RFP 2527H098 ATLAS Replacement Project.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF TRANSPORTATION &

PUBLIC FACILITIES (DOT&PF)

DIVISION OF ALASKA MARINE HIGHWAY

SYSTEM (AMHS)

PRIMARY CONTACT:

CHRIS HUNT

PROCUREMENT OFFICER

CHRIS.HUNT@ALASKA.GOV

(907) 465-8448

ATLAS REPLACEMENT PROJECT

RFP 2527H098

ISSUED AUGUST 21, 2026

The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS), is soliciting proposals to result in a single contract award for a modern, cloud-based dispatching system for Alaska Marine Highway System (AMHS) operations.

mailto:chris.hunt@alaska.gov

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2527H098

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TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SEC. 2.02 WORKFORCE AND BARGAINING UNIT STRUCTURE

SEC. 2.03 CURRENT SYSTEM: ATLAS

SEC. 2.04 SCOPE OF THE REPLACEMENT SYSTEM

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK AND DELIVERABLES

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 CONTRACT TYPE

SEC. 3.04 PROPOSED PAYMENT PROCEDURES

SEC. 3.05 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 3.06 CONTRACT PAYMENT

SEC. 3.07 LOCATION OF WORK

SEC. 3.08 THIRD-PARTY SERVICE PROVIDERS

SEC. 3.09 SUBCONTRACTORS

SEC. 3.10 JOINT VENTURES

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.12 F.O.B. POINT

SEC. 3.13 CONTRACT PERSONNEL

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.17 INDEMNIFICATION

SEC. 3.18 INSURANCE REQUIREMENTS

SEC. 3.19 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

SEC. 4.10 SYSTEM REQUIREMENTS (SUBMITTAL FORM H)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION EVALUATION CRITERIA

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

SEC. 5.05 UNDERSTANDING OF THE PROJECT

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT

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SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT

SEC. 5.08 SYSTEM REQUIREMENTS

SEC. 5.09 CONTRACT COST (COST PROPOSAL)

SEC. 5.10 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS) is soliciting proposals to result in a single contract award to a qualified firm to provide a modern, cloud-based crew scheduling and management system for AMHS ferry operations.

This procurement seeks a Software as a Service (SaaS) or Commercial Off-The-Shelf (COTS) solution to replace AMHS's current crew dispatching system, ATLAS. The new system must automate complex crew scheduling for a fleet of 9 vessels while managing three distinct union bargaining units, each with unique contractual requirements, seniority rules, and scheduling constraints.

Core system capabilities must include:

• Automated crew scheduling and dispatching, comprehensive crew management including employee demographics, qualifications, certifications, licenses, and training records

• Automated training and certification tracking with expiration monitoring and alert notifications

• Complex seniority calculations for company, department, and job-specific points according to union contract formulas

• Leave management for multiple leave types including vacation scheduling, sick leave, and other authorized absences

• Robust reporting capabilities with an employee self-service web portal for schedule viewing and information updates.

The new system will enhance operational efficiency, reduce unnecessary overtime costs, improve scheduling accuracy and advance notice to employees, ensure compliance with federal maritime regulations and union labor agreements, and provide DOT&PF with a modern, scalable, maintainable platform to meet current and future operational requirements

SEC. 1.02 BUDGET

The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS), estimates a budget of between $400,000.00 and $700,000.00 dollars for completion of this project. The Grand Total Evaluated Proposed Cost in Submittal Form G may not exceed $700,000. Proposals priced at more than $700,000.00 will be considered non-responsive and rejected.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing Alaska Time on September 11, 2026 as indicated by postmark or email timestamp and late proposals will not be considered.

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SEC. 1.04 PRIOR EXPERIENCE

In order for offers to be considered responsive offerors must meet these minimum prior experience requirements:

• The firm must have prior experience delivering at least two complete crew scheduling system implementations for a maritime, transportation, aviation, or public safety organization with similar operational complexity. This experience must include:

o Successfully migrating historical data (minimum 3-5 years of operational data) from a legacy system to a new platform with documented validation results.

o Integrating dispatching or scheduling software with at least two external enterprise systems such as HR management systems, payroll systems, and authentication directories o Implementing configurable business rule engines that enforce labor agreement provisions, seniority calculations, and regulatory compliance requirements without hard-coded rules.

o Delivering a production system that manages scheduling across multiple locations, employee classifications, and shift patterns while tracking certifications, qualifications, and training requirements.

o Providing ongoing system maintenance and support for at least two years post-implementation for a comparable production system.

o Experience specifically in maritime crew management, union workforce environments subject to collective bargaining agreements, or U.S. Coast Guard regulatory compliance.

These minimum prior experience requirements will be demonstrated by submission of resumes and Attachment #13 Demonstration of Required Minimum Prior Experience with their proposal.

An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

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PROCUREMENT OFFICER: Chris Hunt

PHONE 907-465-8448

EMAIL ADDRESS: chris.hunt@alaska.gov

SEC. 1.07 RETURN INSTRUCTIONS

Offerors may submit proposals either by hard copy or electronically by email. Offerors submitting electronically are not required to submit a hard copy. Offerors must submit one hard copy or electronic copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Department of Transportation & Public Facilities Alaska Marine Highway System (AMHS)

Attention: Chris Hunt Request for Proposal (RFP) Number: 2527H098

RFP Title: ATLAS Replacement Project

If using U.S. mail, please use the following address:

PO Box 112500 3132 Channel Drive, Room 350

Juneau, Alaska 99811-2500

If using a delivery service, please use the following address:

Department of Transportation & Public Facilities Attention: Chris Hunt

3132 Channel Drive, Room 350 Juneau, Alaska 99801

An offeror’s failure to submit its proposal prior to the deadline will cause the proposal to be disqualified.

Late proposals or amendments will not be opened or accepted for evaluation.

Please take into consideration that due to weather, scheduling, and location there is no overnight delivery service to Juneau, Alaska.

Electronic Proposal Submission:

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to dotstatewideprocurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 15mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in mailto:chris.hunt@alaska.gov mailto:dotstatewideprocurement@alaska.gov

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Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at (907) 465-8447 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

Faxed or oral proposals will not be accepted.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

ACTIVITY TIME DATE

Issue Date / RFP Released August 21, 2026 Deadline for Receipt of Proposals / Proposal Due Date 2:00 PM September 11, 2026 Proposal Evaluations Complete September 18, 2026 Notice of Intent to Award September 18, 2026 Contract Issued September 29, 2026

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This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Department of Transportation & Public Facilities (DOT&PF), or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

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SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Alaska Marine Highway System (AMHS), operated by the Department of Transportation and Public Facilities (DOT&PF), provides essential public transportation to coastal communities throughout Southeast and Southcentral Alaska. AMHS operates a fleet of passenger and vehicle ferries crewed by approximately 510 mariners organized across three departments: Deck (navigation), Engineering (propulsion and machinery), and Passenger Services (pursers and stewards).

AMHS is seeking to replace its current crew dispatch management system, Atlas, with a modern, cloud-based Dispatch Management System (DMS). This procurement follows a six-week structured requirements-gathering engagement conducted between May and July 2025. The resulting AMHS Dispatch Management System (DMS) Concept of Operations (ConOps) Attachment #14 and System Requirements (Submittal Form H) to this RFP, define the operational environment, identified deficiencies, and 165 discrete prioritized requirements that the replacement system must address.

SEC. 2.02 WORKFORCE AND BARGAINING UNIT STRUCTURE

AMHS crew members belong to one of three maritime bargaining units, each governed by a distinct collective bargaining agreement with unique scheduling patterns, seniority calculations, leave entitlements, and dispatch protocols:

Union Size Key Scheduling Characteristics

IBU

(Inlandboatmen’s Union)

~380 Biweekly scheduling cycle; complex seniority-based vacancy filling using the Riff bumping process (Job Points → Admin Award Date → Department Points → Company Points → Hire Date); Dispatch Selection Forms (DSFs) for vessel and position opt-outs; digital leave approval workflow required.

MEBA (Marine Engineers’ Beneficial Association)

~60 Quarterly scroll scheduling (4-month horizon); unique ability to hire temporary engineers directly from the MEBA Hall with AMHS-paid travel; seniority accrued every 9 months;

Personnel Action Request Forms (PARFs) generated when a bid is worked; PCN updated after PARF approval.

MMP (Masters, Mates & Pilots)

~70 Quarterly scroll scheduling (4-month horizon); pilotage requirements (day vs. unlimited, geographic inclusion/exclusion areas) are critical constraints in every scheduling decision; holdover assignments tracked separately;

vessel status directly affects staffing.

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Each union agreement contains distinct rules governing seniority calculations, bidding processes, leave entitlements, and dispatch protocols. The replacement system must implement a configurable business rules engine that allows authorized AK DOT&PF personnel to update union-specific rules as agreements change without requiring code modifications.

SEC. 2.03 CURRENT SYSTEM: ATLAS

Atlas is the existing dispatch management system deployed by AMHS. Originally designed primarily around IBU dispatch workflows, Atlas has been adapted over the years but is widely regarded by staff across all functional areas as inadequate for current operational needs. Requirements gathering identified the following critical deficiencies:

Deficiency Description

Performance & Speed

Atlas operations frequently require 30–60 seconds per action. This constant latency degrades dispatcher efficiency during time-critical vacancy filling.

Data Currency A 2–4 week lag exists between actual crew assignments and what Atlas reflects, because Atlas is populated from IRIS payroll data processed biweekly. No Atlas screen reliably shows who is actually on a vessel.

Dispatchers, payroll, shoreside travel, and passenger services supervisors all maintain parallel shadow systems to compensate.

No Real-Time Integration

Atlas has a one-way relationship with IRIS with no integration to Marinals (training LMS), Applicant Stack (HR onboarding), or the Corporate Travel Management (CTM) system. Each functional area must manually re-enter data across systems.

No Employee Self- Service

Despite original design intent, crew members cannot view their qualifications, check schedules, set availability, or submit documentation through Atlas, creating high administrative burden on dispatch staff.

No Communication or Audit Logging

Atlas has no built-in call logging or communication tracking.

Dispatchers make dozens of calls per day during vacancy filling with no system record of contact attempts. Required union notifications for personnel transactions are not sent consistently, creating significant union grievance risk.

Data Loss & Unreliable Saves

Vessel Crew Documentation staff must exit and re-enter Atlas after every document entry to verify the save was successful, as Atlas is

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Deficiency Description known to silently discard entries. This effectively doubles data entry time.

No Batch Operations

All credential entries and course completions must be processed one employee at a time, requiring 20 separate sequential operations to enter the same course completion for 20 employees.

No Leave Management Workflow

Vacation approval is a paper form manually entered into Atlas. Leave status in Atlas is unreliable due to data lag. Leave timesheets must be manually coded by payroll for every missed assignment.

Usability Atlas requires significant institutional knowledge to operate. Fixed window sizes, small fonts, and no context-sharing across tabs create a steep learning curve. Staff have identified drag-and-drop crew replacement, an internal phone roster, and timestamped field-level change notes as needed capabilities.

Because Atlas cannot meet operational needs, staff across all functional areas maintain extensive parallel workarounds in Excel spreadsheets, paper forms, and personal notebooks. These workarounds are operationally unsustainable and represent significant risk to data integrity, union compliance, and Coast Guard credential tracking.

SEC. 2.04 SCOPE OF THE REPLACEMENT SYSTEM

The replacement DMS must support crew scheduling and dispatch for all three bargaining units, payroll timesheet generation, credentialing and qualification tracking for Coast Guard compliance, seatime letter production, shoreside travel coordination, training records, and employee self-service. The solution must integrate with existing DOT&PF enterprise systems including the IRIS payroll system, Marinals training LMS, Applicant Stack onboarding system, and the State of Alaska identity provider. It must be delivered as a cloud-hosted, vendor-maintained SaaS platform accessible via standard state-approved web browsers without VPN or remote desktop requirements.

Contractors should anticipate the need for a highly configurable business rules engine that allows authorized DOT&PF personnel to modify union-specific scheduling rules, seniority calculations, and pay codes as collective bargaining agreements change, without requiring modifications. Full functional, integration, performance, and security requirements are defined in the attached AMHS Dispatch Management System (DMS) Concept of Operations (ConOps) Attachment #14 and System Requirements (Submittal Form H).

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK AND DELIVERABLES

The contractor shall provide a comprehensive, turn-key solution to replace the existing Atlas dispatching system with a fully functional, web-accessible Dispatch Management System (DMS) that meets all requirements specified in this RFP and the attached System Requirements (Submittal Form H).

SCOPE OF WORK:

System Configuration and Implementation

The contractor shall deliver a vendor-hosted, cloud-based SaaS or COTS DMS accessible via web browsers, including complete system configuration and implementation customizations to meet AMHS operational requirements. The solution must:

• Implement union-specific scheduling logic for IBU biweekly crew list generation, MEBA and MMP quarterly scroll scheduling, and the Riff seniority bumping calculation with automated verification.

• Enforce Coast Guard credential requirements including pilotage endorsements by geographic area and type for MMP as hard constraints in the scheduling workflow.

• Support automated PARF generation and PCN updates for MEBA employees, including the MEBA Hall notification and provisional temp record workflow.

• Provide a configurable business rules engine that allows authorized AK DOT&PF personnel to modify union-specific rules, pay codes, and scheduling parameters as collective bargaining agreements change, without requiring code changes.

• Deliver real-time crew list management that eliminates the current 2–4 week data lag and removes the need for parallel shadow systems across dispatch, payroll, shoreside travel, and passenger services.

Data Migration

The contractor shall migrate all relevant historical data from the current Atlas system, including employee records, seatime history, credentialing data, crewing history, and seniority data from 2019 to current date.

The migration plan must account for known Atlas data quality issues, including pre-2000 seatime data reliability concerns and incomplete MEBA temporary employee records.

System Integration

The contractor shall integrate the new DMS with existing AK DOT&PF enterprise systems as specified in Submittal Form H, including:

• IRIS payroll system (XML/FTP interface per DOA specification): bidirectional sync for employee master data and timesheet export.

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• Marinals training LMS: near-real-time course completion synchronization with maximum 24-hour lag.

• Applicant Stack (HR/onboarding): new hire data ingest without manual re-entry.

• Active Directory / State of Alaska identity provider: SSO authentication.

• Corporate Travel Management (CTM) system: CTM-compatible travel record generation and employee self-service travel request intake.

The contractor shall define and document the integration architecture, including responsibility boundaries (vendor vs. DOT&PF) for building, maintaining, and monitoring each integration point. All integrations must include error handling, retry logic, and failure notification. The contractor must provide an integration health monitoring dashboard accessible to DOT&PF IT staff.

Hosting, Security, and Availability

The contractor shall provide secure, reliable cloud hosting from geographically separated data centers located within the continental United States. All state data at rest and in transit must remain within the continental United States. The contractor must disclose the specific cloud region(s) and all third-party subprocessors involved in hosting, processing, or accessing state data.

The contractor must maintain a minimum system availability of 99.9% measured monthly, with defined financial remedies for SLA breaches. The contractor must maintain a Recovery Time Objective (RTO) of 4 hours or less and a Recovery Point Objective (RPO) of 1 hour or less. The contractor must define scheduled maintenance windows and provide a minimum of 72 hours advance notice before any planned downtime.

The contractor must provide a documented security plan compliant with Alaska OIT information security policies and HIPAA requirements, including breach response procedures and a security incident notification timeline of 72 hours or less from discovery. The contractor must hold and maintain a current SOC 2 Type II certification (or FedRAMP authorization at Moderate impact level or higher).

The contractor must support single sign-on (SSO) via SAML 2.0 or OpenID Connect with the State of Alaska identity provider, multi-factor authentication, and automated user provisioning/deprovisioning via SCIM 2.0 or equivalent.

Training

The contractor shall provide comprehensive training for four user groups:

• Employees (vessel and terminal crews): self-service portal functions including schedule viewing, credential review, availability submission, document upload, training enrollment, and seatime letter requests.

• Dispatchers (IBU, MEBA, MMP administrative teams): vacancy filling workflows, crew list management, leave approval, call logging, and union-specific scheduling tools.

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• Management (crew supervisors, port stewards, program leaders): bid application review, crew list access, credential compliance reporting, and workforce oversight functions.

• Administrators (system configuration personnel): business rules configuration, integration management, user access control, and system administration.

The contractor shall provide Train-the-Trainer sessions for each user group and maintain access to a training environment for ongoing AK DOT&PF use. Live instructor-led training sessions for both administrative staff and vessel crew end users are required prior to go-live, given the deeply embedded paper and Excel workarounds currently in use across all functional areas.

Ongoing Support and Maintenance

The contractor shall provide ongoing technical support, regular system maintenance, security patches, and feature updates throughout the contract period. Support services must include established service level agreements, help desk capabilities, and documented change management procedures for updates and enhancements

DELIVERABLES:

The contractor will provide the following deliverables throughout the project lifecycle:

Deliverable One: Project Initiation and Kickoff

• Project kickoff meeting agenda and meeting minutes within 5 business days of the meeting.

• Comprehensive implementation plan detailing approach for requirements delivery, key deliverables with timeframes and milestones, acceptance criteria for each phase, and required DOT&PF project team involvement.

Deliverable Two: Project Management and Planning

• Resource-loaded project schedule with regular updates throughout the project lifecycle.

• Documentation of DOT&PF resources needed to support each project phase and milestone, including roles, responsibilities, and time commitments.

• Implementation of Agile or iterative delivery methodology with collaborative development cycles.

• Risk register and issue tracking system with regular reporting to DOT&PF.

• Project status reports at proposed frequency documenting progress, milestones achieved, upcoming activities, issues requiring attention, and risk mitigation updates.

Deliverable Three: System Design and Architecture

• Requirements traceability documentation demonstrating how each requirement specified in Submittal Form H is met, with associated validation procedures.

• Comprehensive technical system documentation including architecture information, database design, security implementation details, and configuration documentation.

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• Role-based security system implementation providing appropriate access for distinct user groups compliant with DOT&PF standards.

• Complete API documentation and integration specifications for each integration point including data formats, protocols, authentication requirements, error handling, and communication specifications.

• Configuration management documentation including configuration control, version control, change management procedures, and baseline documentation processes.

• Documentation of the configurable business rules engine, demonstrating how authorized DOT&PF personnel can modify union-specific rules without code changes

• Identity and access management architecture documentation including SSO federation protocol (SAML 2.0 or OIDC), SCIM 2.0 provisioning configuration, multi-factor authentication implementation, and session management controls.

• Data sovereignty and multi-tenancy documentation including hosting region(s), subprocessor inventory, tenant isolation architecture, and encryption implementation (algorithms, key management).

Deliverable Four: Testing Strategy and Environment Setup

• Comprehensive testing plan documenting testing strategy, test phases and schedules, issue remediation procedures and timelines, and test acceptance criteria

• Test cases and test scripts with complete documentation of test procedures, expected results, and test execution results.

• Fully configured test environment with appropriate data for DOT&PF validation and ongoing testing needs.

• Multiple software environments (development, testing, training, production) with appropriate isolation and access provisions for DOT&PF.

Deliverable Five: Data Migration Planning and Execution

• Comprehensive data migration plan documenting approach, specifications, processes, and tools for migrating all ATLAS data from 2019 to current date.

• Data quality assessment report identifying data cleansing requirements, duplicate records, incomplete data, anomalies, and recommendations for data remediation, with particular attention to known Atlas data quality issues (pre-2000 seatime data, incomplete MEBA temporary employee records).

• Data migration dry run(s) with complete documentation of results analysis, issue identification, performance metrics, and lessons learned with process refinements.

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• Complete production data migration with full import and validation of all legacy data ensuring integrity and completeness.

• Detailed migration documentation including crosswalk mapping from legacy ATLAS system to new DMS and validation results.

Deliverable Six: System Implementation and Deployment

• Configured and deployed cloud-based production environment with operational capability and disaster recovery infrastructure.

• Implemented software licensing model with documented procedures for license management and renewal.

• Completed integrations with all specified DOT&PF enterprise systems.

• Implemented and validated performance capabilities demonstrating that all common operations complete within 3–5 seconds, with documentation of achieved availability, response times, and monitoring tool deployment.

• Production deployment documentation including pre-deployment checklists, deployment procedures, rollback procedures, and post-deployment verification results.

• Capacity planning and scalability documentation describing implemented approach for handling future growth.

• Vendor security plan documenting breach response procedures in a format suitable for Alaska OIT review and record.

• Current SOC 2 Type II audit report (or FedRAMP authorization at Moderate impact level or higher) provided to DOT&PF prior to production deployment.

• Documentation of data residency implementation confirming all state data at rest and in transit remains within the continental United States, including cloud region identification and subprocessor disclosure.

Deliverable Seven: Training and Documentation

• Comprehensive live instructor-led training for all four user groups: Employees (vessel and terminal crews), Dispatchers (IBU, MEBA, MMP administrative teams), Management (crew supervisors and program leaders), and Administrators (system configuration personnel).

• Train-the-Trainer sessions for each user group with ongoing training environment access provided to DOT&PF.

• Technical training for DOT&PF IT staff covering system administration, monitoring, and technical support responsibilities.

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• Complete system documentation including an Operational Manual and Training Manual (or equivalent) covering technical specifications, user guides incorporating DOT&PF business processes, and administrative procedures for each user group.

• User interface documentation and online help features.

• Training completion reports documenting attendance, participant outcomes, and any identified gaps or additional training needs.

Deliverable Eight: System Testing and Validation

• Comprehensive system testing results including integration, security, and performance testing with complete documentation.

• Support for DOT&PF User Acceptance Testing including environment provision, test execution support, and issue remediation.

• Defect tracking reports documenting all issues identified during testing, severity classifications, resolution status, and estimated resolution timelines.

• Complete go-live readiness documentation demonstrating that all criteria have been met for production deployment.

Deliverable Nine: Ongoing Support and Maintenance

• Comprehensive support and maintenance plan including corrective maintenance, adaptive maintenance, and timely software updates and enhancements.

• Technical support services with established service level agreements, help desk capabilities, and reporting tools.

• Backup and disaster recovery procedures with documented recovery objectives, geographic separation, and restoration procedures.

• Documented approach for maintaining system availability during outages, including offline capabilities and data synchronization procedures.

• System health reports at proposed frequency documenting performance metrics, incident analysis, usage statistics, security events, and optimization recommendations.

• Change management procedures for system updates, patches, and enhancements with documented approval workflows, testing requirements, and change log maintenance.

• Defined scheduled maintenance windows with minimum 72-hour advance notification and accommodation of AMHS 24/7 operations across Alaska time zones.

• Publicly accessible (or DOT&PF-accessible) real-time system status page showing current operational status and historical uptime.

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• Post-incident root cause analysis within 5 business days of any unplanned outage exceeding 30 minutes.

• Advance notification of at least 30 calendar days before any release that modifies user interface workflows or integration interfaces, with pre-production environment access for DOT&PF validation.

• Annual third-party penetration testing with summary of findings and remediation status provided to DOT&PF within 30 days.

Deliverable Ten: Data Ownership, Portability, and Contract Exit

• Explicit contractual confirmation that all data entered into, generated by, or derived from the system is and remains the property of the State of Alaska.

• Ongoing bulk data export capability in standard, machine-readable formats (CSV, JSON, or SQL dump) available to DOT&PF throughout the contract period without vendor involvement.

• Complete data export in standard formats within 30 calendar days of contract termination, and certified destruction of all state data (including backups and disaster recovery copies) within 90 calendar days of termination.

• Transition assistance plan for a minimum of 90 calendar days following contract termination, including data migration support, documentation, and technical cooperation with a successor vendor or DOT&PF IT. Transition assistance rates defined in the contract.

• Source code escrow or state approved equivalent SaaS continuity plan that ensures the State of Alaska can maintain system operations if the contractor ceases business operations or becomes unable to fulfill contract obligations.

Deliverable Eleven: Project Closure and Final System Acceptance

• Documentation demonstrating proposed duration of stable production operations meeting all performance expectations and operational requirements.

• Complete final system documentation including technical specifications, administrative procedures, user guides, and current configuration details.

• Resolution of outstanding system issues with complete documentation of issue status and remediation.

• Final knowledge transfer activities including system administration transition, maintenance procedure documentation, and staff readiness confirmation.

• Lessons learned report documenting project successes, challenges, recommendations, and best practices.

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SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, approximately September 29, 2026, through August 31, 2027. This contract includes four (4) one (1) year renewal options available under this contract to be exercised solely by the state.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 CONTRACT TYPE

This contract is a firm fixed price contract.

SEC. 3.04 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice has been approved by the project director.

SEC. 3.05 PROMPT PAYMENT FOR STATE PURCHASES

The state is eligible to receive a 5% discount for all invoices paid within 15 business days from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. The discount shall be taken on the full invoice amount. The state shall consider payment being made as either the date a printed warrant is issued or the date an electronic funds transfer (EFT) is initiated.

SEC. 3.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Transportation and Public Facilities (DOT&PF) or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

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SEC. 3.07 LOCATION OF WORK

The location(s) the work is to be performed, completed, and managed is the contractor’s place of business.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.08 THIRD-PARTY SERVICE PROVIDERS

The contractor must provide, on an annual basis, a Type 2 Statement on Standards for Attestation Engagements (SSAE) SOC 1, SOC 2, OR SOC 3 report(s). Failure to provide these reports may be treated as a material breach and may be a basis for a finding of default.

SEC. 3.09 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must complete the Submittal Form identified in Section 4.02 of this RFP.

An offeror's failure to provide this information with their proposal may cause the state to consider their proposal non-responsive and reject it.

Subcontractor experience shall be considered in determining whether the offeror meets the requirements set forth in SECTION. 1.04 PRIOR EXPERIENCE.

If a proposal with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request:

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

• percentage of work the subcontractor will be providing;

• evidence that the subcontractor holds a valid Alaska business license;

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If a subcontractor on the list will be performing work within Alaska, and did not have a valid Alaska business license at the close of the RFP, the Offeror may not use the subcontractor in the performance of the contract and shall replace the subcontractor with a subcontractor who had a valid Alaska business license at the close of the RFP.

• a written statement, signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract.

An offeror's failure to provide this information, within the time set, will cause the state to consider their proposal non-responsive and reject it. The substitution of one subcontractor for another that has already been approved may be made only at the discretion and prior written approval of the project director.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 3.10 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.12 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

SEC. 3.13 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director and the procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

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SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Transportation & Public Facilities (DOT&PF) or the Commissioner's designee.

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract.

Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

Additional information that the contractor shall hold as confidential during the performance of services under this contract include:

Health Insurance Portability and Accountability Act of 1996 (HIPPA)

Personally Identifiable Information (PII)

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request.

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If the contractor receives no objection from the state, it may release the confidential information within 30 days.