COTS Solicitation Package - MSP - RFP - AWSS_Final.docx

STATE OF MICHIGAN

Department of Technology, Management and Budget Procurement

Request For Proposal 171-180000001869 Automated Weigh Station Screening System (AWSSS)

Solicitation Manager Name: Sean Regan Telephone Number: 517-243-8459 DTMB-Procurement Telephone Number 1-855-MI-PURCH (1-855-647-8724) E-Mail Address: ReganS@michigan.gov@michigan.gov

This is a Request for Proposal (RFP) for Contractor hosted and supported Automated Weigh Station Screening System (AWSSS).

Anticipated Timeline Issue Date

Anticipated Date State will Post Answers to Bidder Questions

8/6/2018

*A proposal received at 3:00:01 p.m. ET is considered late.

The information in this document is subject to change. Check www.michigan.gov/SIGMAVSS for the current information.

Request For Proposal No. 171-180000001869 Automated Weigh Station Screening System (AWSSS)

PROPOSAL INSTRUCTIONS

RESPONSE PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Bidder Information Exhibit. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the Bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and List of RFP Documentation

CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in Bidder disqualification.

QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

Bidders should submit their questions using the following format:

MODIFICATIONS TO RFP. The State may modify the RFP at any time. Changes will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified. The posted changes will automatically revise the original RFP.

MANDATORY PRE-PROPOSAL MEETING.

Mandatory pre-proposal meetings will be held on 5/23/2018 and 5/24/18 at 10:00 am EST

The 5/23/2018 meeting at 10:00 am Eastern time will be held at Eastbound New Buffalo Weigh Station on Interstate 94 milepost 4. The 5/24/2018 meeting at 10:00 am Eastern time will be held at the Coldwater Weigh Station on Interstate 69 milepost 8.5.

Bidder must be onsite at both locations to assess the worksites and to discuss the RFP and the work to be performed. Discussions, including answers given by the State at the pre-proposal meeting are not official. To obtain an official answer to any question, the Bidder must submit the question in writing as provided in Questions Section.

Bidders who sign in 10 minutes after the start of the meeting will be considered late and their proposal will be disqualified. Subcontractor sign in will not be accepted in lieu of a prime Bidder sign in as evidence of attendance.

Requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager, at least 3 business days before the date of the meeting. Any requests received outside this period cannot be guaranteed.

DELIVERY OF PROPOSAL.

The Bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The Bidder should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but has the option to also provide copies of any documents in a non-modifiable form (e.g., PDF). Bidder’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date identified above. Do not wait until the last minute to submit the bid, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the due date and time identified above.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (888) 734-9749.

MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the Bidder must provide documentation to support the following:

Minimum Requirements

Contractor must have had an Automated Weigh Station Screening System (AWSSS) in place for a period of 3 years within the last 5 years.

Contractor must currently provide a weigh station bypass Solution.

Only those proposals that meet the mandatory minimum requirements will be considered for evaluation.

EVALUATION PROCESS. If all mandatory minimum requirements are met, The State will evaluate each proposal based on the following factors:

EXHIBIT A – Table 1 Business Specification Worksheet 25.00

Proposals receiving 80 or more evaluation points will have pricing evaluated and be considered for award.

The State may utilize all Bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a Bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the Bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the Bidder’s need for each proposed change. Failure to include track changes with an explanation of the Bidder’s need for the proposed change constitutes the Bidder’s acceptance of the Contract Terms. General statements, such as that the Bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may, but is not required to, conduct an on-site visit to tour and inspect the Bidder's facilities, require an oral presentation of the Bidder's proposal, attend a proof of concept meeting, conduct interviews with Bidders, or request additional price concessions at any point during the evaluation process.

The State may deduct points or reject a proposal if the Bidder fails to demonstrate to the State’s satisfaction the viability or functionality of the goods or services at the proof of concept meeting, on-site visit tour, oral presentations, or during Bidder interviews.

NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to Bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a Bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

RESERVATIONS. The State reserves the right to:

Disqualify a Bidder for failure to follow these instructions.

Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

Consider an otherwise disqualified proposal, if no other proposals are received.

Disqualify a proposal based on: (i) information provided by the Bidder in response to this RFP; (2) the Bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS; or (3) if it is determined that a Bidder purposely or willfully submitted false or misleading information in response to the RFP.

Consider prior performance with the State in making its award decision.

Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

Refuse to award a contract to any Bidder that has failed to pay State taxes or has outstanding debt with the State.

Enter into negotiations with one or more Bidders on price, terms, technical requirements, or other deliverables.

Award multiple, optional-use contracts, or award by Contract Activity.

Evaluate the proposal outside the scope identified in the Evaluation Process Section, if the State receives only one proposal.

AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible Bidder who offers the best value to the State, as determined by the State. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process Section, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS.

STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

DEBRIEF MEETINGS AND PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m. Eastern, 5 business days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 3:00 p.m. Eastern, the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

GENERAL PROPOSAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a Bidder participating in this solicitation. The Bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the Bidder, the State may, at its option, incorporate any part of the Bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

FREEDOM OF INFORMATION ACT.

0. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under Section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

0. If information within a Bidder’s proposal falls under the aforementioned exemptions, and the Bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the Bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

0. The State reserves the right to determine whether information designated as exempt by a Bidder falls under the FOIA exemptions.

0. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

0. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a Bidder does so, the State may require the Bidder to resubmit the proposal to comply with subsection (b) above.

0. If the State requires a Bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the Bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

Automated Weigh Station Screening System (AWSSS)

EXHIBIT A

PROJECT SCOPE

This Exhibit identifies the anticipated requirements of any Contract resulting from this RFP.

The Bidder must respond to each Section, requirement or question, and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

Contractor refers to a Bidder responding to this RFP. Contractor and Bidder are referred to interchangeably throughout these documents.

1. DEFINITIONS

The following terms have the meanings set forth below. All initial capitalized terms that are not defined below shall have the respective meanings given to them in Section 1 of the Contract Terms and Conditions. “Solution” means the Automated Weigh Station Screening System (AWSSS) and Equipment that the State is seeking under this RFP.

1. BACKGROUND

The Michigan State Police (MSP) Commercial Vehicle Enforcement Division (CVED) has many enforcement and safety program functions. These functions include commercial motor vehicle (CMV) size and weight enforcement, traffic enforcement, driver and equipment compliance, commercial driver’s license, hazardous material transportation enforcement, safety inspections, federal compliance reviews, motor carrier investigations, vehicle registration, specialized transportation enforcement team operations, drug and alcohol enforcement, fuel tax enforcement, and criminal interdiction. In conjunction with road patrol responsibilities, this includes the operation of 15 permanent weigh stations, 12 of which are on interstate freeways.

1. PURPOSE

This request is for a Contractor hosted and maintained Automated Weigh Station Screening System (AWSSS) at the following two initial weigh stations that is capable of scanning commercial motor vehicles (CMVs) as they enter a weigh station and comparing USDOT numbers and registration information against databases using the Contractor’s Commercial Vehicle Information Exchange Window (CVIEW) for compliance with federal/state regulations. The (2) Initial weigh stations are:

The AWSSS will be a read only access system with a detail screen page to list violations. At no time shall the Contractor have access to the State of Michigan network. Data shall be extracted utilizing the Contractor’s own CVIEW connection to include, but not limited to, FMCSA’s Licensing and Insurance, FMCSA out-of-service orders (OOSO), International Fuel Tax Agreement (IFTA) registration, International Registration Plan (IRP) requirements, safety inspections, and UCR accounts from the United States, Canada, and Mexico on CMVs. The AWSSS must follow all United States Department of Transportation (USDOT) Federal Motor Carrier Safety Administration (FMCSA) requirements and policies.

Each location will include the Contractor installing an optical reader for US DOT numbers to retrieve carrier information, license plate reader for registration information (both IRP and base plates), thermal imaging for braking and wheel defects, and a video camera for efficient operation of the AWSSS. The Contractor will supply and install a computer w/monitor and an optional printer at each of the weigh station(s) to screen CMVs. All hardware will be purchased through and installed by the Contractor. The Contractor is responsible for the ongoing support and maintenance of the hardware. Further, the Contractor is responsible for the ongoing provision of network connectivity for each location.

The State may choose to expand the awarded solution to additional weigh sites during the term of the awarded contract.

1. CONTRACT TERM

The contract overall term is expected to be 3 years with 5, 1 year options

1. SPECIFIC STANDARDS

IT Policies, Standards and Procedures (PSP) Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance in their response.

IT Policies, Standards and Procedures (PSP): http://www.michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html

Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see http://michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html. All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

Mobile Responsiveness Although not required as part of this RFP, Bidders should provide details regarding the solutions ability to be leveraged on a mobile device. Bidders must provide a list of all mobile devices that are compatible with the Solution. Additionally, Bidder must provide list of features that can be performed via a mobile device.

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), and has adopted a formal policy regarding accessibility requirements for websites and software applications. The State is requiring that Bidder’s proposed Solution, where relevant, to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0. Bidder may consider, where relevant, the W3C’s Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies (WCAG2ICT) for non-web software and content. The State may require that Bidder complete a Voluntary Product Accessibility Template for WCAG 2.0 (WCAG 2.0 VPAT) or other comparable document for the proposed Solution. http://www.michigan.gov/documents/dmb/1650.00_209567_7.pdf?20151026134621

Bidder must acknowledge their agreement with this section and provide details for how they will meet the requirements.

1. USER TYPE AND CAPACITY

Bidder must be able to meet the expected number of concurrent Users. Bidder must explain how it will be able to support the expected number of concurrent Users. Bidder must also explain whether the Solution can scale up or down without affecting performance.

Bidder must provide details regarding latency response time for (i.e., Generate Page Load, standardized reporting, ad hoc reporting). Since the Bidder is responsible for obtaining and providing ongoing provisions of the network connectivity for each location, the Bidder must ensure that the network provider will have the capacity to run the AWSSS without latency failures.

1. ACCESS CONTROL AND AUDIT

Bidder’s Solution must support State standard federated single sign on for end user access. The Solution must support multi-factor authentication for privileged/administrative access.

Bidder must explain if the Solution can support Identity Federation/Single Sign-on (SSO) capabilities using SAML or comparable mechanisms. The Bidder must already have this configured and running. Bidder to explain how long it will take to integrate this feature to the SOM Single Sign On Solution (e.g. MiLogin). Bidder must explain if there are any Web-based management capability to manage users and data.

Bidder must explain if they can generate audit logs for accessing the Solution. If so, how long are audit logs stored and how is access to the audit logs controlled.

1. DATA RETENTION

Bidder must review and explain how the Bidder will meet the data retention requirements detailed in Table 1 of Exhibit A, Business Specification Worksheet.

1. SECURITY

Externally Hosted The Solution will be storing sensitive data.

Bidder must review the Data Security requirements set forth in Schedule G – Data Security Requirements to the Terms and Conditions. Bidder must note any exceptions to the security requirements by redlining Schedule G – Data Security Requirements.

Bidder must describe how it will comply with the following and provide supporting evidence as part of their proposal:

· Must provide a GovCloud Solution that is hosted in a FedRAMP certified facility.

· Must be encrypted in transit and at rest using AES 256 bit or higher encryption modules.

· Must have multi-factor authentication for privileged/administrative access, however this level does not require a hard token at this time. Some other method such as SMMS text with passcode, phone call with temporary passcode or other approved multi-factor authentication method must be used.

· Must remain compliant with FISMA and the NIST Special Publication 800.53 (most recent version) MOD controls using minimum control values as established in the applicable PSP.

1. EQUIPMENT

Bidder will provide and install the Equipment that is listed within Exhibit A - Table 1 Business Specification Worksheet for both initial locations. This includes, but not limited to:

· All telecommunications (data feeds and network connections),

· cabinets,

· camera poles,

· license plate reader for registration information (both IRP and base plates),

· optical reader for US DOT numbers to retrieve carrier information,

· thermal imaging for braking and wheel defects,

· computer, monitor, keyboard, mice, and printer

Bidder must provide a detailed description of the Equipment necessary to meet the requirements of this RFP.

Bidder must review the On-Site Equipment Terms set forth in Schedule F to the Terms and Conditions. Bidder must note any exceptions to the On-Site Equipment Terms by redlining Schedule F.

Bidder’s operating system for the Equipment must remain up-to-date with manufactures/publisher’s recommendation. Bidder must explain how they will comply to this requirement.

1. SOFTWARE

Bidder must provide a detailed description of the software to be provided under the resulting Contract including, but not limited to, a detailed description of the proposed Software (name, type, version, release number, etc.), its functionality, optional add-on modules, Contractor’s services and the Solution ability to be rapidly configured or scaled as the State’s business or technical demands change. If Bidder is using any open source or third-party products in connection with the proposed Solution the Bidder must identify these separately in its proposal (including identifying any associated cost in Exhibit C - Pricing).

Bidder must include a License Agreement for the software, and label as Schedule C – License Agreement in its bid proposal. Bidder should refer to Exhibit C – Pricing with respect to proposing a perpetual license versus term-based license. The License Agreement should only include licensing terms and should not include any terms that conflict with the Contract Terms (e.g. payment terms). Bidder’s License Agreement should include full use of the software by the State’s Authorized Users, and there should not be any separate end-user license agreement required or included with Bidder’s proposal.

For third-party products that are being proposed as part of the overall Solution, Bidder must include any end-user license agreements that will be required to access and use such products.

1. SOLUTION REQUIREMENTS

Bidder must fully answer each section in this Exhibit A - Project Scope and complete the attached Exhibit A - Table 1 Business Specification Worksheet.

Bidder must explain the proposed approach to validate each requirement to ensure that the Solution meets the specifications set forth in this RFP.

Bidder must detail any configuration changes or customization modifications that will need to be made to the Solution to meet the specifications set forth in Exhibit A - Table 1 Business Specification Worksheet and where applicable in each section of this RFP.

Configuration is referred to as a change to the Solution that must be completed by the awarded Bidder prior to Go-Live but allows an IT or non-IT end user to maintain or modify thereafter (i.e. no source code or structural data model modifications occurring).

Customization is referred to a modification to the Solution's underlying source code, which can be completed as part of the initial implementation.

All configurations or customizations made during the term of the awarded contract must be forward-compatible with future releases and be fully supported by the awarded Bidder without additional costs.

Bidder shall understand that customizations (i.e. changes made to the underlying source code of the Solution) may not be considered and may impact the evaluation of the Bidder's proposal.

1. INTEGRATION

There are no integration services needed at this time, however the State may need integration services in the future.

1. MIGRATION

There are no migration services needed at this time, however the State may need migration services in the future.

1. TESTING SERVICES AND ACCEPTANCE

Bidder must review Section 8 Acceptance Testing; Acceptance of the Contract Terms and associated Schedule E - User Acceptance Testing and Schedule F - On-Site Equipment Terms.

1. TRAINING SERVICES

Contractor will be responsible for providing on-site training to approximately ten (10) CVED personnel at both locations utilizing the AWSSS.

The Bidder must provide end-user training for implementation, go-live support, and transition to customer self‐sufficiency. The Bidder must provide available training options and include details such as: typical class size, materials to be provided, class duration, on-site or web based. The Bidder must provide a training plan for go-live support and transition to self-support, including options and details such as the number of dedicated personnel, staff location, hours available and duration of go-live support.

Bidder must provide details on, and examples of, clearly written instructions and documentation to enable State end-users to successfully operate the Solution without needing to bring in additional Contractor support.

1. HOSTING

Externally Hosted Bidder must review the State’s standard Service Level Agreement (SLA) attached as Schedule B to the Terms and Conditions. Bidder must note any exceptions to the SLA by redlining Schedule B – Service Level Agreement.

Bidder must maintain and operate a backup and disaster recovery plan to achieve a Recovery Point Objective (RPO) of 24 hours, and a Recovery Time Objective (RTO) of 24 hours.

Bidder must include a copy of its Disaster Recovery Plan as Schedule H, which will be treated by the State as confidential information.

1. SOFTWARE AND EQUIPMENT SUPPORT AND MAINTENANCE

Bidder is responsible for the ongoing maintenance and support of the entire end-to-end Solution throughout the term of the Contract, which includes maintaining and supporting both the Software and Equipment.

Bidder must review the State’s standard Service Level Agreement (SLA) attached as Schedule B to the Terms and Conditions. Bidder must note any exceptions to the SLA by redlining Schedule B – Service Level Agreement.

Support-Hours The State requires the Contractor to provide Support Hours as 8 a.m. to 5 p.m. Eastern, Monday thru Friday.

1. DOCUMENTATION

Bidder must provide all user manuals, operating manuals, technical manuals and any other instructions, specifications, documents or materials, in any form or media, that describe the functionality, installation, testing, operation, use, maintenance, support, technical or other components, features or requirements of the Solution.

Bidder must develop and submit for State approval complete, accurate, and timely Solution documentation to support all users, and will update any discrepancies, or errors through the life of the contract.

The Contractor’s user documentation must provide detailed information about all software features and functionality, enabling the State to resolve common questions and issues prior to initiating formal support requests.

Bidder must provide details on, and examples of, documentation to meet the requirements set forth in this section.

1. TRANSITION SERVICES

Upon termination or expiration of this Contract for any reason, Contractor must, for a period of time specified by the State (not to exceed 90 calendar days; the “Transition Period”), provide all reasonable transition assistance requested by the State, to allow for the expired or terminated portion of the Contract to continue without interruption or adverse effect, and to facilitate the orderly transfer of the Services to the State or its designees. Such transition assistance may include but is not limited to: (a) continuing to perform the Services at the established Contract rates; (b) taking all reasonable and necessary measures to transition performance of the work, including all applicable Services to the State or the State’s designee; (c) taking all necessary and appropriate steps, or such other action as the State may direct, to preserve, maintain, protect, or return to the State all State Data, it being acknowledged and agreed to by Contractor that return of State Data will be in a usable format specified by the State and without any conditions or contingencies whatsoever (including but not limited to the payment of any fees to Contractor); and (d) preparing an accurate accounting from which the State and Contractor may reconcile all outstanding accounts (collectively, the “Transition Responsibilities”). The Term of this Contract is automatically extended through the end of the Transition Period.

Bidder must provide a detailed transition-in and transition-out plan, including any roles or responsibilities expected of the State. The plan must adequately demonstrate the steps to migrate between Bidder’s Solution and third-party Solutions.

1. PRODUCTS AND SERVICES

Bidder must describe additional Solution functionality, products or services that the State specifications do not address but are necessary to implement and support this solution.

1. CONTRACTOR KEY PERSONNEL

Bidder must identify all Contractor resources and responsibilities required for the successful implementation and ongoing support of the Solution.

Bidder must complete the following for each Contractor Key Personnel and Exhibit A- Attachment 1 – Personnel Resumes.

Contractor Contract Administrator. Bidder must identify the individual appointed by it to (a) administer the terms of this Contract, and (b) approve and execute any Change Notices under this Contract.

Contractor

Name Address Phone Email

Contractor Project Manager. Bidder must identify the Contractor Project Manager who will serve as the primary contact with regard to services who will have the authority to act on behalf of the Contractor in matters pertaining to the implementation services.

Contractor

Name Address

Contractor Service Manager. Bidder to provide name of individual to serve as primary contact with respect to the Services, who will have the authority to act on behalf of Contractor in matters pertaining to the receipt and processing of Support Requests and the Support Services.

Contractor

Name Address

Contractor Security Officer. Bidder to provide name of individual to respond to State inquiries regarding the security of the Contractor’s systems. This person must have sufficient knowledge of the security of the Contractor Systems and the authority to act on behalf of Contractor in matters pertaining thereto.

Contractor

Name Address

1. CONTRACTOR PERSONNEL REQUIREMENTS

Contractor must present certifications evidencing satisfactory Michigan State Police Background checks ICHAT and drug tests for all staff identified for assignment to this project.

In addition, proposed Contractor personnel will be required to complete and submit an RI-8 Fingerprint Card for the National Crime Information Center (NCIC) Finger Prints, if required by project.

Contractor will pay for all costs associated with ensuring their staff meets all requirements.

Bidder must describe how they will meet the requirements set forth in this section.

1. STATE RESOURCES/RESPONSIBILITIES

The State will provide the following resources as part of the implementation and ongoing support of the Solution.

State Contract Administrator. The State Contract Administrator is the individual appointed by the State to (a) administer the terms of this Contract, and (b) approve and execute any Change Notices under this Contract.

State Project Manager. The State Project Manager will serve as the primary contact with regard to implementation Services who will have the authority to act on behalf of the State in approving Deliverables, and day to day activities.

Agency Business Owner. The Agency Business Owner will serve as the primary contact for the business area with regard to business advisement who will have the authority to act on behalf of the State in matters pertaining to the business Specifications.

State Technical Lead. The State Technical Lead will serve as the primary contact with regard to implementation technical advisement.

Bidder must identify all State resources and responsibilities required for the successful implementation and ongoing support of the Solution.

1. MEETINGS

The resulting awarded Bidder must attend the following meetings at no additional cost to the State.

At start of the engagement, the Contractor Project Manager must facilitate a project kick off meeting with the support from the State’s Project Manager and the identified State resources to review the approach to accomplishing the project, schedule tasks and identify related timing, and identify any risks or issues related to the planned approach. From project kick-off until final acceptance and go-live, Contractor Project Manager must facilitate weekly meetings (or more if determined necessary by the parties) to provide updates on implementation progress. Following go-live, Contractor must facilitate monthly meetings (or more or less if determined necessary by the parties) to ensure ongoing support success.

If Bidder has an alternative planned approach for project meetings provide details, including purpose, roles and responsibilities, and proposed frequency.

Bidder must describe how they will meet the meeting requirements set forth above and note any exceptions for successful implementation and ongoing support of the Solution.

1. PROJECT REPORTS

Once the Project Kick-Off meeting has occurred, the Contractor Project Manager will monitor project implementation progress and report on a weekly basis to the State’s Project Manager the following:

Bidder must describe specific reports the Contractor will provide after contract execution and during the lifecycle of the contract, including all required scheduled reporting and details around the how and when metrics are captured/validated.

1. MILESTONES AND DELIVERABLES

The State’s proposed milestone schedule and associated deliverables are set forth below.

Bidder may propose alternative timeframes and deliverables, but Bidder must provide an explanation as to why the State’s schedule and associated deliverables is not feasible.

Bidder must provide a Work Breakdown Structure (WBS) that corresponds with the milestone dates set forth above (or with Bidder’s alternatively proposed schedule). The WBS must be detailed enough to identify all State and Contractor responsibilities.

The Contractor Project Manager will be responsible for maintaining an MS Project schedule (or approved alternative) identifying tasks, durations, forecasted dates and resources – both Contractor and State - required to meet the timeframes as agreed to by both parties.

Changes to scope, schedule or cost must be addressed through a formal change request process with the State and the Contractor to ensure understanding, agreement and approval of authorized parties to the change and clearly identify the impact to the overall project.

SUITE Documentation In managing its obligation to meet the above milestones and deliverables, the Bidder is required to utilize the applicable State Unified Information Technology Environment (SUITE) methodologies, or an equivalent methodology proposed by the Bidder.

SUITE’s primary goal is the delivery of on-time, on-budget, quality systems that meet customer expectations. SUITE is based on industry best practices, including those identified in the Project Management Institute’s PMBoK and the Capability Maturity Model Integration for Development. It was designed and implemented to standardize methodologies, processes, procedures, training, and tools for project management and systems development lifecycle management. It offers guidance for efficient, effective improvement across multiple process disciplines in the organization, improvements to best practices incorporated from earlier models, and a common, integrated vision of improvement for all project and system related elements.

While applying the SUITE framework through its methodologies is required, SUITE was not designed to add layers of complexity to project execution. There should be no additional costs from the Bidder, since it is expected that they are already following industry best practices which are at least similar to those that form SUITE’s foundation.

SUITE’s companion templates are used to document project progress or deliverables. In some cases, Bidders may have in place their own set of templates for similar use. Because SUITE can be tailored to fit specific projects, project teams and State project managers may decide to use the Contractor’s provided templates, as long as they demonstrate fulfillment of the SUITE methodologies.

The Bidder is required to review http://www.michigan.gov/suite and demonstrate how each PMM/SEM requirement will be met. Bidders wishing to use their own documents must submit an example of the document that will be substituted. If the Bidder deems a document to be non-applicable, please provide reasons for the determination. The State reserves the right to give final approval of substituted documents and items marked as non-applicable.

Bidder must describe how they will meet the requirements set forth above and note any exceptions for successful implementation and ongoing support of the Solution.

1. PRICING

Bidder must provide in Exhibit C - Pricing a detailed description of all costs associated with implementing, maintaining and supporting the Solution, including all requested services set forth in the RFP. Bidder is encouraged to provide tiered pricing discounts based on volume.

If Contractor reduces its prices for any of the software, equipment or services during the term of this Contract, the State shall have the immediate benefit of such lower prices for new purchases. Contractor shall send notice to the State’s Contract Administrator with the reduced prices within fifteen (15) Business Days of the reduction taking effect.

Travel and Expenses The State does not pay for overtime or travel expenses.

1. ADDITONAL INFORMATION

The State reserves the right to purchase any additional services or products from the Contractor during the duration of the Contract.

Automated Weigh Station Screening System (AWSSS) EXHIBIT A – Table 1

BUSINESS SPECIFICATION WORKSHEET

Instructions for Completing the Business Specifications Worksheet Bidders must respond to each business Specification on how they will meet the requirements in the document provided. Bidder must not alter the document.

The Business Specifications Worksheet contains columns and is defined as follows:

Column A: Business Specification number.

NOTE:

If there is a “Mandatory Minimum” section included in the Business Specifications Worksheet, any items listed under this section must be met by Bidder to avoid disqualification. Further, Bidder must provide adequate documentation to support such Mandatory Minimum requirements.

The “Required” section of the Business Specifications Worksheet lists items that the State requires to be part of the Solution. “Required” items will be evaluated and scored upon per the State evaluation process.

The “Optional” section of the Business Specifications Worksheet lists items that are not required at the time of the solicitation but may be desired by the State in the future. Such “Optional” items will be evaluated and used in a best value award recommendation

Column B: Business Specification description.

Column C: Bidder must indicate how it will comply with the business Specification. Bidder must enter to one of the following:

Current Capability – This capability is available in the proposed system with no additional configuration or cost Requires Configuration – This capability can be met through Contractor-supported changes to existing settings and application options as part of the initial implementation at no additional cost (e.g., setting naming conventions, creating user-defined fields).

Customizations to Software Required – The requirement can be met through Contractor modifying the underlying source code, which can be completed as part of the initial implementation.

Future Enhancement – This capability is a planned enhancement to the base software and will be available within the next 12 months at no additional cost.

Not Available – This capability is not currently available, and a future enhancement is not planned.

NOTE: Configuration is referred to as a change to the Solution that must be completed by the awarded Bidder prior to Go-Live but allows an IT or non-IT end user to maintain or modify thereafter (i.e. no source code or structural data model changes occurring).

Customization is referred to a modification to the Solution's underlying source code, which can be completed as part of the initial implementation. All configuration changes or customization modifications made during the term of the awarded contract must be forward-compatible with future releases and be fully supported by the awarded Bidder without additional costs.

Bidder shall understand that customizations (i.e. changes made to the underlying source code of the Solution) may not be considered and may impact the evaluation of the Bidder's proposal.

Column D: The Bidder must also fully disclose how they will meet the requirements in their proposal response. This column is for Bidder to describe how they will deliver the business Specification and if the Bidder proposes configurations or customizations, the Bidder must explain the details of the impacted risk that may be caused if configured or customized to meet the business Specification. Description must be no more than 250 words for each business Specification.

Business Specification Number

Business Specification Current Capability

MANDATORY MINIMUM

REQUIRED

Network

Equipment