ESBD_501378_1774563021284_Scope of Work.pdf

Flight Scheduling System for TSTC Purpose The purpose of this project is to implement a modern, cloud-based flight scheduling system for the Aircraft Pilot Training (APT) at Texas State Technical College. This new system aims to replace the outdated current solution, enhancing operational efficiency, improving data management, and ensuring compliance with FAA regulations. By integrating advanced features and user-friendly interfaces, the project seeks to provide a robust platform that supports the educational needs of students and faculty while streamlining administrative processes.

Objective To implement a comprehensive cloud-based flight scheduling system that replaces the existing system, ensuring compliance with FAA requirements and improving operational efficiency for the Aircraft Pilot Training (APT) Program.

Scope of Work

1. Detailed Requirements

● Required Core Functionality

○ Scheduling by Aircraft Type: The system should allow scheduling based on aircraft type.

○ Scheduling Time Blocks: Must support scheduling time blocks sized in 15-minute increments.

○ Import TCOs and Training Records: The system must support importing existing

Training Course Outlines (TCOs) and historical training records, maintaining data integrity during the import process.

○ Import Maintenance and Fleet Data: Capability to import and manage current maintenance and fleet data, ensuring regulatory compliance tracking.

○ Track Maintenance Inspections: Must track required maintenance inspections and Airworthiness Directives (ADs), including logbook endorsements and other maintenance requirements.

○ Tracking Reports: The system must have the ability to pull tracking reports or create custom reports to review and analyze data for enrollment, graduation, certification, and financial records.

○ Enhanced reporting capabilities: for better data analysis (API endpoints preferred)

○ Electronic Recordkeeping Manual: Must provide a current electronic recordkeeping manual to assist with updating FAA LOA A025.

○ Create Certificates: The system must have the ability to create enrollment and graduation certificates directly within the recordkeeping system.

○ Secure Storage of Critical Records: Must securely store critical records such as medical certificates, TSA training, and pilot certificates, with alerts for approaching expiration dates.

○ Squawk System: Must include a squawk system to record aircraft discrepancies, with the ability to ground the aircraft as necessary.

○ Customizable Aircraft Scheduling: The system must allow for customizable aircraft scheduling options.

○ Student Dashboard: Must provide a student dashboard displaying critical information such as the upcoming schedule, account balance, and progress in the course.

○ Track Student Pass Rate: The system must easily track student pass rates to comply with Part 141 Air Agency requirements.

○ Control Access to System: Must allow faculty and staff to monitor student progress and pull reports through controlled access.

○ Usability for Mobile: The system must be usable on mobile devices, supporting both

Apple and Android operating systems.

2. Technical Requirements

● System Architecture

○ Cloud-Based Hosted Solution: The system must be a cloud-based solution to ensure accessibility and scalability.

○ Mobile-Responsive Design: The system must be designed to be mobile-responsive for usability on various devices.

○ Secure Data Storage and Transmission: Must implement secure data storage and transmission protocols to protect sensitive information.

○ Security and Compliance: The supplier’s proposed cloud service must hold an Active TX-RAMP Level 1 or Level 2 certification from the Texas Department of Information Resources (DIR) as of the proposal submission deadline.

○ Regular Automated Backups: The system must include regular automated backups to ensure data integrity and availability.

● Integration Requirements

○ Communication with Workday: The system must be integrated with Workday for seamless data exchange.

○ Canvas Integration: Integration with Canvas to enhance educational functionality.

(Preferred)

○ SSO Integration: The system must support Single Sign-On (SSO) integration through

ADFS-SAML and other authentication methods.

○ User Provisioning API: The system must expose a RESTful API, supporting CRUD operations for identity lifecycle management to enable seamless integration with

Identity Governance & Lifecycle for automated provisioning, access reviews, and entitlement management. (Preferred)

● User Management

○ Role-Based Access Control: The system must implement role-based access control to manage user permissions effectively.

○ Standard User Permissions: Must provide a framework for standard user permissions to ensure appropriate access levels.

○ Administrative Control Capabilities: TSTC staff will manage user accounts, with faculty and staff monitoring access to student dashboards.

3. Data Migration

● Complete migration from the current system, including:

○ All historical training records

○ Existing TCOs

○ Maintenance records

○ Fleet information

○ User accounts and permissions

○ Critical documentation

○ Certificate records

4. Training And Implementation

● Training Requirements

○ Administrative User Training: Training sessions for administrative users to manage the system effectively.

○ Faculty Training Sessions: Comprehensive training for faculty members on system usage and features.

○ Staff User Training: Training for staff users to ensure smooth operation and support.

○ Documentation Provision: Delivery of user manuals, administrative guides, system documentation, and training materials.

● Implementation Phases

○ System setup and configuration

○ Data migration

○ Integration implementation

○ User acceptance testing

○ Training delivery

○ Go-live support

5. Optional Features

● Integration of study materials within the student dashboard

● Additional customization options for enhanced user experience

6. Acceptance Criteria

● System acceptance will be based on:

○ Successful implementation of all required features

○ Completion of data migration with verification

○ Successful integration testing

○ User acceptance testing approval

○ Completion of training sessions

○ Delivery of all documentation

7. Deliverables

● System Deliverables

○ Fully functional flight scheduling system

○ Completed integrations with Workday (required) and Canvas (preferred)

○ Mobile access capability

○ Reporting system for tracking and analysis

○ User management system

● Documentation Deliverables

○ Comprehensive system documentation

○ Training materials for users and administrators

○ User guides and administrative manuals

○ Electronic recordkeeping manual

● Service Deliverables

○ Data migration services

○ User training sessions

○ System configuration and setup

○ Integration setup and testing

○ Go-live support

8. Project Management

● Communication Requirements

○ Regular status meetings to discuss progress

○ Written progress reporting to stakeholders

○ Issue tracking and resolution procedures

○ Change management processes to handle project adjustments

● Support Requirements

○ Implementation support during the transition phase

○ Post-implementation support for troubleshooting

○ Post-implementation system maintenance procedures to ensure ongoing functionality

○ Post-implementation technical support for users as needed from the chosen vendor

9. Pricing And Fees

● The proposal should include a transparent pricing model with detailed breakdowns of:

○ Transaction fees (credit, debit, and contactless payments)

○ Monthly & Annual Service fees

○ Setup and integration costs

○ Any additional fees associated with compliance, security, or reporting

Requirements for Proposal Suppliers are required to thoroughly review the information provided in the RFP and submit a comprehensive proposal that addresses all user requirements for the Flight Schedule System. It is important to avoid excessive or overly detailed proposals. Suppliers offering solutions that effectively support this module may receive higher scores in the evaluation process, if they provide a better value proposition.

● Criteria One: Solution Capabilities

The supplier’s solution MUST meet FAA, part 141 and Workday requirements. A detailed proposal addressing all aspects of this SOW should align with the specified requirements and demonstrate its effectiveness in meeting the needs of the organization. Suppliers are required to provide an itemized list of features and requirements outlined in the set of corresponding requirements to the selected Functional Module within the scope of service. The proposal should detail how the firm meets each requirement, and if there are any requirements that cannot be met, a clear explanation should be provided.

● Criteria Two: Integration and Compatibility

The proposed solution must offer clearly documented standard protocols and robust Application Programming Interfaces (APIs) to enable seamless integration with other systems.

Suppliers are required to provide details about the APIs available, including supported protocols and formats, to ensure interoperability with diverse platforms and technologies.

● Criteria Three: Performance, Scalability and Reliability

The proposed solution must demonstrate scalability to manage expanding data volumes and user loads while maintaining performance and reliability. Suppliers should present performance benchmarks and scalability testing outcomes to showcase the solution's capacity to adapt to rising demands over time.

● Criteria Four: Implementation Plan

The supplier’s proposed implementation strategy should be clear and feasible, outlining timelines, milestones, and resource needs. The approach, methods, and customer service to be utilized in delivering the services outlined in the Scope of Service must be described.

Additionally, the supplier should detail their professional services during implementation, including training, best practices, and documentation, to ensure a successful deployment.

● Criteria Five: Cost-effectiveness and Pricing

This criterion evaluates the overall value proposition of the proposal. Suppliers are required to provide itemized pricing, covering initial investment, implementation, support, training, and annual renewal costs.

● Criteria Six: History of Support for Texas IHEs [Texas Education Code 51.9335(b)(8)] Provide a history of support for Texas Institutions of Higher Education, including sponsorships, grants, donations (in-kind or otherwise), internships/externships, apprenticeships, and similar activities; include institutions, dates, and nature of support.

Evaluation Criteria The evaluation of the qualifications shall be based on the requirements described in this RFP. All properly submitted qualifications will be reviewed, evaluated, and ranked by TSTC in accordance with the evaluation criteria set forth below:

Criteria to be Evaluated Points

Criteria One: Solution Capabilities 30

Criteria Two: Integration and Compatibility 20

Criteria Three: Performance, Scalability and Reliability 20

Criteria Four: Implementation Plan 10

Criteria Five: Cost-effectiveness and Pricing 15

Criteria Six: History of Support for IHE 5

Evaluation Criteria