CTR054063_Contract_Documents.pdf

Rev. 11/2022

STATE OF ARIZONA

ARIZONA DEPARTMENT OF TRANSPORTATION

1655 W. Jackson St., MD 100P Phoenix, AZ 85007

CONTRACT

CONTRACT NUMBER: CTR064063

DESCRIPTION: IntelliGrants IGX Upgrade, Configuration, Software Maintenance, Technical Support

Aimee Fields Procurement Officer Phone: 602-712-8545 Email: afields@azdot.gov

This contract is established in accordance with A.R.S. §41-2537 and A.A.C. R2-7-E303, Competition Impracticable Procurements.

“An Equal Opportunity Agency”

The Arizona Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252.42 U.S.C. §§ 2000d-4) and the Americans with Disabilities Act (ADA), hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration for an award.

Persons that require a reasonable accommodation based on language or disability should contact ADOT’s Procurement Office by phone (602) 712-2089. Requests should be made as early as possible to ensure the State has an opportunity to address the accommodation.

Las personas que requieran asistencia (dentro de lo razonable) ya sea por el idioma o discapacidad deben ponerse en contacto con ADOT (602) 712-2089.

Procurement mailto:afields@azdot.gov

TABLE OF CONTENTS

CONTRACT NO: CTR064063 Available online at https://app.az.gov/

SECTION PAGE

Cover Page 1

Table of Contents 2

Scope of Work 3

Special Terms and Conditions 29

Uniform Terms and Conditions 47

Federal Provisions 62

Exhibits

1 - Title VI/Non-Discrimination Assurances Appendix A 100

2 - Title VI/Non-Discrimination Assurances Appendix E 101

3 - 310PS Certification of Final Disadvantaged Business Enterprise (DBE) Payment 102

4 - Sample Confirmation Email 103

5 – Usage Report 104

SCOPE OF WORK

1. Statement of Need

1.1. Pursuant to the Arizona Procurement Code, A.R.S. §41-2501 et seq., the State of Arizona Department of Transportation (Department), intends to establish a term contract with Agate, Inc.

(Contractor) for the following:

1.1.1. IntelliGrants Product Software License and IGX Standard Upgrade Package.

1.1.2. Ongoing Configuration, Software Maintenance and Technical Support for IntelliGrants IGX Version.

2. Introduction and Background

2.1. The Department manages the transit grants and other programs statewide via IntelliGrants.

2.1.1. IntelliGrants is a configurable, commercial-off-the-shelf grants management solution. IntelliGrants leverages core software technology in a flexible, modular design which will provide substantial benefits in reducing the time, effort, and costs associated with the planning, design, configuration, and deployment phases of an engagement.

2.1.2. FTA and FHWA Funding for the IntelliGrants Configuration, Software Maintenance, and Technical Support may be derived from multiple Assistance Listing sources including but not limited to:

2.1.2.1. 20.505 Metropolitan Transportation Planning and State and Non Metropolitan

Planning and Research,

2.1.2.2. 20.513 FTA Capital Assistance Programs for Elderly Persons and Persons with Disabilities, and

2.1.2.3. 20.509 FTA Formula Grants for Rural Areas and Tribal Transit Program,

2.1.2.4. 20.205 FHWA Highway Planning and Construction.

2.1.3. Percentages of participation will vary depending on the need fulfilled.

3. Overall Assumptions

3.1. The project implementation will not exceed the approved project schedule. If the implementation encounters delay and is likely to exceed the amount of time originally scheduled, the project schedule may be adjusted during the change management process only when both the Department and Contractor agree to accept the impact to cost, scope, and time.

3.2. Each design produced (workflow, form, tool, manual, etc.) allows for only two (2) design iterations with the Department. If more iterations of a design are required, the change management process will be used to determine impact to cost and schedule.

3.3. Workflow designs must be approved by the Department prior to any workflow configuration being started.

3.4. Any system component that requires modification after design approval or UAT approval must go through the change management process.

3.5. Completed deliverables requiring Department signoff will be assumed to be approved and invoiced thirty (30) days after Contractor has reported completion if the Department has not submitted any defects to Contractor within that period.

3.6. Weekly meeting agendas, meetings, and project status reports will be completed throughout the completion of all deliverables.

4. General Requirements

4.1. Product Software License

4.1.1. The Department shall receive a perpetual, non-exclusive IntelliGrants, version IGX

Enterprise License.

4.2. Upgrade to version IGX Electronic Grants Management System

4.2.1. Upgrade of the current IntelliGrants 9.0 to version IGX Electronic Grants Management System. Standard IGX Upgrade Package shall include the following:

4.2.1.1. Product Configuration and Subscription

4.2.1.2. Management Reports

4.2.1.3. Professional Services

4.2.1.4. Training

4.3. Annual Support, Maintenance, and Hosting

4.3.1. After the IGX Upgrade has been completed, and accepted by the Department, the

Contractor shall provide ongoing annual support, maintenance and dedicated hosting to the Department.

5. Specific Requirements

5.1. Product Software License

5.1.1. The Department shall receive a perpetual, non-exclusive IntelliGrants, version IGX

Enterprise License, governed by the terms of the IntelliGrants License Agreement for use by the Department which entitles the Department to the following:

5.1.1.1. Unlimited number of users.

5.1.1.2. Full system support, including both Tier 1 (external users) and Tier 2

(Department).

5.1.1.3. Unlimited document storage when using the Contractor’s Cloud Hosting Service.

5.1.1.4. Ability to configure unlimited security roles.

5.1.1.5. Sam.gov system interface used for UEI/DUNS # verification.

5.1.1.6. Grants.gov system interface used by the Department to seek additional funding opportunities.

5.1.1.7. USPS system interface used to validate address information.

5.1.1.8. Bing Maps GIS system interface.

5.1.1.9. Multi factor authentication (OKTA Single Sign-on)

5.1.1.10. Language translation support.

5.1.1.11. In-System Support Toolset, including a new Support Team security role which will be a copy of an existing security role. (Allows users to submit tickets through the system.)

5.1.1.12. Ability to configure unlimited workflow processes

5.1.1.13. Access to document administration tools (Instance Dates, Hard Push, Mass Messages, etc)

5.1.1.14. Weekly configuration push

5.1.1.15. System allows for the installation of additional system domains (e.g., departments, divisions)

5.2. IGX Standard Upgrade Package

5.2.1. The Standard Upgrade Package shall include the following:

5.2.1.1. Upgrade of existing IntelliGrants 9.0 version to IGX version, including migration of all:

5.2.1.1.1. User and Administration roles.

5.2.1.1.2. Workflows.

5.2.1.1.3. Program templates.

5.2.1.1.4. Non-configurable Forms.

5.2.1.1.5. Organizations.

5.2.1.1.6. Users and User Data (Grants, Financial Reports, Administration, etc.).

5.2.2. Department Branding, including the following:

5.2.2.1. Creation of a system header banner based on the Department’s provided materials such as an existing logo.

5.2.2.2. Application of system color scheme made up of a Heading Color, Sub-Heading

Color, Highlight Color, Accent Color, Auxiliary Color, Primary Text Color and Secondary Text Color.

5.2.3. Product Installation

5.2.3.1. Multi factor authentication (OKTA Single Sign-on).

5.2.3.2. Product installation shall include IntelliGrants IGX software.

5.2.4. Product installation shall include the following Contractor Hosted sites:

5.2.4.1. A single instance Installation of the IntelliGrants product in the Contractor’s hosted Shared Development environment.

5.2.4.2. A single instance Installation of the IntelliGrants product in the Contractor’s hosted UAT environment.

5.2.4.3. Installation of a system interface with Sam.gov, used for validating and automating user registrations (used for UEI/DUNS # verification).

5.2.4.4. Installation of a system interface with Grants.gov used by the Department to seek federal funding opportunities.

5.2.4.5. Installation of system interface with USPS, used to validate address information.

5.2.4.6. System allows for the installation of additional system domains (e.g., departments, divisions).

5.2.5. Configuration of multi factor authentication methods (OKTA Single Sign-on).

5.2.6. Configuration of language translation options.

5.2.7. Configuration of the SMS Notification feature including selection of system specific local phone number.

5.2.8. Contingencies:

5.2.8.1. All items within the Standard Upgrade Package will be completed only once.

5.2.8.2. Any additional iterations of these tasks may result in additional costs to the

Department.

5.2.8.3. IntelliGrants IGX License Agreement must be signed prior to any work being started.

5.2.8.4. The production and UAT environments may not send a combined total of more than fifty thousand (50,000) SMS messages annually or annual costs may increase.

5.2.8.5. Invoicing of the Deliverable is contingent upon the following:

5.2.8.5.1. This deliverable will be invoiced prior to work beginning on the remaining deliverables.

5.2.9. IntelliGrants IGX Product Configuration shall include the following:

5.2.9.1. Scope Definitions and Requirements meetings.

5.2.9.2. Product demos.

5.2.9.3. Product unlimited security role set-up for grantor and grantee organizations.

5.2.9.4. Document unlimited workflow builds.

5.2.9.5. Form design and build.

5.2.9.6. System designs implemented incorrectly will not be the Department 's financial responsibility to resolve.

5.2.9.7. Documentation including configuration plan, requirements document, and workflows documentation.

5.2.9.8. Documentation for custom modules that are significantly different from the IntelliGrants 9.0 version.

5.2.9.9. Reconfiguration of Live Templates & Forms

5.2.9.10. Program Templates and Forms that require active data entry require additional configuration and testing for use in the IGX platform. Attributes of the deliverable shall include the following:

5.2.9.10.1. Configuration and testing of the below program templates and associated one hundred and fifty-five(155) forms, including:

5.2.9.10.1.1. 5310 Application 2021

5.2.9.10.1.2. 5311 Application 2020

5.2.9.10.1.3. Reimbursement Request 2021

5.2.9.10.1.4. GAE 2020

5.2.9.10.1.5. GAE 2021

5.2.9.10.1.6. 5311 Reimbursement Request 2020

5.2.9.10.1.7. Planning Work Program Reimbursement

Request 2021

5.2.9.10.1.8. Planning Application-2021

5.2.9.10.1.9. 5310 Application 2023

5.2.9.10.1.10. Reimbursement Request 2023

5.2.9.10.1.11. GAE 2023

5.2.9.10.1.12. Organization Pages1

5.2.9.10.1.13. Planning Application-2022

5.2.9.10.1.14. 5307/5339 Application 2023

5.2.9.10.1.15. 5307/5339 Application 2022

5.2.9.10.1.16. 5311 Application 2022

5.2.9.10.1.17. 5311 Reimbursement Request 2022

5.2.9.10.1.18. RTAP 2021

5.2.9.10.1.19. GAE 2022

5.2.9.10.1.20. Planning Application 2023

5.2.9.10.1.21. Planning Work Program Reimbursement Request

5.2.9.10.2. All prior year templates not listed above will be read-only and non-configurable.

5.2.9.10.3. All future roll-overs completed during development will have to be applied to both the current system and IGX.

5.2.9.10.4. Up to five hundred and seventy-eight (578) Contractor’s resource hours may be used for the completion of this deliverable. If the deliverable’s scope is modified by the Department resulting in additional hours required for completion, the Change Management Process will be used to determine impact to cost and schedule.

5.2.10. Management Reports

5.2.10.1. IntelliGrants IGX management reports configuration shall include the following:

5.2.10.1.1. The Department shall be responsible for providing the initial design and layout.

5.2.10.1.2. Original and additional report configuration after an estimate of not to exceed provided by Contractor.

5.2.10.2. Contingencies:

5.2.10.2.1. Original and additional configuration after an estimate shall be provided by the Contractor.

5.2.10.2.2. The Department shall provide scope of work in order for the Contractor to provide estimates.

5.2.10.2.3. To ensure timely and successful configuration, Contractor shall only configure process flows and form sets that were considered finalized by the Department.

5.2.10.2.4. Invoicing of this deliverable will be done on a time and hourly rate basis on the first day of each month as work is completed.

5.2.11. Onsite/Virtual System Configuration, Report Builder, and Toolset

5.2.11.1. Attributes of the deliverable:

5.2.11.1.1. Up to three (3) consecutive days of onsite/virtual System Configuration and Report Builder Training, up to twenty-four (24) total hours.

5.2.11.1.2. Installation of a Department training site, available for three (3) months from the date of the training sessions.

5.2.11.1.3. Creation of a System Configuration security role, with access to the following system configuration tools:

5.2.11.1.3.1. Admin Menu Builder

5.2.11.1.3.2. Dashboard Panel Permissions

5.2.11.1.3.3. Admin Menu Roles

5.2.11.1.3.4. System Roles

5.2.11.1.3.5. Page Content Administration

5.2.11.1.3.6. System Page Administration

5.2.11.1.3.7. User Interface (UI) Editor

5.2.11.1.3.8. Document Designer

5.2.11.1.3.9. Document Tools Permissions

5.2.11.1.3.10. Sub Document Association

5.2.11.1.3.11. Theme Editor

5.2.11.1.3.12. Crosswalk Builder

5.2.11.1.3.13. Global Settings

5.2.11.1.3.14. Login Settings

5.2.11.1.3.15. Lookup Type Manager

5.2.11.1.3.16. Report Builder Tool

5.2.11.1.3.17. Printable Document Designer

5.2.11.1.3.18. Notification Administration

5.2.11.1.4. Training Agenda.

5.2.11.1.5. System Configuration and Report Builder Training Labs.

5.2.11.1.6. System Configuration and Report Builder Training Manuals.

5.2.11.1.7. One (1) year of access to the System Configuration and Report Builder Toolsets.

5.2.11.2. Contingencies:

5.2.11.2.1. Training is limited to up to five (5) Department staff members

5.2.11.2.2. The Department will only perform configuration of the system on the Shared Development environment. Any configuration completed in an environment other than Shared Development or

Training will negatively impact the system and will result in charges related to Contractor resources needing to restore the solution.

5.2.11.2.3. If needed, the Department will be required to supply the meeting/training room, workstations, an internet connection and a projector.

5.2.11.2.4. Training will only take place after implementation of the solution has been completed or as mutually agreed to by both parties.

5.2.11.2.5. A System Configuration and Report Builder Subscription fee will be invoiced once annually, starting one year after the initial Document Designer and Report Builder training completion. The Department may cancel the recurring subscription at any time and will not be charged the next subscription fee.

5.2.11.2.6. Sign-Off and Invoicing of the Deliverable is contingent upon completion of training sessions.

5.2.12. IGX Reconfiguration of Custom Tools, Modules, and Interfaces

5.2.12.1. Upgrade of existing IntelliGrants 9.0, Department-specific Custom Tools, Modules, and Interfaces to work in the upgraded IGX platform. Items shall include:

5.2.12.1.1. AZDOT_Login.aspx (OKTA Single Sign-on).

5.2.12.1.2. GrantAdministration.aspx.

5.2.12.1.3. RTAP.aspx (RTAP Scholarships Admin Tool & Application

Functionality).

5.2.12.1.4. RTAP Material.aspx (RTAP Materials Admin Tool & Application

Functionality).

5.2.12.1.5. Financial System Interfaces.

5.2.12.1.6. Up to one hundred and forty-nine(149) custom SQL Stored

Procedures used for tools, reports, interfaces, etc.

5.2.12.2. Contingencies:

5.2.12.2.1. Invoicing of this deliverable will be done on a time and hourly rate

5.2.12.2.2. Up to one thousand five hundred (1,500) Contractor resource hours may be used for the completion of this deliverable. If the deliverable’s scope is modified by the Department resulting in additional hours required for completion the Change Management Process will be used to determine impact to cost and schedule.

5.2.13. Equipment/Asset Tracking Tool

5.2.13.1. Implement and customize one (1) Asset Tracking tool used to track and update information related to equipment/assets that have been purchased/reported by external users within vehicle templates. Design, development, and customization items shall include:

5.2.13.1.1. Mapping of data elements from Change Management applications to the Equipment/Asset Tracking Tool.

5.2.13.1.2. Update vehicle templates to feed vehicle information from Asset Management and allow certain fields to be updated back into Asset Management.

5.2.13.1.3. Creation of an equipment / asset tracking trigger within the reimbursement process which will create equipment / asset records in the new module based on information reported in the reimbursement request.

5.2.13.1.4. Convert Vehicles Inventory in applications into Asset Management.

5.2.13.1.5. Vehicle Reports.

5.2.13.2. Contingencies:

5.2.13.2.1. Invoicing of this deliverable will be done on a time and hourly rate

5.2.13.2.2. Up to one hundred and eighty-four (184) Contractor resource hours may be used for the completion of this deliverable. If the deliverable’s scope is modified by the Department resulting in additional hours required for completion the Change Management Process will be used to determine impact to cost and schedule.

5.2.14. Reporting Package

5.2.14.1. IntelliGrants reports return data from the system into an on-screen, paginated, tabular or chart format. These reports typically contain calculations or logic that are performed at the time of report execution in the system. Attributes shall include:

5.2.14.1.1. Installation and security permission configuration of the canned reports (Existing canned reports will not require analysis or design):

● Contact Information Report

● Organization Audit Report

● Permissions Report

● Person Audit Report

● System Messages Report

● Task Aging Report

● Document Access Audit Report

● Document Person Assignment Report

● Organization Member Audit Report

● Person Login Audit Report

● User Registration information Report

● Support Ticket Detail Report

● Support Satisfaction Survey Report

5.2.14.1.2. Analysis, Design, Configuration and Testing of additional customized

Department reports.

5.2.14.2. Contingencies:

5.2.14.2.1. Invoicing of this deliverable will be done on a time and hourly rate

5.2.14.2.2. Up to one hundred and thirty (130) Contractor resource hours may be used for the completion of this deliverable. If the deliverable’s scope is modified by the Department resulting in additional hours required for completion the Change Management Process will be used to determine impact to cost and schedule.

5.2.15. Professional Services

5.2.15.1. Scope of all professional services shall be provided by the Department; the Contractor shall provide not-to-exceed quotes for the services. Work shall not be performed until the Quote is approved by the Department. This applies to all of the professional services listed below:

5.2.15.1.1. Data Conversion services to be provided by the Contractor.

5.2.15.1.2. System Integration/Interfaces services provided by the Contractor.

5.2.15.1.3. All new development shall include new fields in the Report Builder module and should be taken into consideration when providing estimates.

5.2.15.1.4. Development for functionality that will interface with the Department’s financial system shall follow general accounting guidelines. e.g. preventing changes to historical transactions;

generating duplicate document ID’s on transactions.

5.2.15.2. Payment for professional services will be made after work is completed.

5.2.16. Web Cast External User Training

5.2.16.1. Contractor shall provide to the department, up to two (2) hours sessions of webcast system training for external users.

5.2.16.2. Training Agenda.

5.2.16.3. Recording of the provided training session shall be made available through the

IntelliGrants system.

5.2.16.4. One (1) external user training manual

5.2.16.4.1. One (1) electronic copy in PDF format and Word format.

5.2.16.4.2. Up to fifty (50) pages.

5.2.16.4.3. The Department specific content (i.e. terminology, screenshots).

5.2.16.4.4. Manual will be made available through a hyperlink contained within the Intelligrants system.

5.2.16.5. Contingencies:

5.2.16.5.1. Training sessions are limited to five hundred (500) participants.

5.2.16.5.2. Training is limited to Department’s external users.

5.2.16.5.3. Department will be required to supply the meeting/training room, an internet connection, and a projector, if needed.

5.2.16.5.4. After the final version of the manual is delivered, the Department will be responsible for further updates to the manual.

5.2.16.5.5. Sign-Off and Invoicing of the Deliverable is contingent upon the completion of two (2) hour sessions of training and the delivery of the Training Manual.

5.2.17. Web Cast Administrative User Training

5.2.17.1. One (1) session of webcast system training for administrative users, up to four

(4) hours.

5.2.17.2. Training agenda.

5.2.17.3. Recording of the provided training session can made available to through the

IntelliGrants system.

5.2.17.4. One (1) Department staff training manual

5.2.17.4.1. One (1) electronic copy in PDF format and Word format.

5.2.17.4.2. Up to seventy-five (75) pages.

5.2.17.4.3. Department-specific content (i.e. terminology, screenshots).

5.2.17.4.4. Manual will be made available through a hyperlink contained within the intelliGrants system

5.2.17.5. Contingencies:

5.2.17.5.1. Training sessions are limited to twenty (20) participants.

5.2.17.5.2. Training is limited to Department’s staff.

5.2.17.5.3. Department will be required to supply the meeting/training room, an internet connection, and a projector, if needed.

5.2.17.5.4. After the final version of the manual is delivered, the Department will be responsible for further updates to the manual.

5.2.17.5.5. Sign-Off and Invoicing of the Deliverable is contingent upon completion of one (1) session of training and delivery of the training manual.

5.2.18. Training Videos

5.2.18.1. Two (2) prerecorded training videos.

5.2.18.2. Up to twenty (20) minutes in length, each.

5.2.18.3. Department specific content (i.e., terminology, system).

5.2.18.4. Video will be made available through a hyperlink contained within the

IntelliGrants system.

5.2.18.5. Contingencies:

5.2.18.5.1. After the final version of the videos is delivered, further updates to the video content will only be made at the request of the Department.

5.2.18.5.2. The Department must approve video content prior to creation.

Sign-Off and Invoicing of the Deliverable is contingent upon ability for Department to access the training videos in the Contractor’s Shared Development environment.

5.2.19. Optional System Configuration and Report Builder Subscription

5.2.19.1. Continued access to the following system configuration tools:

5.2.19.1.1. Admin Menu Builder

5.2.19.1.2. Dashboard Panel Permissions

5.2.19.1.3. Admin Menu Roles

5.2.19.1.4. System Roles

5.2.19.1.5. Page Content Administration

5.2.19.1.6. System Page Administration

5.2.19.1.7. User Interface (UI) Editor

5.2.19.1.8. Document Designer

5.2.19.1.9. Document Tool Permissions

5.2.19.1.10. Sub Document Association

5.2.19.1.11. Theme Editor

5.2.19.1.12. Crosswalk Builder

5.2.19.1.13. Global Settings

5.2.19.1.14. Login Settings

5.2.19.1.15. Lookup Type Manager

5.2.19.1.16. Report Builder Tool

5.2.19.1.17. Notification Administration

5.2.19.1.18. Printable Document Designer

5.2.19.2. Updated stock System Configuration & Report Builder training manuals.

5.2.19.3. Semi-annual live web-based training for up to five (5) Department staff members

5.2.19.4. Contingencies:

5.2.19.4.1. Department will only perform configuration of the system on the Shared Development environment. Any configuration completed within the Production environment will negatively impact the system and may result in charges related to Contractor resources needing to restore the solution.

5.2.19.4.2. The System Configuration and Report Builder Subscription fee of will be invoiced one year after the initial System Configuration and Report Builder training completion, then each subsequent year. The Department may cancel the recurring subscription at any time and will not be charged the next subscription fee.

5.2.20. System Enhancements

5.2.20.1. The Contractor shall provide the enhancements listed below. This deliverable includes up to one hundred sixteen (116) Contractor resource hours.

5.2.20.1.1. These 116 hours have been allocated to implementing: - MPD

Contracts invoicing and 5310 performance reporting. If the deliverable’s scope is modified by the Department resulting in additional hours required for completion the Change Management Process will be used to determine impact to cost and schedule.

5.2.20.2. Invoicing of this deliverable will be done on a time and hourly rate basis on the first day of each month as work is completed.

5.3. Annual Maintenance/Service Enhancements

5.3.1. The Contractor shall provide annual maintenance services at the request of the Department during and after initial system implementation. This deliverable includes up to one hundred (100) Contractor resource hours. System Enhancements will be tracked through the Change Management Process. The following non-exhaustive list contains examples of what the annual maintenance/system enhancements deliverable may be used for.

5.3.1.1. Changes to Approved Forms.

5.3.1.2. Changes to Approved Business Rules.

5.3.1.3. Changes to Approved Security Roles.

5.3.1.4. Changes to Approved Workflows.

5.3.1.5. Additional Grant Programs.

5.3.1.6. Additional Business Meetings.

5.3.1.7. Additional System Interfaces.

5.3.1.8. Roll over services - defined as making a copy of a current grant program and changing the grant cycle dates for the next grant cycle year (e.g., Changing or rolling over the dates from 2022 to 2023).

5.3.1.9. Additional Management Reports.

5.3.1.10. System Customizations.

5.3.2. Contingencies:

5.3.2.1. Invoicing of this deliverable will be done on a time and hourly rate basis on the first day of each month as work is completed.

5.4. Annual Support

5.4.1. The Contractor shall provide:

5.4.1.1. Live help desk support (8:00 am - 5:00 pm MST, Mon. – Fri.), call center can be contacted to discuss product related questions. The helpdesk can be reached toll free at 1-866-449-1425 or by email at azhelpdesk@agatesoftware.com.

5.4.1.2. Access to our proprietary, online web-based issue resolution tool Hercules, which is available 24 hours a day, 7 days a week and 365 days a year for problem reporting and project tracking.

5.4.1.3. Weekly system pushes for patches, and bug fixes.

5.4.1.4. Quarterly global updates to the IntelliGrants product which affects the

Department on the IntelliGrants platform. These updates are outlined in the Contractors corresponding quarterly Product Release Notes.

5.4.2. Contingencies:

5.4.2.1. Should the Department perform their own configuration changes, annual support does not cover Department-caused defects by improper use of the system.

5.4.2.2. Questions related to purchase products (IntelliGrants IGX, Document Designer, Report Builder) will be at no cost to the Department.

5.4.2.3. Annual Support will be invoiced the day the IntelliGrants product is installed in a live production environment and once annually, each year thereafter.

6. Annual Production Hosting (Dedicated)

6.1. Hosting Attributes:

6.1.1. One (1) dedicated Department production environment maintained by Contractor;

available to the Department staff and external users for production use

6.1.2. Promotion of regular configuration updates and quarterly product updates to the production environment.

6.1.3. Network maintenance and administration.

6.1.4. Database server maintenance and administration.

6.1.5. Application server maintenance and administration.

6.1.6. One database connection available to the Department for the purpose of querying live existing data views from the production database

6.1.7. Application and renewal of SSL security certificate for any *.intelligrants.com URL selected by the Department.

6.1.8. Creation of an @intelligrants.com system email address specific to the Department’s system.

6.1.8.1. Contingencies:

6.1.8.1.1. The production and testing environments may not send more than fifty thousand (50,000) SMS messages annually or annual costs may increase.

6.2. System Backup Information

6.2.1. In the event of a system restoration, the system can be restored within forty-eight (48) hours.

6.2.2. Network Architecture Design

6.2.3. Annual Hosting will be invoiced the day the IntelliGrants product is installed in a live production environment and once annually, each year thereafter.

6.3. Service Level Expectation

6.3.1. Urgent Problems

6.3.1.1. All major services are affected.

6.3.1.2. Affects a substantial number of end users.

6.3.1.3. Indicates a security breach.

6.3.1.4. Response Time: 1-4 hours.

6.3.2. High-Priority Problems:

6.3.2.1. Disrupts the work of a large number of end users.

6.3.2.2. Inconveniences a large number of end users.

6.3.2.3. May indicate a minor security breach.

6.3.2.4. Causes specific end users serious problems.

6.3.2.5. Response Time: 2 hours to 2 days.

6.3.3. Medium-Priority Problems:

6.3.3.1. Affects only one end user, but take them out of commission.

6.3.3.2. Inconveniences a small number of end users.

6.3.3.3. Doesn’t indicate a security problem.

6.3.3.4. Response Time: 4 hours to 5 days.

6.3.4. Low-Priority Problems:

6.3.4.1. Low-priority problems are fixes or features that are “nice to have” but either don’t affect a large number of end users or only affect them in a very minor way.

6.3.4.2. Response Time: 6 hours to 15 days

7. Web Application Firewall (WAF)

7.1. Attributes of the deliverable Include the following:

7.1.1. Barracuda WAF-As-A-Service Web Application Firewall which provides protection against Layer 7 attacks including OWASP Top 10, DDoS, SQL Injections, AJAZ/JSON payloads and Zero Day attacks, among others.

7.1.2. Barracuda WAF Advanced Threat Protection.

7.1.3. Cloud-based firewall.

7.1.4. Web Application Firewall (WAF) will be invoiced the day the IntelliGrants product is installed in a live production environment and once annually, each year thereafter.

8. Project Methodology

8.1. Establishment of an Empowered Point of Contact

8.1.1. An IntelliGrants implementation requires at least one designated Department resource (typically the Department Project Manager) to manage Department resources and decisions (e.g. requirements and deliverable sign-offs). This resource should expect to commit up to twenty (20) hours per week for the IntelliGrants project during the implementation phase.

The empowered Point of Contact must also meet the following criteria:

8.1.2. Must read and understand the contractual requirements for the project.

8.1.3. Must attend all project meetings.

8.1.4. Must have working knowledge of project management processes.

8.1.5. Must understand the change management process and budget pertaining to the project.

8.1.6. Must have authority to make final decisions regarding IntelliGrants implementation.

8.2. Scheduling Meetings

8.2.1. The Contractor will coordinate with the assigned Department Project Manager for any meetings requiring key Department resources to be in attendance. Key Department resource availability will be confirmed and approved a minimum of one (1) week prior to the respective meeting. Any unreasonable meeting cancellations, consistent unavailability, and/or delays by assigned Department resources that adversely affect scheduled meetings and/or travel arrangements could affect the overall implementation timeline and may result in additional cost for professional services. Such occurrences will be documented by the Contractor Project Lead and brought to the Department Project Manager’s attention for resolution and impact analysis.

8.3. Travel and Onsite Services

8.3.1. Additional travel requested by the Department must be scoped via the Change Management Process.

8.4. ProjecTrax

8.4.1. ProjecTrax is a proprietary web-based software product developed by Contractor to facilitate the tracking of tasks and as a document repository. ProjecTrax is accessible by the Contractor and Department resources and will be used throughout the course of the project. Department access to ProjecTrax will be limited to key Department resources.

8.4.2. ProjecTrax allows a user to enter a task, provide a description and requested due date. All description text and status updates for a task will be tracked within ProjecTrax. Email notifications can also be sent each time a new message is added or each time a task status is updated.

8.4.3. During the implementation phase, ProjecTrax will be used to inform key Department resources which functional elements of the system are ready for Department design review and UAT. The Department’s feedback will be recorded in ProjecTrax. All final approvals of designs and UAT must be recorded by the Department within ProjecTrax.

9. Change Management Process

9.1. Any changes issued under this section shall be limited to modifications consistent with the existing Scope of Work and shall not be authorized without formal contract amendment pursuant to the Uniform Terms and Conditions, Section 5.1. The Change Management Process is comprised of the steps outlined below. There are a series of project documents that, once initially approved, may not be changed, and republished without review and approval. These documents are considered “under change control” once initially approved. The goal of Change Management Process is to ensure that only approved changes to a deliverable are made within the project whether to scope, budget, schedule, or quality. The three components of the Change Management Process are:

9.1.1. Base-lining project documentation.

9.1.2. Requesting changes to base-lined documentation.

9.1.3. Requesting additional requirements or functionality not initially in the deliverable’s scope.

9.2. The documentation baseline is created as project deliverables are approved by the Department.

After this baseline has been defined, any requested changes must be through the Change Management Process. Scope change requests can be a result of changes or additions to the baseline requirements and/or new modifications to the deliverables, activities, or quality standards. For example:

9.2.1. New business requirements would be additions.

9.2.2. Deciding not to implement components already built would be a deletion.

9.2.3. A reversal of a prior design decision during build and test would be a change (rework).

9.3. The Change Management Process allows the project team to make changes to the original baseline.

One of the goals of this process is to make definitive decisions so that projects can maintain their momentum. Changes to a deliverable must be actively controlled, as unmanaged changes commonly lead to unsuccessful projects.

9.3.1. Department Identifies Change Request .

9.3.1.1. The Department Project Sponsor or Department Project Manager will document the change request as a Task in ProjecTrax. The Contractor’s Team Lead or Project Lead may request that the Department also upload a completed Change Request form to the Task.

9.3.2. Contractor reviews ProjecTrax Task

9.3.2.1. The Contractor’s Team Lead or Project Lead will review the Task. If additional information is requested, the Task can be sent back to the Department via ProjecTrax. The Contractor’s resource may also request a meeting for further clarifications.

9.3.3. Contractor’s Analysis and Recommendation

9.3.3.1. The Contractor will respond the ProjecTrax Task with analysis comments and recommendations for configuration. The recommendation will include a description of the impact to the budget and timeline.

9.3.4. Contractor and Department Review and Negotiation

9.3.4.1. Based on the information provided by the Contractor, the Department will make a “Go” or “No Go” decision. That decision may be based on updates that need to be made to the request and negotiations on the cost and time estimates.

9.3.5. Contractor Develops Task Order

9.3.5.1. The Task Order will be developed by either the Contractor Team Lead or Account Manager. The Task Order will document the work to be performed, acceptance criteria, Contractor resources assigned to the Task Order, Contractor resources estimated hours, Contractor resources estimated cost, total amount to be paid for the Task Order and Task Order acceptance criteria.

10. Configuration Process

10.1. The Contractor will use a phased approach for designing an IntelliGrants configuration for the Department. Although the configuration process can be slightly altered based on the needs of each individual project, the principles used to derive each Project Configuration Methodology are consistent.

10.2. The Contractor integrates industry best practices for application configuration, tracking and review. This process was developed and refined using numerous years of project management expertise as a foundation and by using the Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK) and Software Engineering Institute (SEI) Capability Maturity Model (SEI-CMM) as the baseline sources for project management and systems review.

Below are seven (7) Project Phases commonly used in the Project Configuration Methodology:

10.2.1. Planning Phase (Project Plan/Resource Plan Development).

10.2.2. Analysis Phase (Requirements Gathering).

10.2.3. Design Phase (Requirements Documentation and Review).

10.2.4. Build Phase (Configuration/Testing) - Configuration Phase (Department Validation).

10.2.5. Post-Configuration Phase (Training Phase).

10.2.6. Annual Support Phase.

10.3. Although sequential in concept, many of these phases occur repeatedly for each major system functional area. Some system functional areas may be on a different cycle depending on the needs of the project or on stakeholder decisions. There are also conditions under which execution of a phase can be interrupted to recycle through a preceding phase (or phases) to update some aspect of that predecessor phase's deliverables. Each of the phases consists of one or more tasks and/or activities. The tasks describe what actions and deliverables are necessary to accomplish the phase's objectives. The tasks are composed of sub-tasks and/or activities required to support the output deliverable for each phase. Each of the basic phases has a specific objective or purpose.

Each phase assumes specific input(s) and in turn produces specified output(s) or deliverable(s).

11. Planning, Analysis and Design

11.1. The Contractor will start the Planning and Analysis Phases with an onsite meeting to gather information required for the project. The focus of the onsite sessions, directed by Contractor, is to clarify system requirements typically with the focus on driving the Department from the current “As Is” process to an electronic workflow process.

11.2. Following the onsite gathering sessions, an updated Project Plan will be created by the Contractor which includes a listing of all system requirements required to start building the program. The Contractor will incorporate “gated” milestones as a decision point for proceeding to subsequent phases or activities of the project plan which will not begin until approval has been given by the Department. Approval of the deliverables may include design documentation, user specifications or other requirement documentation however, acceptance of the deliverables by the Department will occur at the gated milestones before moving forward to the next phase. All software configuration and testing work will be directed by the Contractor Project Manager/Lead and will take place at the Contractor’s location.

12. Configuration and Testing

12.1. All configuration required for this project follows a strict software configuration methodology adopted by the Contractor to ensure the tasks necessary for this project are completed on time and work properly. This is especially worthwhile to note due to the impact this methodology has on accelerating a project timeline to the benefit of the Department.

12.2. Contractor’s resources begin the construction of a project in a Shared Development environment hosted by the Contractor. This Shared Development environment is where Contractor’s resources will do most of the configuration work for the project, and it will be configured to closely reflect the production environment on which the system will ultimately reside.

12.3. Once functionality has been completed, tested, and approved by the Contractor’s resources on the Shared Development environment, Department resources will be given a URL that will allow for the review of functionality before it is released to the Production environment. This Shared Development site will allow Department resources to perform User Acceptance Testing (UAT) in parallel with the Contractor’s continued configuration efforts on the next approved design specification or requirement. UAT is performed and minor modifications and testing defect corrections are completed.

13. Documentation and Training

13.1. All related documentation such as Department Staff and Applicant User Manuals can be made available in a chosen format (PDF or MS Word) and accessed within the IntelliGrants system.

Department Staff and Applicant User manuals are technical in nature; they will explain navigation and basic IntelliGrants functionality. Specific business rules are not included.

13.2. Training resources are essential to the effective and efficient operation of any system. Providing resources with the tools needed to complete activities and offering training opportunities which will allow the Department to use the system at full potential are critical elements of success.

Training sessions will be de signed to focus on specific concepts that will ultimately ensure that the Department and their end-users fully understand how to perform their functions within the system. The Contractor shall work with the Department to confirm the final training plan during the Post Implementation Phase of the project.

14. Contractor’s Responsibilities

14.1. The Contractor’s deliverables shall have written acceptance by the Department before they are considered complete. Acceptance notes made in the Contractor’s Hercules system are permissible.

14.2. At no cost to the Department the Contractor shall provide clarification on any emitted configuration documents to the Department.

14.3. Pursuant to 2 CFR §200.330, any contract awarded to accomplish this project establishes a Contractor relationship with the Department, and shall not establish a Subrecipient relationship and the disbursement of Federal program funds casts the party receiving the funds in the role of a Contractor. All terms and conditions required for Contractors / SubContractors of federal recipients under US Department of Transportation funds and according to 2 CFR §§200 and 1200 et seq. shall apply.

14.4. Invoicing shall be submitted using the provided MPD Billing Summary and Reimbursement (BSR) form. A single PDF package, assembled with the Billing Report as the first page in landscape format, followed by all required forms of the BSR and then with all other support documentation, and named according to the file naming convention: AgencyName INVxxxx MPDXXXX-YY DateSubmitted.pdf shall be submitted to MPDInvoice@azdot.gov. Line items entered on the BSR must reflect the same line item numbering as are on the Purchase Order.

14.5. Prompt Payment: Pursuant to 49 CFR 26.29 prime suppliers must pay Subcontractors for satisfactory performance (i.e., all the tasks called for in the subcontract for the invoicing period have been accomplished and documented as required by the Department and any deliverables are approved by the Department) of their contracts no later than 7 days from receipt of each payment. The Department makes to the prime supplier. The prompt payment provision applies to Subcontractors at all tiers. This applies to all Sub-contractors, not just DBEs. Primes are herein notified they are prohibited from holding retainage from Sub-Contractors on this Project pursuant to 49 CFR 26.29.b(1). In the event the Prime fails to invoice the Department according to its scheduled invoicing activities, and in any case where a Prime’s invoice has been rejected through no fault of the subcontractor’s performance, the Prime shall pay the subcontractor for satisfactory work completed in no more than 30 calendar days from receipt of invoice for that work.

14.6. Professional services provided under this contract will be federally funded. The project(s) will be entered as a contract or task order in the AZ DBE System (DOORS). Payment audits are required.

For training on completing payment audits, please see the video:

https://www.youtube.com/watch?v=QFZJIlYmN1I.

14.7. Direct Costs: All direct costs must be supported by receipts indicating payment information and date paid, and other suitable and appropriate documentation. Travel expenses will be reimbursed in accordance with the State Travel Policy. The State travel policy may be accessed via the internet at the State of Arizona, General Accounting Office’s website at (https://gao.az.gov/state-arizona-accounting-manual-saam). Specifically, vendor travel is addressed under the State of Arizona Accounting Manual (SAAM), Section 50: Travel, Sub-Section 65.

15. Department’s Responsibilities

15.1. Assign a Department project manager (DPM) who is responsible for directing, reviewing, and approving Contractor's work products and invoices.

15.2. Decide all questions, which may arise as to the quality and acceptability of any work performed under the contract.

https://app.az.gov/ https://gao.az.gov/state-arizona-accounting-manual-saam https://gao.az.gov/state-arizona-accounting-manual-saam

The Department’s MPD Contracts Program Manager shall review the Contractor’s change orders for conformance and approval

SPECIAL TERMS AND CONDITIONS

1. CONTRACT TERM

The term of any resultant contract shall commence on the effective day of award and shall continue for a period of twelve months (12) thereafter, unless terminated, cancelled or extended as otherwise provided herein.

2. CONTRACT EXTENSION

By mutual written contract amendment, any resultant contract may be extended for supplemental periods of up to a maximum of forty-eight (48) months.

3. ELIGIBLE AGENCIES

This contract shall be for the exclusive use of the Arizona Department of Transportation.

4. NON-EXCLUSIVE CONTRACT

This contract shall be for the sole convenience of the Department. The Department reserves the right to obtain like goods or services from another source when necessary. The Off-Contract Purchase Authorization and subsequent procurement shall be consistent with the Arizona Procurement Code.

5. ORDERING PROCESS

The Department shall issue a purchase order to the Contractor. Each purchase order must cite the contract number. This purchase order shall be the only document required for the Department to order and the Contractor to deliver the material and/or service.

Any attempts to represent any material and/or service not specifically awarded as being under contract is a breach of the contract and a violation of the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the State inclusive of but not limited to contract cancellation, suspension and/or debarment of the Contractor.

6. SHIPPING TERMS – Not Applicable

7. DELIVERY – Not Applicable

8. INSPECTION AND ACCEPTANCE

Each item delivered shall be subject to a complete inspection by the Department within 15 days after delivery. Inspection criteria shall include, but not be limited to, conformity to the specifications, workmanship, quality and materials.

If the delivered product is not accepted and returned for corrective action, an additional fifteen (15) calendar days shall be allowed for inspection of the corrected or replacement product.

The Contractor shall be responsible for the transport of the material to and from the Department for the correction of items or workmanship not in compliance with the specifications.

Product returned for corrective action may delay payment. Invoices will be processed for payment only after the product is accepted.

9. INVOICING and PAYMENT

Separate invoices are required for each shipment of product or delivery of service and shall include at a minimum:

• Department Location’s Name and Address

• Vendor Name, Remit to Address and Contact Information

• Contract Number

• Purchase Order Number

• Invoice Number and Date

• Date the items were shipped to the Department

• Contract Line Item Number

• Line Item Description or Item or Service

• Quantity Purchased

• Line Item Unit of Measure

• Price per Unit and Total per Unit

• Catalog or Other Discount (if applicable)

• Net Unit Price and Total per Unit (if applicable)

• Applicable taxes

• Applicable Shipping/Freight Charges

• Total Invoice Amount Due

Invoices not sent to the proper address, or not containing the necessary and required information may delay payment. A Contractor whose payments are delayed due to improper invoicing shall make no claim against the Department or the State for late or finance charges.

The Department will make every effort to process payment for the purchase of product within thirty (30) calendar days after the Department has conducted the necessary reviews, inspections and acceptance as described herein.

The department acceptance date will be the valid date for starting the thirty (30) calendar day payment period.

Payment due dates, including discount periods, will be computed from the date of acceptance or date of correct invoice (whichever is later) to the date the Department’s warrant is mailed.

10. ESTIMATED USAGE

The Department anticipates considerable usage under this contract.