Caltrans_BMS_Replacement_RFI.docx

REQUEST FOR INFORMATION

Bridge Management System (BMS) Replacement

REQUEST FOR INFORMATION

RFI - 56A0856

Release Date: 05/08/2025 Responses Requested no later than: 06/10/2025

ISSUED BY:

STATE OF CALIFORNIA, OFFICE OF STATEWIDE TECHNOLOGY PROCUREMENT

Table of Contents

BRIDGE MANAGEMENT SYSTEM (BMS) REPLACEMENT

State of California Department of Technology Office of Statewide Technology Procurement March 7, 2025 Introduction This Request for Information (RFI) is released by the California Department of Technology (CDT), Office of Statewide Technology Procurement (OSTP), on behalf of the California Department of Transportation (Caltrans).

For the purpose of this RFI, ‘the State’ refers to CDT and Caltrans, collectively acting on behalf of the State of California.

This RFI is issued solely for information-gathering purposes to support Caltrans in understanding available solutions, industry trends, and best practices. This RFI does not constitute a solicitation for bids, proposals, or offers. No contract award will directly result from responses to this RFI. Participation in this RFI is voluntary, and responses will be used for planning purposes only.

Respondents are encouraged to provide their responses by completing the Attachment A - Caltrans BMS RFI Vendor Response Workbook, which includes structured questions related to the areas of interest outlined in this RFI. The completed workbook will assist in evaluating the suitability of potential solutions Purpose of the Request for Information (RFI) The purpose of this RFI is to gather information from the vendor community regarding available bridge management solutions that can address the evolving needs of Caltrans. Caltrans is seeking to understand the current marketplace, industry capabilities, and potential technology solutions to replace its existing Structure Maintenance Automated Report Transmittal (SMART) system.

To facilitate structured responses, respondents are requested to complete Attachment A - Caltrans BMS RFI Vendor Response Workbook, which aligns with the objectives and key focus areas outlined in this RFI. Responses to this RFI will assist Caltrans in refining its project requirements and procurement strategy while ensuring alignment with industry standards and best practices.

Through this RFI, Caltrans seeks to achieve the following objectives:

Gain insights into commercially available solutions that align with the business and technical needs of Caltrans.

Collect information on vendors’ experience with implementing BMS solutions for public transportation agencies, particularly within state Departments of Transportation (DOTs).

Identify best practices, implementation challenges, and potential risks associated with transitioning from the current system to a modern bridge management platform.

Explore features that enhance data-driven decision-making through advanced reporting, analytics, and visualization capabilities.

To facilitate alignment with Caltrans' business needs, this RFI has been structured according to the BMS Business Capability Model (BCM), provided as Attachment B. The BMS BCM outlines six (6) key capability areas:

1. Inventory Management

2. Inspection Planning & Execution

3. Regulatory Compliance

4. Reporting

5. Information Management

6. Project Optimization Caltrans is particularly interested in solutions that:

Comply with the Federal Highway Administration’s (FHWA) National Bridge Inspection Standards (NBIS) and data collection requirements outlined in Title 23 U.S. Code §144.

Support mobile and web-based functionalities to facilitate field inspections and real-time data access.

Provide robust analytical capabilities, reporting, and visualization capabilities to enhance decision-making.

Offer modular and scalable architecture to accommodate future enhancements and integrations.

Incorporate best practices in cybersecurity, data governance, and role-based access control (RBAC).

Background Caltrans is responsible for inspecting and maintaining an inventory of approximately 27,000 bridges and tunnels across the state, with half of these bridges owned by Caltrans. These inspections are conducted in accordance with the Federal Highway Administration (FHWA) National Bridge Inspection Standards (NBIS) and other regulatory mandates outlined in Title 23 U.S. Code § 144. Caltrans has established comprehensive procedures, programs, and policies to ensure the structural integrity and safety of the state bridge infrastructure.

In addition to bridges owned by Caltrans, local agencies and municipalities manage their own inspection programs, following the same NBIS criteria. Caltrans acts as the lead agency in coordinating bridge data reporting with the FHWA and other stakeholders to ensure compliance with federal mandates. Each bridge in the inventory is tracked using a unique bridge number and bridge identification number combination, assigned by Caltrans, to facilitate efficient monitoring and reporting.

Since 1997, Caltrans has relied on SMART system to manage this critical infrastructure. SMART was developed as an Oracle-based application to serve as the primary tool for bridge inventory management, inspection documentation, and federal compliance reporting. The evolving landscape of bridge management, particularly with the release of revised National Bridge Inspection Standards (NBIS) and the concurrent release of the new Specifications for the National Bridge Inventory (SNBI) in May 2022, has highlighted the need to modernize and streamline the collection, storage, and analysis of bridge data by incorporating advanced technologies and more comprehensive data sets. These new federal requirements introduce more stringent data collection, reporting, and inspection protocols that exceed SMART's current capabilities.

The current SMART system, despite its historical reliability, faces several significant challenges:

Compliance Gaps: The revised NBIS introduces new requirements for load ratings, inspection procedures, and quality control processes. These requirements reflect the evolving nature of bridge management practices and the increasing emphasis on data-driven decision making. SMART is unable to fully support the revised NBIS requirements, specifically regarding enhanced data collection, reporting, and inspection timelines.

Technology Limitations: The system operates on legacy technology that is incompatible with modern web browsers and mobile devices, creating significant inefficiencies for field operations. Bridge inspectors and maintenance crews require modern, mobile-friendly tools to perform their duties effectively. Additionally, SMART lacks the flexibility to support contemporary workflow needs, collaborative quality assurance processes, and integration with other Caltrans systems. These limitations impact the efficiency of bridge inspection and maintenance operations.

Scalability Challenges: While SMART contains decades of valuable bridge inspection and maintenance data, its current architecture lacks the flexibility to leverage this information for advanced analytics, predictive maintenance, or integration with modern asset management practices.

To address these challenges and ensure compliance with federal mandates, Caltrans is implementing a Minimum Viable Product (MVP) solution as a temporary measure to meet immediate regulatory requirements. The MVP will provide the necessary functionality to support bridge inspections and data submission; however, it does not provide a long-term, scalable solution that can accommodate future operational and regulatory needs.

Caltrans is seeking to replace the existing SMART system with a modern BMS that aligns with regulatory compliance needs, enhances operational efficiency, and integrates seamlessly with existing infrastructure. Details on the desired solution capabilities are outlined in Section 4 Solution Requirements and Key Focus Areas of this RFI.

Solution Requirements and Key Focus Areas This section outlines the key priorities and capabilities Caltrans is seeking in a modern bridge management solution. Respondents may review this section to understand expected outcomes and functionalities of a future BMS solution before preparing their responses.

Technical Architecture and Security Caltrans is seeking information on technology solutions that align with modern IT infrastructure standards and support scalability and customization to meet Caltrans’ evolving needs.

System Architecture and Security Cloud-ready architectures with high availability, disaster recovery, and scalability options.

Web-based platform accessible via standard web browsers (Chrome, Edge, Firefox, Safari).

Customization capabilities, including configurable workflows, custom fields, and reports that can be adapted to Caltrans-specific requirements without vendor intervention.

Compliance with state and federal security frameworks, including RBAC, Single Sign-On (SSO), data encryption, version control, and audit trail functionalities.

Mobile-responsive designs that support field operations using various devices, including tablets and smartphones.

Integration and Interoperability Support for SSO and RBAC models across integrated systems.

Standardized APIs to facilitate interoperability and streamline data exchange processes.

The ability to exchange data with existing Caltrans systems.

Automated data exports in various formats (CSV, Excel, fixed-width, etc.) for integration into existing databases.

Support for real-time and scheduled data synchronization with internal and external stakeholders.

Geospatial data integration with existing GIS platforms.

For detailed questions regarding technical architecture, security, and integration, respondents can refer to Attachment A - Caltrans BMS RFI Vendor Response Workbook (Tab 2, Tab 4, and Tab 5).

Bridge Management and Inspection Caltrans requires a solution that provides robust capabilities for managing the full lifecycle of bridge assets.

Key Capabilities:

Inventory Management: Comprehensive asset inventory, including structural attributes, condition ratings, and historical data.

Inspection Management: Tools to support all required inspection types (routine, fracture-critical, underwater, etc.), with mobile and offline capabilities for field operations, including scheduling, tracking, and execution.

Customizable Workflows and Forms: The ability to configure inspection workflows and forms to align with Caltrans-specific processes.

Quality Assurance and Compliance: Automated validation, review, and approval processes to meet NBIS standards.

For specific questions on bridge management capabilities, refer to Attachment A Caltrans BMS RFI Vendor Response Workbook (Tab 3).

Data Management and Migration Caltrans requires secure, efficient management of bridge-related data, including migration from the current SMART system.

Key Capabilities:

Data Migration: Strategies to ensure accurate, seamless migration of legacy data while maintaining data integrity and traceability.

Data Collection and Storage: Secure collection and storage of structured and unstructured data, including attachments such as drawings, office documents, images, and PDFs.

Data Validation and Governance: Built-in rules and tools for data validation, archival, and historical tracking.

Data Integration: APIs and tools to facilitate integration with existing systems, GIS platforms, and third-party applications.

Respondents can refer to Attachment A - Caltrans BMS RFI Vendor Response Workbook (Tab 4 and Tab 5), for specific data management and migration questions.

Analytics and Reporting Caltrans seeks information on reporting capabilities that align with state and federal requirements while also supporting operational decision-making. Vendors are encouraged to describe how their solutions address compliance reporting, operational insights, and data visualization needs.

4.4.1 Standard Reporting Capabilities

Federal and state-mandated reports aligned with FHWA and NBIS requirements.

Configurable dashboards for real-time monitoring and reporting.

Compliance with Americans with Disabilities Act (ADA) reporting standards.

Tools to forecast asset performance and maintenance needs, leveraging historical data and deterioration modeling.

Support for customizable reports with configurable filters and approval workflows.

4.4.2 Advanced Analytics Features

Predictive analytics capabilities.

Asset performance modeling and trend analysis.

Risk analysis tools and frameworks.

Cost-benefit analysis capabilities.

Project prioritization tools.

Custom dashboard creation tools.

Advanced data visualization options.

Ad-hoc reporting capabilities.

For more details on analytics and reporting, refer to Attachment A Caltrans BMS RFI Vendor Response Workbook (Tab 5 and Tab 6).

Implementation and Vendor Support Caltrans requires comprehensive vendor services to ensure a smooth transition from the SMART system to a new BMS solution.

Considerations:

Implementation and Training: An implementation plan, including data migration, configuration, and end-user training tailored to Caltrans’ needs.

Ongoing Support: Comprehensive post-implementation support, including helpdesk availability, system updates, and issue resolution.

Continuous Improvement: Long-term strategies for optimizing system performance and ensuring alignment with evolving regulatory requirements.

For specific questions about implementation and vendor support, refer to Attachment A Caltrans BMS RFI Vendor Response Workbook (Tab 7).

Innovation and Future Capabilities Caltrans is exploring emerging technologies and innovations that could enhance bridge management capabilities.

Key Capabilities:

Advanced capabilities such as artificial intelligence (AI) and machine learning (ML) for predictive maintenance and risk assessment.

Process automation features that can improve efficiency and reduce manual effort.

Product Roadmaps for future enhancements that align with evolving industry standards and regulatory requirements.

Requested Information This section provides a list of the specific information Caltrans is requesting from respondents. Responses should address the topics listed below and align with the Solution Requirements and Key Focus Areas section of this RFI. Respondents are requested to provide detailed responses by completing Attachment A - Caltrans BMS RFI Vendor Response Workbook, which contains specific questions aligned with the topics below:

Company Overview and Experience Provide background information on your organization and its experience with bridge management systems.

Share examples of similar-scale implementations, particularly for state DOTs.

Describe challenges faced and how they were addressed.

Market Insights and Available Solutions Overview of available solutions that align with Caltrans’ areas of interest.

Overview of available solutions in the market that align with Caltrans areas of interest.

Emerging trends and best practices for bridge asset management and inspections.

Technical Architecture This section focuses on the system’s technical framework, including deployment options, integration capabilities, and security features. Respondents are encouraged to provide specific examples of how their solution aligns with state IT standards and regulatory requirements.

Overview of the system architecture, including cloud, on-premise, or hybrid deployment options.

Data security features, including encryption, role-based access, and compliance with state cybersecurity policies.

Scalability and performance considerations for handling large volumes of bridge data.

System Capabilities The core functionalities of your BMS solution, including support for inspection, inventory, maintenance tracking, and load rating.

How your system supports compliance with the 2022 FHWA NBIS updates and data reporting requirements.

The system’s mobile capabilities and offline functionality for field inspections.

Integration capabilities with GIS platforms and other tools.

Implementation and Support High-level timelines and typical phases for implementing a BMS solution.

Available training and support options, including helpdesk, documentation, and knowledge transfer.

Share case studies or references from other state DOTs or transportation agencies that have implemented your solution.

Licensing Models and Cost Estimate(Optional) While cost estimates are not required as part of this RFI, gaining a high-level understanding of potential cost structures would be extremely beneficial for planning and budgeting purposes. Respondents may complete the cost estimate section in Attachment A or provide cost-related details as an attachment.

The State understands that providing cost-related information may require additional effort and time from respondents, and while estimates are appreciated, they will be treated as non-binding and solely for informational purposes.

General Instructions and Information Contact Information Please direct all communications and completed responses electronically to the following contact:

Questions Respondents may only make inquiries and request clarification concerning this RFIs only to the Contact above. Questions must be received no later than the date specified in Key Action Dates.

The State may request further explanation or clarification from any and all respondents during the review process.

Respondents may not communicate directly or indirectly with any employee of Caltrans, except as specified in the RFI or in the ordinary course of business (e.g., in connection with a different contract the respondent may have with the State) regarding this RFI.

Submission Process Please submit your completed responses electronically to the Office of Statewide Technology Procurement (OSTP) Officer, Nicole Delgado (listed above) by June 9, 2025, at 10:00 am, Pacific Standard Time (PST).

Key Action Dates

Responses must include the completed Attachment A - Caltrans BMS RFI Vendor Response Workbook, along with any supplementary materials that respondents deem relevant. Incomplete submissions may not be fully considered during the review process. Respondents are encouraged to provide concise and relevant responses, focusing on providing clear, structured, and concise information that addresses the topics outlined in this RFI.

Potential for Informational Sessions In addition to written RFI responses, the State may invite any or none of the responding vendors to make optional, focused, virtual demonstrations of experience, offerings, methodologies, and expertise applicable to the response.

If there are informational session(s) associated with this RFI they will be scheduled as needed. The date and time will be communicated after the response deadline and may be extended to accommodate a large responder interest.

The State may request further explanation or clarification from any and all respondents during the review process.

The State may, at its sole discretion, elect to request formal presentations from selected vendors. Selected vendors will have the option to present focused demonstrations of experience, offerings, methodologies, and expertise applicable to this RFI.

Informal presentations may be up to 1 hour in length.

Informal presentations must relate directly to the State’ needs outlined in this RFI.

Addenda Changes may be made to this RFI and will be done via Addenda that will be posted in Cal eProcure.

Attachments The following attachments are included as part of this RFI:

Attachment A – Caltrans BMS RFI Vendor Response Workbook Attachment B – Caltrans BMS RFI Business Capability Model RFI Disclaimer This RFI is issued solely for information and planning purposes only. Responses to this RFI will assist the State in understanding the current marketplace landscape with respect to the solicited information and may inform the development of a potential future solicitation, such as a Request for Proposal (RFP).

This RFI does not in any way obligate the State to issue or amend a solicitation or to incorporate any provisions or responses from this RFI into any future procurement. Participation in this RFI is entirely voluntary, and vendors are solely responsible for all expenses associated with their response. The State will not provide any compensation, reimbursement, or financial recovery for the time or resources expended in responding to this RFI.

Responses to this RFI will not be returned, nor will they form the basis of any contractual agreement with the State. A response to this RFI is not an offer and cannot be accepted by the State to form a binding contract. Vendors should not expect individualized feedback or a direct response to their submission. The State reserves the right to use any information submitted for planning and procurement strategies as it deems appropriate.

The State will accept no liability for and will provide no accommodation to respondents who fail to check for amended RFIs or any other procurement opportunities and subsequently submit inadequate or incorrect responses.

By submitting a response, respondents confirm that the information provided is accurate to the best of their knowledge. However, the submission of a response does not constitute any commitment on the part of the respondent.

California Public Records Act All responses and other documents submitted in response to the RFI, become the property of the State and are subject to disclosure under the California Public Records Act (CPRA), pursuant to Government Code Section 6250 et seq. The State is under no obligation to return any documents submitted by a respondent.

Respondents are advised not to include any confidential or proprietary information in their responses, as such information may be disclosed under CPRA requirements. The State assumes no responsibility for safeguarding any information provided in response to this RFI.

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