Requirements Verification Traceability Matrix.xlsx
XLSX spreadsheet 27 KB Posted
- Attached to
- ALCOHOL PRICE POSTING AND DELINQUENCY MANAGEMENT
- Solicitation number
- 2138493
- Issued by
- New York
About this file
This is a Requirements Verification Traceability Matrix (RVTM) for IFB C000992, submitted by the New York State Office of Information Technology Services (ITS) on behalf of the State Liquor Authority's Division of Alcoholic Beverage Control (SLA/ABC). The solicitation seeks proposals for hosting services to support a comprehensive e-Wholesale Platform that manages price postings, brand appointment letters, limited availability submissions, and delinquent credit management for New York's alcoholic beverage wholesale industry. The platform must support approximately 500,000 monthly price schedule submissions across four posting categories (Liquor to Retail, Wine to Retail, Liquor to Wholesale, and Wine to Wholesale), accommodate 1,500 annual Brand Appointment Letter uploads, process approximately 50 Limited Availability Submissions monthly, handle 19,000 monthly delinquency reports and 18,000 monthly delinquency releases, and serve a diverse user base including SLA staff, over 50,000 licensed wholesalers, manufacturers, retailers, and the general public. The contractor must deliver a fully functional, hosted ODMS e-Wholesale Platform with comprehensive project management, technical architecture documentation, system development, end-to-end testing, user acceptance testing, training for all user groups, production deployment, and post-go-live support including a minimum 30-day Hypercare Support period and an 18-month warranty period at no additional cost.
The RVTM outlines mandatory system requirements including batch and interactive price schedule submission capabilities, price posting lookup and query functions with role-based access controls, profile data submission options, brand appointment letter management, delinquent retailer search and selection tools, e-Wholesale Account Management functionality with role-based access, Web Services APIs for delinquency status verification, and an Agency Administrative Interface with reporting, dashboard administration, and user administration capabilities. The contractor must develop and submit a comprehensive Training Plan for approval prior to execution, deliver training materials in Microsoft Office or Adobe Acrobat format, conduct instructor-led virtual training sessions with 12-month recording accessibility, and produce self-paced online training classes and user manuals. All training activities must be completed prior to Production Go-Live, and the contractor must provide rigorous End-to-End System Testing and actively support SLA/ABC and ITS teams throughout User Acceptance Testing, resolving all Severity 1 (Critical) and Severity 2 (High) defects to the satisfaction of SLA/ABC. The solicitation includes SDVOB contracting goals of 6.00% and MWBE contracting goals totaling 30.00%, with no prior identical or substantially similar contracts awarded within the past five years.
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| Attachment 9 - Requirements Verification Traceability Matrix | |||
| IFB C000992 - Alcohol Price Posting and Delinquency Management | |||
| Service Requirements | Bidder Agrees to meet the Requirement (Yes or No). By Indicating "Yes" in this column, the Bidder acknowledges strict adherence to the Mandatory Requirement. | Business Plan to Meet Requirement (Additional Sheets may be attached) | |
| 4.1 | Project Plan and Schedule | ||
| 4.1.1 | Project Management Services: The Contractor’s Project Manager shall work closely with ITS and SLA/ABC Business Leads to manage the scope, schedule, budget, quality, and delivery of the project and product. The PM shall manage the Contractor’s team responsible for overall system delivery. | ||
| 4.1.2 | Project Approach and Resource Plan: The Contractor shall develop a detailed Project Approach document including a Resource Plan describing how work will be approached and coordinated with Testers, Quality Assurance staff, Subject Matter Experts (SME), SLA management, and other stakeholders. | ||
| 4.1.3 | Project Schedule: The Contractor shall develop and maintain a detailed, resource-loaded Project Schedule in Microsoft Project. | ||
| 4.2 | System Achitecture and Software Design | ||
| Technical Architecture Documentation: The Contractor shall develop and document the technical and software architecture for the hosted solution to satisfy all business requirements identified in Section 4.3 Mandatory System Requirements. | |||
| 4.3 | Mandatory System Requirements | ||
| 4.3.1 | Price Posting Submissions and Management | ||
| 4.3.1.1 | Monthly Price Schedule Capacity: The system shall support the submission of approximately 500,000 monthly Price Schedules, as described in Exhibit 1 – Filing Period Schedules and Deadlines, across 4 categories of posting types: a.) Liquor to Retail, b.) Wine to Retail, c.) Liquor to Wholesale, d.) Wine to Wholesale. | ||
| 4.3.1.2 | a.) Batch File Submissions: The system must accommodate the submission and certification of price schedules and discounts in .csv or .txt files in accordance with the List of required and optional fields defined in Exhibit 2 – Batch File Format and Exhibit 3 – Discount File Format. | ||
| b.) Interactive Submissions: The system must allow Wholesalers/Manufacturers to add, edit, and remove price schedules in preparation for certification month-to-month. | |||
| c.) Price Schedule Amendments: The system must accommodate the Amendment of Submitted Price Schedules in accordance with the schedule in Exhibit 1 – Filing Period Schedules and Deadlines, and per the Business Rule outlined in 4.3.1.2 D. | |||
| d.) Retail Price Schedule Amendments: Amendments to the Submitted Retail Price Schedules shall only allow the price to be lowered to a price point found and tied to a competitor's submitted schedule for the same month. | |||
| 4.3.1.3 | Profile Data Submission: The system must accommodate the submission of Price Schedule profile data for each posting type, including: a.) Discounts for time of payment, b.) Terms of sale, c.) Other general information (contact info, memos, remarks, notes). | ||
| 4.3.2 | Price Posting Lookup and Query | ||
| 4.3.2.1 | System Views: The system shall support the following access levels and views: |
a.) Public View - Flip Book Format only - current month only b.) Retailer Price Posting View - Requires login and license verification c.) Search: Filterable by Wholesaler/Manufacturer, posting type, and product info d.) Wholesaler/Manufacturer Search/View: Restricted to current month only e.) Agency Administrative View: Access to both current and historical months
| 4.3.2.2 | Search Functionality: Search options filterable by Wholesaler/Manufacturer, posting type, and various product information |
| 4.3.3 | Brand Appointment Letter Submission and Management |
| 4.3.3.1 | Brand Appointment Association: The system shall provide upload and search capability for Brand Appointment Letters to associate letters with the applicable Wholesaler/Manufacturer, designating them as an exclusive brand agent. |
| 4.3.3.2 | Upload Capacity and Scalability: The system shall support an average of 1,500 Brand Appointment Letter uploads annually and the system shall be implemented to accommodate future growth. |
| 4.3.4 | Limited Availability Submission and Management |
| 4.3.4.1 | Submission and Search Capabilities: The system shall provide submission and search capabilities for Limited Availability Submission items per SLA/ABC Business rules. These items are submitted when product circumstances change after the original price posting was submitted |
| 4.3.4.2 | Monthly Capacity: The system shall support an average of 50 limited Availability Submissions per month and the system shall be implemented to accommodate future growth |
| 4.3.5 | Delinquent Credit Management and Submission |
| 4.3.5.1 | Delinquency Reporting Capacity: The system must have the ability to process at least 19,000 delinquencies reported by Wholesalers/Manufactures monthly |
| 4.3.5.2 | Delinquency Release Capacity: The system must have the ability to process at least 18,000 delinquencies released by Wholesalers/Manufacturers monthly |
| 4.3.5.3 | Retailer Search and Selection: The system shall support the ability for the search and selection of licensed retailers for reporting as delinquent |
| 4.3.5.4 | Delinquent Retailer Data Capture: The system shall support the capture, management, and reporting of the following information related to delinquent retailers: |
a.) Retailer Premises Information (pre-populated) b.) Date Reported c.) Delivery Date d.) Delivery Amount ($) e.) Reported By (User) f.) Comments
4.3.5.5 Delinquent Account Removal: The system shall allow the Wholesaler/Manufacturer to view their active delinquent accounts and remove accounts individually or by bulk selection. Upon removal of a delinquent account, the system shall capture the following information as part of the delinquent account record:
a.) Date Removed b.) Removed By (User)
| 4.3.5.6 | Wholesale/Manufacturer Account View: The system shall allow Wholesalers/Manufacturers to search and view their active or inactive delinquent accounts |
| 4.3.5.7 | Retail License Delinquency Search: The system must allow Wholesalers/Manufactures to search for retail licenses using a variety of search parameters to ascertain the delinquent status of the license: |
a.) Search by Premises (Serial number, Address, Premises Name, DBA, etc.)
b.) Search new delinquencies added by Date Range
| 4.3.6 | e-Wholesale Account Management |
| 4.3.6.1 | Account Management and Core Functionality: The system must have the following e-Wholesale Account Management functionality: |
a.) New Account Verification and First Time Account Set Up b.) Primary Administrative User Setup for Retail, Wholesale, and Manufacturing Licenses c.) Application Login
4.3.6.2 Delegated Administration: The system shall support self-management by the Wholesaler/Manufacturer Primary Administrator, with the following functions available for administering access for their users:
a.) Add / Edit / Remove Users
4.3.6.3 Role-Based Access Control: The system shall support provisioning account access for the following roles under their license:
a.) Price Schedule Submission, Brand Appointment Submission, and Limited Availability Submission b.) Price Schedule Certification c.) Delinquent Account View d.) Delinquent Account Management
| 4.3.7 | e-Wholesale Web Services (API’s) |
| 4.3.7.1 | The system must have the following e-Wholesale Web Services (API’s) functionality: |
| a.) Delinqunecy Status API: The System shall provide a web services (API’s) for use by Wholesalers/Manufacturers to check the retailer delinquent status | |
| b.) Credential Vertification: The web service will receive and verify Wholesaler/Manufacturer credentials along with a Retailer Record ID, and must respond with premises information and delinquent status | |
| 4.3.8 | Agency Administrative Interface |
| 4.3.8.1 | The System shall provide an Agency Administrative Interface, including: |
a.) Reports – Price Postings and Delinquent Management Reports b.) Dashboard Administration: A dashboard displaying the Price Posting Schedule for the entire year, with the ability to override deadlines based on the impact of holidays and weekends c.) Schedule Posting Exceptions: Ability to schedule exceptions for individual Wholesaler/ Manufacturer and/or bulk (all Wholesalers/Manufacturers) d.) User Administration 1.) Create A User 2.) Password Setup / Reset 3.) User Preference
| 4.3.8.2 | Price Schedule Administration: The system shall provide Price Schedule Administration functionality, including: |
| a.) Override to Add / Edit / Remove price schedule records | |
| b.) Override to Add or Remove Delinquencies | |
| 4.4 | Training |
| 4.4.1 | The Contractor shall develop, maintain, and execute a comprehensive Training Plan for all user groups associated with the e-Wholesale platform. The Training Plan shall be submitted to the Agency and the Contractor must be in receipt of written approval prior to execution. |
| 4.4.2 | Training Materials Format: The Contractor shall provide all training materials in an electronic format compatible with Microsoft Office or Adobe Acrobat. The Contractor shall ensure that training materials are updated to reflect final production functionality prior to Go-Live. |
| 4.4.3 | Training Completion |
| 4.4.3.1 | Training Activities: All training activities shall be completed prior to Production Go-Live unless otherwise approved in writing by the Agency. |
| 4.4.3.2 | Training Acceptance Criteria: Training shall be considered complete when: |
| a.) All training sessions required have been delivered | |
| b.) All training materials have been submitted and approved by the Agency | |
| c.) Agency personnel confirm operational readiness | |
| d.) Any identified training gaps have been remediated | |
| 4.4.4 | Administrative Training |
| 4.4.4.1 | Instructor-Led Sessions |
| a.) The Contractor shall conduct live instructor-led virtual training sessions for Agency administrators and operations staff. | |
| b.) These sessions shall be recorded and made accessible for a minimum of twelve (12) months after Go-Live. | |
| 4.4.4.2 | Tracking and Reporting: The Contractor shall provide tracking and completion reporting for all Agency personnel training sessions. |
| 4.4.5 | End User Training |
| 4.4.5.1 | Tutorial Production: The Contractor must produce and deliver self-paced online training classes and user manuals for use by wholesalers, manufactures, and retailers. |
| 4.4.5.2 | Portal Delivery: The Contractor must deliver tutorials through the online portal. |
| 4.5 | Testing |
| 4.5.1 | End-to-End System Testing: The Contractor shall conduct rigorous End-to-End System Testing to ensure the entire system architecture functions cohesively and meets all business requirements. |
| 4.5.2 | User Acceptance Testing (UAT) |
| 4.5.2.1 | The Contractor must actively support the SLA/ABC and ITS teams throughout the planning, execution, and closure of UAT to prevent schedule delays. |
| 4.5.2.2 | The Contractor shall support Agency-led UAT activities by: |
| a.) Providing UAT environments | |
| b.) Providing test data | |
| c.) Supporting defect resolution | |
| d.) Providing testing support personnel | |
| e.) Tracking defects through resolution | |
| 4.5.3 | Resolution of Critical and Major Defects: The Contractor must resolve all Severity 1 (Critical) and Severity 2 (High) during any testing phase to the formal, written satisfaction of SLA/ABC. |
| 4.6 | Production Readiness |
| 4.6.1 | Readiness Document |
| 4.6.1.1 | The Contractor shall deliver a Go-Live Readiness Document that summarizes the current system implementation status and provides Agency leadership with the critical information required to make an informed “Go/No-Go decision.” |
| 4.6.1.2 | The Readiness Document must include the following: |
| a.) Infrastructure Performance and Validation: Confirmation that all infustructureis tested and performing as designed. | |
| b.) Software Development Completion: Confirmation that all software functionality has been provided. | |
| c.)Testing Execution and Defect Resolution: Testing per Section 4.5 has been completed and critical/high defects are addressed. | |
| d.) Training and Operational Readiness: Requirements in Section 4.4 have been addressed. | |
| e.) Go-Live Runbook and Schedule: A step-by-step plan that covers all tasks needed to move into production. | |
| f.) Rollback and Recovery Plan: Defined and ready to be executed. | |
| g.) Post-implementation Support Plan: Defined and ready to be executed. | |
| 4.7 | Implementation (Go Live) of New System |
| 4.7.1 | Solution Delivery: The Contractor shall deliver a fully functional, hosted ODMS e-Wholesale Platform that meets the business needs and all requirements set forth in this solicitation and resulting Contract. |
| 4.7.2 | Production Deployment: The Contractor shall deploy the approved system to the production environment. |
| 4.7.3 | Go Live Approval: The Contractor shall not transition the system to active production use ("Go-Live") without prior, explicit written approval from the Agency. The Agency reserves the sole right to grant, delay, or withhold Go-Live approval. |
| 4.8 | Post-Go-Live Support |
| 4.8.1 | Defect Resolution Timeframes: See 4.11.1 |
| 4.8.2 | Ongoing Support Services: The Contractor shall provide ongoing operational, maintenance, monitoring, and support services following Go-Live. |
| 4.8.3 | Hypercare Support Period: |
| a.) The Contractor shall provide a post-Go-Live Hypercare Support period of no less than thirty (30) calender days from go-live. | |
| b.) During Hypercare, the Contractor shall: | |
| i. Provide enhanced monitoring. | |
| ii. Provide daily operational reviews. | |
| iii. Conduct daily issue review meetings with the Agency. | |
| iv. Provide accelerated issue resolution. | |
| 4.8.4 | The Contractor shall provide quarterly SLA (Service Level Agreement) reporting, including: |
| a.) Availability of metrics, Capacity metrics, and Security metrics | |
| b.) Response and Resolution Times | |
| 4.9 | Warranty Period |
| 4.9.1 | The Contractor shall provide an eighteen (18) month warranty period commencing upon completion of the Hypercare Support period. |
| 4.9.2 | During the warranty period, at no additional cost to the Agency, the Contractor shall correct software defects, resolve configuration issues, correct integration failures, address performance deficiencies, address security issues, and provide root cause analysis. |
| 4.9.3 | The warranty must be included with the system build cost. |
| Bidder Name & Title: | Bidder Signature: |
| Bidder Company: | Date: |
| Bidder Email: |
Attachment 17 - RVTM Page &P
File details come from the government source that posted it. Updated .