigned resources a personal workstation (e.g., laptop PC) and cell phone.

• Consultant may use offshore resources where appropriate; however, the OCTA PM shall be aware and approve of the use of offshore resources. Consultant assumes full responsibility for the quality of the resultant deliverables and the timeliness of their delivery.

• Consultant’s resources shall backup all work products at the end of each workday onto an OCTA designated storage device (a SharePoint repository or shared network drive setup for the Project Team). The intent is to create a collaborative work environment, providing visibility to work in progress.

• Consultant’s personnel assigned to work on OCTA projects are responsible for the proper care of OCTA’s facilities and equipment made available to them throughout the term of the contract.

• Unless otherwise agreed to by the OCTA PM, Consultant’s staff shall work onsite at OCTA’s Orange, CA headquarters building or from a pre-authorized remote location.

Exceptions require OCTA’s PM approval for work performed offsite or offshore.

• All resources participating on Consultant's project team shall have sufficient comprehension of the English language to read, write, speak, and understand all job-related directions and discussions.

• All communication shall be in English, including verbal and written.

• Verbal and written communication shall be grammatically correct at a university grade-level.

• Consultant’s resources shall be available from 8:00am to 5:00pm (Pacific Time), Mondays through Fridays, and on all U.S. working days.

• OCTA resources work a “flex schedule” (9/80 work week). As a result, Consultant shall plan to not conduct meetings with OCTA resources on Mondays or Fridays.

• Consultant shall provide all phone and desktop-sharing conference calling dial-in numbers and Uniform Resource Locators (URLs).

• Consultant shall provide telephonic technologies that limit the phone call latency to less than one (1) second and are at audio quality standards equivalent to typical U.S.

domestic phone call quality standards.

• Consultant’s resources shall respond to voicemail, email, and text messages within a reasonable amount of time, but under no circumstances shall the amount of time exceed two (2) business days. If a deadline or ‘respond by’ date/time is indicated in a communication by OCTA, it will be expected to be met unless it is considered unreasonable by Consultant. If so, Consultant shall immediately notify OCTA and provide a reasonable deadline that would need to be approved by OCTA.

10. CONTRACT TASKS

The following Tasks correspond to contractual payment schedule.

10.1 Task 1 – PROJECT PLANNING AND MANAGEMENT

Consultant shall designate a PM, who shall be the single point of contact for consultant. The following administrative project documentation, deliverables and actions (listed below) shall be produced, maintained, and made available by Consultant each week for OCTA to ensure accuracy and completeness.

Adequate time shall be allotted within the schedule for: OCTA’s review of project documentation, revisions to be made by Consultant, and final approval by OCTA (including potentially the Project Sponsors, and Project Owners, when applicable) prior to the deadline of each document and deliverable. Upon approval, work will be authorized.

• Project Schedule. The schedule shall identify all tasks in sufficient detail (durations for each detailed task will not be greater than five (5) business days, unless approved by the OCTA PM). Tasks shall be grouped by project phase, and shall include all the relevant deliverables, and project milestones. The tasks shall identify Resources (and Owners if applicable), Start-Dates and End-Dates, Duration of tasks, and Predecessor relationships (whenever applicable). The schedule shall indicate the tasks for which OCTA is responsible.

• The project schedule shall need to incorporate OCTA-specified modifications,…