RFP 252F-24 Bridge Management System.pdf

7.1.1

MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

REQUEST FOR PROPOSALS (RFP)

RFP#: 252F-24

COMMBUYS #BD 24-1206-40000-40000-111953

BRIDGE MANAGEMENT SYSTEM

Date Issued: January 31, 2025

RFP: 252F-24 - 1 - COMMBUYS #: BD- 24-1206-40000-40000-111953

Project Name: Bridge Management System Revision: 12/19/2023

Contents

1 INTRODUCTION

1.1 Elements of this RFP

2 SCOPE OF WORK

2.3. Current Reporting Process

2.3.1. Current Inspection and Reporting Processes for MBTA Bridge and Structural Assets

2.4. Users and Use

2.5. System Capabilities

2.6. Functional & Technical Requirements

2.7. Key Requirements for MBTA Procurement

3. BIDDERS INSTRUCTIONS AND PROCUREMENT PROCESS

3.1. Procurement Method

3.2. RFP Calendar and Delivery Instructions

3.3. Pre-Bid Conference

3.4. Dissemination of Confidential Information

3.5. Examination of RFP

3.6. Rules of Contact

3.7. Clarifications of Specifications, Questions and Answers

3.8. RFP Addendum

3.9. Due Date

3.10. Virtual Public Bid Opening

3.11. MBTA Standard Contract and Terms & Conditions

3.12. Confidentiality / Public Information Act Disclosure Requests

3.13. Business Conduct

3.14. Collusion

3.15. Prices

3.16. Acceptance Period

3.17. Eligible Entities

3.18. Pre-Contractual Expenses

3.19. Tax Exemption

3.20. Insurance

4. SUBMISSION OF RESPONSE

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4.1. Response Submissions

4.2. Power of Attorney

4.3. Acceptance of Response

4.4. Incomplete Response

5. MBTA Policies

5.1. Small, Minority, Women, and Other Disadvantaged Businesses

6. SELECTION PROCESS AND EVALUATION

6.1. Response Opening and Confidentiality

6.2. Responsiveness Review and Basis of Award

6.3. Evaluation and Notification

6.4. Pass/Fail Evaluation

6.5. Technical Response and Supplier Diversity Evaluation Criteria

6.6. Price Response Evaluation

6.7. Basis of Award: Best – Value Proposal

6.8. Successful Bidder

6.9. MBTA Reserved

6.10. Appeal / Protest Procedures

7. CONTRACT STRUCTURE

Enclosure 1 – Bid Cover Letter

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Technical Response

Form C: Pricing Response

Form D: DBE Letter of Intent

Form E: Schedule of Participation by Disadvantaged Business Enterprises

Form H: BUY AMERICA Certification Form

Form I: Affidavit of Subcontractor Payment

Form J: Certification Regarding Lobbying

8. MBTA STANDARD CONTRACT AND TERMS AND CONDITIONS INSTRUCTIONS FOR VENDORS

8.1. MBTA Standard Contract Instructions (Section 8.0)

8.2. MBTA Standard Terms & Conditions Instructions (Section 8.1)

9. Massachusetts Bay Transportation Authority Standard Contract

9.1. Standard Terms and Conditions

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Attn: Bidder/s

Request for Proposals (RFP) # Bridge Management System

RFP Description: 252F-24

Dear Prospective Bidder:

The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”), a corporate and a political subdivision of the Commonwealth of Massachusetts, existing pursuit to Mass. Gen. Laws, ch 161A (as amended) invites Bidders to participate in the competitive bid 252F-24. The Scope of Work is outlined below in Section 2, and it entails the procurement of a Bridge Management System (BMS) to support

MBTA’s management of its bridges, culverts, tunnels and retaining wall assets. The MBTA may at its own discretion award contract(s) to one or multiple Bidders. All formal communication with the MBTA during the bidding period shall be only through the MBTA’s designated point of contact.

The MBTA’s designated point of contact for this solicitation will be:

Terunii Senevirratne

Massachusetts Bay Transportation Authority

10 Park Plaza, Room 4260, Boston, MA 02116.

Email: tsenevirratne@mbta.com

The RFP shall be launched through COMMBUYS and proposals must be submitted electronically no later than 3/21/2025 2:00 PM, in full compliance with this RFP including but not limited to Section 3, Bidders

Instructions and Procurement Process. This RFP shall remain in force until the execution of the Contract, or until modified or cancelled by the MBTA.

Respectfully, Terunii Senevirratne

Massachusetts Bay Transportation Authority

RFP # 252F-24

COMMBUYS Bid # BD- 24-1206-40000-40000-111953

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1 INTRODUCTION

The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”) is responsible for 650+ light and heavy rail, highway and pedestrian bridges, 1200+ culverts, 42 track miles of transit and highway tunnels, approx. 43,000 feet of retaining walls and 2 dam structures. These assets are distributed across the geographical reach of MBTA services, and modes of travel. The Bridge & Tunnel Inspection Program aligns with the Federal Railroad Administration (FRA), Federal Highway Administration (FHWA) and

Federal Transit Agency (FTA) guidelines to ensure the safety and state of good repair (SGR) for all systemwide bridge and tunnel assets.

The MBTA is seeking a software solution to support compliance with applicable regulations and enable efficient management of bridges, tunnels, culverts, retaining walls and dam assets. The system should include capabilities for:

• Inventory management

• Inspection and load rating planning and implementation

• Report generation and storage

• Trend and historical data analysis

• Maintenance, repair and replacement optimization

• Management dashboard reporting

Additionally, the system should feature a simplified user interface and support both portal-based and mobile

(field) data entry. The system should also have full GIS capabilities including support geospatial data, 2D/3D graphical interface and video graphics.

The expected term of the agreement is five (5) years, with up to ten (10) one-year option periods.

Bidders must provide firm, fixed pricing for the initial term and a maximum annual cost escalator for the option periods. The MBTA will only consider solutions with annual payments.

1.1 Elements of this RFP

The RFP is comprised of the following documents:

• Enclosure 1: Bid Cover Letter

• Form A: Pre-Award Bidder Evaluation Data Form

• Form B: Bidder Technical Response

• Form C: Bidder’s Price Response

• Form D: DBE Letter of Intent

• Form E: Schedule of Participation by DBE

• Form H: BUY AMERICA Certification Form

• Form I: Affidavit of Subcontract Payments

• Form J: Certification regarding Lobbying

Attachments

• Attachment A: Form B – Technical Response

• Attachment B: Form C – Bidder’s Price Response

• Attachment C: MBTA Accessibility Requirements

• Attachment D: Minimum Insurance Requirement

• Attachment E: Cloud Computing Terms

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2 SCOPE OF WORK

2.1. Overview

The Bridge Management System (BMS) will provide a rational and systematic approach to planning, designing, constructing, maintaining, rehabilitating, and replacing bridges vital to the transportation infrastructure.

The BMS will assist decision-makers in selecting cost-effective solutions to achieve desired levels of service within the allocated funds and in identifying future funding requirements.

Expected Benefits of the Bridge Management System:

• Simplified bridge condition reporting, inspection scheduling, report handling and storage, and statutory reporting.

• Improved organized knowledge of the condition of bridges in the network.

• Structured comparisons of bridge conditions across the network.

• Prioritized or optimized lists of bridges needing Maintenance, Rehabilitation, and

Replacement (MR&R) actions.

• Life-cycle cost estimates associated with projected MR&R activities.

• Mechanisms to utilize historical data for decision making.

• Projections of bridge performance based on deterioration models.

• Data to quantify the effectiveness of MR&R strategies.

• Better scheduling of minor bridge maintenance activities.

• More rational programing of limited funds.

2.2 Background Information

2.2.1. MBTA Structures Inspections and Maintenance Practices

The MBTA oversees a substantial inventory of critical infrastructure, including:

• Approximately 650 bridges

• 1,200 culverts

• 42 track miles of tunnels

• 43,000 feet of retaining walls

• 2 dams

To ensure public safety, consultant-led inspections are conducted on bridges every two years.

These are supplemented by annual cursory inspections performed by Keolis for commuter rail structures and Transit Facilities Management for transit-side structures.

Additionally, structures classified as special members are inspected more frequently to address specific safety or operational needs.

Inspection schedules are rigorously maintained and monitored to ensure compliance with service agreements and regulatory requirements set by federal and state agencies.

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2.2.2. MBTA Bridge Load Rating Process and Software Requirements

MBTA bridge structures are load-rated on a 10-year cycle to ensure they have the capacity to safely support revenue vehicles. These load ratings are conducted exclusively by MBTA consultants and include assessments for revenue, work, and statutory load-rating vehicles.

The proposed software solution must have the capability to:

• Store and manage load rating data.

• Maintain a comprehensive library of revenue, work, and statutory load-rating vehicle information.

This functionality is critical for streamlining data management and ensuring compliance with capacity and safety requirements.

2.2.3. MBTA Tunnel, Culvert, and Retaining Wall Inspection Programs

The MBTA has recently implemented a new program to establish a baseline, all-item inspection of its tunnels. This will be followed by regular inspections conducted on a two- or four-year cycle, depending on the condition of each tunnel. All tunnel inspections are carried out in compliance with the National Tunnel

Inspection Standards (NTIS) as specified in 23 CFR 650E.

In addition, a new program has been launched for the inspection of culverts and retaining walls. The program's initial phase focuses on creating a comprehensive inventory of each asset type. This will be followed by a risk-based inspection cycle, with the frequency and scope of inspections determined by the condition and criticality of these assets.

2.3. Current Reporting Process

2.3.1. Current Inspection and Reporting Processes for MBTA Bridge and Structural Assets

The current bridge inspection process is labor-intensive and relies on a mix of manual and digital tools:

1. Preparation and Data Review:

o Inspectors and team leaders (consultants and in-house) review paper copies of previous inspection reports.

o Inspections involve creating pen-and-paper sketches, tables, and capturing photographs for later use.

2. Inspection Initiation:

o Inspection files are opened in the MassDOT 4D system, which serves as the repository for the MBTA’s bridge inventory and elements inspection data.

3. Report Development:

o Reports are compiled using desktop software (e.g., MS Word) to integrate collected data, sketches, tables, and photographs.

o Draft reports for consultant-led inspections are submitted via the SharePoint site or the MBTA Enterprise document system (E-builder) for review and approval.

4. Final Report Submission:

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o Final reports are:

▪ Printed and wet-signed.

▪ Submitted digitally for storage in the MBTA’s electronic archive.

▪ Delivered as a physical copy (on a CD or flash drive) for storage in the

Bridge & Structures file cabinets.

5. Data Entry and Reporting:

o All inventory and element data must be manually entered into the 4D system.

o For highway bridges, the 4D data is used by MassDOT to comply with Federal

Highway Administration (FHWA) reporting requirements.

o Transit and commuter rail bridges do not require FHWA reporting.

2.3.2. Integration with MassDOT 4D System and Automation Objectives

As described above, MassDOT 4D will continue to serve as the system of record for inventory and condition data. The system comprises the Federally Mandated National Bridge Inventory and National

Bridge Element data sets, which are maintained for qualifying bridges and submitted annually to the

Federal Highway Administration (FHWA).

This procurement is expected to automate the production, approval, and storage of inspection reports, as well as automate the interface between the proposed solution and the 4D system to ensure seamless data transfer and reporting.

2.3.3. Transition from Manual Excel-Based System to Automated Bridge Informatics

Solution

The MBTA currently maintains bridge inventory, condition and load rating data in an MS Excel based master Spreadsheet. This spreadsheet is manually updated whenever new inspection and load rating reports are received from consultants. This document serves as the single source of truth for MBTA bridge informatics.

This procurement aims to replace the manual system and automate the storage and retrieval of bridge inspection data. At a minimum, the selected solution should be capable of accommodating all the data currently stored in the MBTA Excel Master Spreadsheet.

2.3.4. Integration with Trapeze Enterprise Asset Management System

The MBTA uses the Trapeze Enterprise Asset Management System to maintain an inventory of all assets and facilitate the creation of work orders for maintenance and repair programs. Currently, the

Bridge & Structures team manually provides bridge data and reports to the Asset Management team on an as-needed basis.

This procurement aims to automate the process of uploading inspection data to Trapeze and establish two-way communication between the Bridge Management System and Trapeze to streamline data sharing and improve operational efficiency.

2.3.5. Automation of Inspection Scheduling and Tracking Processes

The scheduling and tracking of structure inspections are predominantly manual, involving:

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1. Scheduling Inspections:

o Bridge & Structures staff manually identify structures due for inspection using

Excel-based spreadsheets and scheduling records.

o Inspections are assigned to consultants through existing task order-based General

Engineering Contracts.

2. Tracking Progress:

o Inspection report development, review, and finalization are monitored using user-created tracking lists.

o Completed inspections are tracked through:

▪ Monthly project reports submitted by consultants.

▪ Primavera P6 schedules included in monthly progress reports.

This procurement aims to replace the manual tracking system and automate the inspection scheduling and tracking process to improve efficiency, accuracy, and ease of use.

2.3.6. Automation Requirements for Tunnel, Culvert, and Retaining Wall Inspection

Processes

The inspection programs for tunnels, culverts, and retaining walls have been recently implemented, and formalized procedures are not yet in place. Currently, an adapted version of the processes used for bridge structures is being applied.

The proposed software solution must be capable of standardizing and automating the inspection processes for these assets to ensure efficiency and consistency across all programs.

2.4. Users and Use

2.4.1. Projected Baseline number of users

The projected baseline number of users are as follows:

• MBTA: 50

• Non-MBTA External Consultants: 50 people

The proposed solution should include provisions to scale the system and accommodate an increasing number of users beyond the baseline.

2.4.2. Role-Based Access and Administrative Controls

The service provider will develop and implement role-based access as part of the solution, which includes one or more distinct roles for administrative access.

The administrator(s) role will have the ability to modify application account access privileges and application configurations. Administrators will serve as the gatekeepers of the system, holding all user-side privileges.

2.4.1. User Roles

User will be assigned role-based responsibilities, which include but not limited to:

• MBTA and Non-MBTA Inspectors, RFP: 252F-24 - 9 - COMMBUYS #: BD- 24-1206-40000-40000-111953

• Senior Inspector

• Bridge Inspection Managers

• Quality Assurance Managers

• Maintenance Coordinators

• MBTA Inspection/Reviewers

• MBTA Leadership.

Specific tasks for each role include:

• Consultant Lead Inspector/Inspectors/Reviewers o Recall past structure reports.

o Create new reports.

o Review a submitted report o Forward inspection notes to Senior Inspector, Bridge Inspection Manager, or Quality

Assurance Manager

• TFM Lead Inspector/TFM Bridge Manager & Superintendent o Perform all functions of an Inspector.

o Receive inspector inputs, notes, graphic drawings, and photos.

o Submit field reports to file or directly to the Bridge Inspection Manager, Quality

Assurance Manager, Maintenance Coordinator, and Office Leadership.

• Quality Assurance Manager o Receive submitted reports.

o Provide comments on received reports.

o Forward reports to any combination of identified roles.

• Viewer(s) o Receive reports and/or other documents produced by the solution as individual files or as an attachment to a work request.

o Access the solution and view read-only data.

• MBTA Leadership o Ability to log-in and complete tasks in any of the above roles of Inspectors, Senior

Inspectors, Quality Assurance Managers, or Maintenance Coordinators.

o The ability to edit reports.

o The ability to annotate reports or provide comments regarding reports.

2.5. System Capabilities

The MBTA seeks a Bridge Management System that can provide the capabilities listed below:

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2.5.1. Database Module

The Database capabilities should include the following parameters:

• Inventory list, including all bridge attributes – approximately 650 bridges

• Geospatial data

• SI&A data

• Condition data

• Load Rating data

• Inspection Reports

• Inspection & Load Rating frequency reports

• Inspection & Load Rating Scheduling

• Special Elements o Fracture Critical o Underwater/Scour Inspection o Special Member Inspection

• Load Posting data

• Inspection and inventory data transferability across other platforms: MassDOT 4D, MBTA

Trapeze Enterprise System, e-Builder, others

• Meet reporting requirements for NBIS, FRA & FTA

• Consistent with AASHTO, AREMA, MBTA Standards and guidebooks

• Capable of supporting load rating data (with all vehicle load types)

• Capable of supporting implementation of the new (2022) NBIS and SNBI regulations

2.5.2. Network Level Major Maintenance, Rehabilitation, and Replacement (MR&R)

This includes the analyses to make more effective programming and budgeting decisions.

• Ranking o Based on Condition & Load Rating Data o Based on network/bridge criticality (level of impact on service)

• Specific MR&R action selection

• Life-cycle costing

• Optimization

2.5.3. Maintenance Programs

Maintenance programs to include preventative maintenance as well as demand responsive maintenance.

• Maintenance constraints

• State of Good Repair constraints

• Individual Bridge Report Recommended Repairs & Cost Data

2.5.4. Historical Data Analysis

This function needs to track past and future actions and expenditures on the bridge network for generating improved models for updating the bridge management system itself.

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• Historical bridge level inspection and load rating data, including task orders

• Bridge Elemental Cost data

• Funding Profile data

2.5.5. Project Level Interface

This function needs to allow the selection of individual and appropriate actions, in maintenance, repair or replacement, for a specific bridge under consideration.

2.5.6. Reporting

Report function is expected to generate a wide variety of technical and administrative reports and summaries of bridge conditions, bridge program budgets, and bridge MR&R programs.

2.6. Functional & Technical Requirements

2.6.1. Requirements for a Modern, Automated Inspection Software Tool

MBTA needs a modern, automated inspection software tool that supports efficient inventory of assets and capture of data, streamline and automate workflows, integrate data across systems, accelerate the development of reports and analysis, support inspection and load rating planning as well as implementation of report handling and storage.

In addition, the system should be capable of performing trends and historical data analysis, maintenance, repair and replacement optimization and management dashboard reporting. The system should offer a simplified user interface and be capable of both portal and mobile (field) data entry and be capable of digitized data collection during bridge inspection.

2.6.2. Requirements for a Modern, Automated Scheduling Software Tool

The software solution is expected to provide an automated scheduling and workflow management function, with electronic notifications about due inspection to bridge inspection managers as well as consultants of MBTA and internal forces who conduct the actual inspections and produce the initial reports.

2.6.3. Configurable Workflow and Dashboard for Inspection Management

Workflow management function needs to include a configurable email notifications or other routing solutions to one or more inspectors and/or supervisors when there is a due inspection to be performed.

A configurable dashboard will be required to display/ summarize pending inspections, completed inspections, pending inspection reports, completed inspection reports and assignments; so that the inspection project managers can drill down and gain a perspective of the work to be completed, work already completed and associated comments or issues.

2.7. Key Requirements for MBTA Procurement

2.7.1. Regulatory Compliance for Asset Inspections

Software which executes scheduling functions for approximately 2000 bridges and culvert structures, approximately 42 track miles of tunnels and approximately 43, 000 feet of retaining walls and 2 dam structures. With respect to bridges and tunnels, the system should be capable of

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compliance with all relevant federal regulations and state policies relating to inspection frequency requirements and to electronically notify appropriate staff of impending inspection requirements and track the reported completion of such inspections.

2.7.2. Electronic Retrieval and Storage of Inspection Reports

The ability to recall the most recent completed inspection report electronically via the solution, while using any agency approved device (e.g., handheld, iOS, Android, Windows-based and

Apple/Mac desktop computers). It is intended that all existing inspection reports will be migrated to the system. Thereafter, completed inspection report documents will be stored in the provided solution along with the initial report for a complete history.

2.7.3. Data Collection and Automated Report Generation

The ability to collect and record inspection data on any MBTA approved device, and to automatically generate an inspection report document in a format consistent with current MBTA

Bridge Inspection Reports. Inspection report documents must incorporate photos, drawings, ROW clearance, channel information etc., as documented in written text and custom sketches.

2.7.4. Electronic Routing and Tracking of Report Approval Workflow

The ability to route newly created reports to the appropriate staff electronically for review, correction, final approval and electronic signature. This workflow must include the ability to track the progress of report development through each phase.

2.7.5. Two-Way Integration and Automated Reporting Capabilities

The capability for two-way integration with existing and software systems such as the 4D system

(and subsequent updates) and the MBTA enterprise Trapeze system.

2.7.6. Automated and On-Demand Reporting Capabilities

The ability to produce and distribute pre-defined data reports automatically, and to produce ad-hoc reports on demand.

Automated Report Generation, Storage, and Emergency Communication

The proposed system solution must eliminate report creation and storages challenges by automating the process for report generation, providing cloud storage, and scheduling and tracking.

During a typical bridge, tunnel, culvert or wall inspection, conditions may arise that need emergency attention with critical structural or safety concerns. During such times, communication is key in ensuring that appropriate forces are mobilized, and that necessary safety

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measures are deployed. The proposed solution should be capable of enabling and facilitating communication to all affected parties to ensure adequate emergency response.

2.7.7. Actionable Recommendations from Bridge Inspection Reports

The bridge final inspection and load rating reports contain recommendations that are required to be acted upon. These include but not limited to the following:

• Loading restrictions

• Speed restrictions

• Height (clearance) restrictions

• Bridge Structure approach signage issue.

Once the inspection information is added, the system should be capable of automated notifications to the relevant parties to take actions consistent with addressing identified issues.

Such automated notification should filter through approval process to ensure adequate review.

2.7.8. Special Class of Inspection for Critical Bridge Components

A special class of inspection is created when a bridge structure condition rating is rated 4 and below in the FHWA 0-9 scale for major bridge components of Deck, Superstructure and

Substructure, as well as channel scour conditions. The special member inspection provides for the monitoring of the concerned structural member and is often carried out at a specified frequency. The identified solution should be capable of scheduling workflow and monitoring associated with such structure, and be able to generate required statutory reports, if the bridge structure falls under the purview of the Federal Highway Administration (FHWA).

2.7.9. Analytical Functions for Deterioration Modeling and Solution Optimization

The proposed system should be capable of analytical functions. Using deterioration modeling and solution optimization, the system should assist decision-makers to select optimum cost-effective alternatives needed to achieve desired levels of service within the allocated funds and to identify future funding requirements. The data input to support such decision-making process should clearly be identified by the solution provider and associated supports services included in the delivery under this procurement.

2.7.10. Compliance with FHWA and FTA Regulations

The FHWA has recently published new National Bridge Inspection Standard (NBIS) under 23

CFR 650C, along with National Bridge Inventory and Specifications for National Bridge

Inventory (SNBI). The NBIS has a compliance date of October 2023. It is required that the proposed solution fully implements the requirements of NBIS and SNBI.

The Federal Transit Authority (FTA) also established the Transit Asset Management (TAM) under 49 CFR 625 and National Transit Database (NTD) under 49 CFR 630. The former regulation requires that entities funded by the FTA establishes a program for the management of its assets that support revenue services. The latter regulation requires that the conditions of those assets be reported to the FTA on an annual basis. The assets covered by this procurement includes

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bridges, tunnel, culvert and retaining walls. The proposed solution should be capable of providing the regulatory reports that are mandated by the regulations.

2.7.11. Historical Data Analysis

The proposed solution will be capable of Historical Data Analysis. The Historical Data Analysis is expected to track past and future actions and expenditures on the bridge network and for generating improved models for updating the bridge management system itself. Specific elements will include:

• Historical bridge level inspection and load rating data, including task orders and associated contracts.

• Bridge elemental cost data

• Funding cost data

2.7.12. Bridge and Tunnel Maintenance Management Capability

The proposed solution should have bridge and tunnel maintenance management capability. The system will be capable of network level Maintenance, Rehabilitation, and Replacement (MR&R) analyses. This includes analyses to make more effective programming and budgeting decisions including but not limited.

• Bridge and tunnel ranking based on condition & load rating data.

• Based on network/bridge criticality (level of impact on service)

• Life cycle costs

• Optimization based on specific constraints (e.g. funding, SGR etc.)

2.7.13. Local Level Maintenance Decision Support and Reporting Capabilities

The system will also be capable of local level, bridge level maintenance decision support for selection of individual and appropriate actions for a specific bridge under consideration.

2.7.14. Reporting and Generation of Technical and Administrative Summaries

The proposed solution should be capable of reporting and generating a wide variety of technical and administrative reports and summaries of bridge conditions, bridge program budgets, and bridge MR&R programs.

2.7.15. Integrated GIS Functionality for Geospatial Data

The proposed solution should have an integrated GIS functionality that supports geospatial data.

The full graphical display of all bridge, tunnel, culverts and retaining walls with the asset datapoint integrated with its attributes, reports and other information. The GIS should be capable of 3-dimensional viewing of the asset and be scalable.

2.7.16. Inspection Contract and Cost Data Management

The proposed solution should be capable of accepting inspection contract information and cost data. Inspection and load rating cost data are reported at individual bridge or tunnel TIN level.

The system should be capable of tracking inspection/load rating cost data with a view to create

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cost database to support future assignments. Inspection reports are also submitted with recommendations and associated cost data. The system should be capable of accepting this information and providing an aggregated report and recommendations.

2.7.17. Additional Functionality Requirements

In addition, the following specific functionality are identified:

• Configurable, automated generation of inspection schedules and past-due reports.

• Ability to assign responsibility for individual and batch inspections to MBTA and consultant users.

• Automated workflow of inspection assignments to users.

• Workflow tracking of completed and pending inspections.

• Storage and viewing of previous inspection report documents from a mobile device in the field.

• Automate the production, approval, and storage of inspection report documents

• Workflow routing and tracking for inspection report development, review, and completion.

• Provide secure digital signature capability for final inspection report approval,

• Automate the two-way data interface between the proposed solution and MassDOT environment of 4D system.

• Ability to manually generate sketches while in the field, develop and select from predefined standard sketches, and insert such sketches into automatically generated report documents.

• Ability to collect and visually represent the cross-section of any waterway and embankment along the fascia of the structure, in a format consistent with standard practice.

• Ability to collect and visually represent vertical and horizontal clearance data in a format consistent with standard practice.

• A configurable solution for documenting detailed estimates and actual final costs for bridge inspection and reporting activities associated with each bridge inspection record.

• The ability to designate certain data elements in either the proposed solution, the 4D and Trapeze to maintain primacy for that data element and, in some cases, link meta-data so that the most current data is recorded in all the systems. The proposed solution must provide for continuous and/or periodic (daily) synchronization of all data that is contained in all three databases.

• The ability to produce exception reports when data conflicts exist, and the ability to generate reports and route those reports to the appropriate manager when certain data elements are changed, regardless of reason.

2.7.18. Implementation Services

The proposed software solution shall be capable of being implemented within a period of 6 months.

Anticipated services will include the following:

• Customization

• Data Migration

• Training – see section 2.7.22

• System support – see section 2.7.23

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• Submittal schedule – see section 2.7.27

2.7.19. Security Requirements

Bridge inspection data are classified as Critical Infrastructure Information (CII), making this project sensitive and subject to stringent data protection requirements in accordance with the Commonwealth of

Massachusetts Standards.

Bidder’s Compliance Requirements

• Bidders must have completed the MBTA Security Assessment and Supplier Due Diligence process as part of the bidding requirement.

• The successful bidder must deliver a solution that successfully passes the MBTA security assessment as a precondition for project award.

System Sensitivity and Oversight

The solution will be designated as a MBTA Sensitive System due to the critical nature of the information it will manage. As such, it will be subjected to additional oversight and security measures as required for sensitive systems.

2.7.20. Training Requirements

The vendor will provide “Train-the-Trainer” System Administration Training to MBTA to enable the project team to understand and independently operate the system.

2.7.20.1. In-Person Training

The vendor will provide in-person training on software installation, operation, and capabilities on a schedule agreed by MBTA.

2.7.20.2. Online Training

The vendor will provide online instructor-led training as requested at no additional cost for up to 10 separate training sessions. Training will involve identified MBTA consultants, internal stake holders and

MBTA leadership.

The vendor will establish document library that allows 24/7/365 access to training developed by the

Vendor and provided to MBTA. At the conclusion of training all training courses will become the property of MBTA.

The vendor will provide an instruction guide in PDF format for all training.

The vendor will develop and submit for MBTA approval training products that well articulate software operations, installation, and accountability issues important to the operation of the system.

Products shall be a combination of self-service video which can be replayed as required, written documents, and simulations as necessary. The vendor will conduct an after-course surveys that gauge student satisfaction with course content and delivery and shall report the same each month during the

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monthly progress review/meeting.

2.7.21. Staffing Requirements

The supplier shall submit, as part of their proposal Key Staff team members assigned to the implementation of the project. Changes in Key Staff members must be approved by MBTA and requests for changes must be submitted no less than two weeks prior to the requested change. Any change request must include a resume on the proposed replacement staff and MBTA retains the right of approval of any nominated staff member listed in the table below.

The number of individuals assigned to the project will depend on the Supplier’s assessment of what is required to complete the tasks associated with required deliverables. Notwithstanding that, the roles listed in the table below represent the minimum key staff supplier personnel for this engagement. A single individual may perform more than one of the identified roles, subject to MBTA’s approval.

Project Team Role Description % Project

Involvement

Project Executive

A corporate executive who serves as the single point of contact at the executive level for the supplier.

2%

Project Manager A key staff member who is responsible for ensuring compliance with all aspects of delivery and who has the corporate authority to make independent decisions regarding cost, schedule, and performance of contractor operations and staff.

100%

IT Technical Lead A key staff member who is technically certified in multiple aspects of data management and who is

CISSP certified with a depth of experience in mobile and handheld device management, programming and use. Also serves as the single point of contact for website / portal development. Provides oversight and affects coordination with all technical staff in support of this effort.

100%

Data Warehouse Lead A key staff member who is responsible for data migration, organization, data dictionary development, storage, backup, and retrieval of data as well as transmission of historic data and cataloging of such data.

TBD by Supplier

Data Security Lead A key staff member responsible for the management of all aspects of security for the project, both physical, and data. Responsible for data at rest, data in motion, and data in use.

TBD by Supplier

Operations Lead A key staff member responsible to the supplier PM for TBD by Supplier

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all operational efforts.

Document Flow

Manager

A key staff member that will work with the supplier, MBTA staff, and other contractor or consultant authorized to act on behalf of MBTA.

TBD by Supplier

Bridge Subject Matter

Expert (SME)

A key staff member who is experienced in all aspects of bridge and culvert inspections.

TBD by Supplier

Scheduling Lead A key staff member who understands the bridge scheduling process and will be responsible for developing the software solutions that ensures all bridges and culverts are scheduled for inspection and that such scheduled inspections are consistent with existing MBTA scheduling processes and timeframes.

TBD by Supplier

Digital Image Lead A key staff member responsible for developing, designing, and delivering the solution for digital image uploading, digital imagery within the developed software, and storage of such digital data so that no loss of data is possible.

TBD by Supplier

Forms Lead A key staff member responsible for coordination with appropriate MBTA staff to ensure that developed forms meet the needs of the buyer and who will work with the supplier’s and MBTA’s team to develop explain or develop required forms. Also responsible for the development of required reports.

TBD by Supplier

Testing Lead A key staff member responsible for testing all developed software and for development of all test scripts for execution during contractor testing and user acceptance testing.

TBD by Supplier

Quality Assurance

Lead

A key staff member that is responsible for all quality-related issues and reports directly to the supplier’s project manager.

TBD by Supplier

2.7.22. Service Transition Requirements

Supplier shall coordinate, as needed, application-specific training for the incoming contractor personnel at the end of the contract period. Supplier shall perform phase-out transition activities in the form of conducting training meetings, participating in discussions, and creating training material and other documentation that may be requested by the MBTA, as well as the transition of all official documents developed by the supplier during the execution of this contract.

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2.7.23. Meeting Requirements:

2.7.23.1. Kick Off Meeting

Five working days after the issuance of Notice to Proceed (NTP), the Vendor will hold a kick-off meeting with MBTA, Agenda for this meeting must be received by MBTA no later than 2 working days before the meeting. The meeting will address the logistics of the project including (but not limited) to updated

Implementation Plan, schedule for all submittals, project personnel, communication, meeting schedule and dates etc. The meeting Action items resulting from the kickoff meeting shall be addressed within five business days after the meeting, unless otherwise specifically stated by MBTA in writing.

2.7.23.2. Monthly Progress Meeting

Monthly in progress meetings will provide MBTA visibility of the state of the program from the Vendor perspective. Monthly meeting is subject to the following:

Briefing slides to support this effort will be submitted electronically no less than three business days prior to the meeting.

The meeting time will be limited to 2 hours.

Monthly Report which is in MS PowerPoint format and will include Agenda; Review of deliverables since the last report; Review of metrics, Quality Assurance items; Process improvement recommendations with business case analysis; Appropriate metrics that articulate key measurable attributes of the system;

Help desk call volume and first call resolution statistics; and disposition of action items from the previous

Monthly Report.

The Vendor will email an electronic copy of the required documentation to MBTA PM three business days prior to the scheduled meeting.

2.7.23.3. Weekly Technical Meetings

During the first 90 days of performance (and thereafter at MBTA’s discretion), Vendor will participate in weekly technical meetings with MBTA to address IT-related issues, concerns, and successes.

If major issues are to be addressed, MBTA reserves the right to have the appropriate Vendor executive leadership and technical staff in-person in the meeting at MBTA’s discretion. MBTA will provide no less than a five-day notice should such meetings require Vendor executive-level staff.

2.7.24. Solution Presentation & Demonstration Requirement

2.7.24.1. Solution Presentation

One presentation will be required by vendors who are selected for the short-list. This presentation will take place after the short-list has been selected. The post-short-list presentations will be divided into two components, each lasting no more than 120 minutes. Each component of the post-short-list presentations will be stopped, regardless of the completion of such presentation, at the end of 120 minutes.

The first component of the post-short-list presentation will be a demonstration of the software solution capabilities in an office environment. The second component of the post-short-list presentation will be a demonstration of the mobile capability of the software solution, which will take place in the field. No

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connectivity will be provided or permitted for the field portion of the demonstration. It is preferred that all demonstrations are performed utilizing computers and mobile devices provided by MBTA and only connected to the internet via MBTA secured connection.

2.7.24.2. Demonstration & Testing Environment

Each vendor selected for the short-list shall provide access to an operational solution environment for access and testing by MBTA personnel. This environment shall be made available for a minimum duration of 1 week beginning any time on or after the start of the short-list demonstration, as defined by MBTA.

Results of testing within this environment shall be considered in final vendor selection.

2.7.25. Implementation Deliverables

The table below outlines the key deliverables, associated timelines and the format of submissions under this RFP. Failure by the Contractor to provide the specified deliverable on the due date, for any reason other than those waived in writing by MBTA, will result in daily liquidated damages of $ 1,000 per deliverable per day.

Timeline for Liquidated Damages: The days for delay will begin accruing from the next business day following the due date outlined in the table.

MBTA Review Period: Upon receipt of the deliverable, MBTA will have ten (10) business days to review and either approve, approve with conditions, or reject. Approval with conditions will require rework to address specified deficiencies and must be resubmitted within five business days.

Automatic Approval: Deliverables not reviewed by MBTA within the specified 10 day period will be deemed accepted unless written notification is provided.

MBTA retains the sole authority to extend the required dates, upon written request from the

Contractor. Documentation of such requests and approvals must be maintained and included in the Contractor’s monthly report.

The following table lists the required deliverables, timelines, format requirements and daily penalty for delay:

No

Title

Due Date

Format Required

(Electronic/hard copy/e-mail)

Recipients

Daily

Penalty

1 Preliminary Project Plan NTP + 3 days Hard copy, E-mail MBTA PM $1,000.00

2 Technical Design Plans NTP + 15 days Hard copy, E-mail MBTA PM $1,000.00

3 Final Implementation

Plan NTP + 15 days

Hard copy, E-mail MBTA PM $1,000.00

4 Change Management

Plan NTP + 15 days

Hard copy, E-mail MBTA PM $1,000.00

5 Monthly Status Reports

NTP + 30 days

(and three days prior to monthly meeting

Hard copy, E-mail

MBTA PM $1,000.00

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thereafter)

6 Comprehensive Project

Plan NTP + 30 days

Hard copy, E-mail MBTA PM $1,000.00

7 Risk Assessment Plan NTP + 30 days Hard copy, E-mail MBTA PM $1,000.00

8 Data

Migration/Conversion

Plan

NTP + 45 days

Hard copy, E-mail

MBTA PM $1000.00

9 Performance Plan NTP + 60 days Hard copy, E-mail MBTA PM $1,000.00

10 Test Plan NTP + 90 days Hard copy, E-mail MBTA PM $1,000.00

11 Training Plan NTP + 90 days Hard copy, E-mail MBTA PM $1,000.00

12 Quarterly Performance NTP + 90 days Hard copy, E-mail MBTA PM $1,000.00

13 Disaster Recovery Plan NTP + 120 days Hard copy, E-mail MBTA PM $1,000.00

14 Cutover Plan –

(Go Live) NTP + 120 days

Hard copy, E-mail MBTA PM $1,000.00

16 Training Manual 150 Hard copy, E-mail MBTA PM $1,000.00

17 Commission 180 Hard copy, E-mail MBTA PM $1,000.00

18 System Design

Document

Initial at Day 30 and quarterly after that.

Hard copy, E-mail MBTA PM $1,000.00

2.7.26. Additional Services

Additional services directly related to this Section 2 may be added to this Agreement prior to the start or throughout the duration of this Agreement if agreed to in writing by the Parties.

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3. BIDDERS INSTRUCTIONS AND PROCUREMENT PROCESS

3.1. Procurement Method

This procurement is conducted to pursuant to applicable state and federal laws including, but not limited to, FTA 4220.1F.

Bidder shall be responsible for making itself fully aware of, complying with, and in its Response addressing the impact of and compliance with all applicable laws and regulations.

This RFP will be launched and managed via COMMBUYS. Instructions for log-in and use of

COMMBUYS are described in http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx

Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the

COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 a.m. to 5:00 p.m.

Monday through Friday (Eastern Time), except on federal, state, and Suffolk County holidays.

It is the responsibility of Bidders to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s Designated Representative and to monitor that email inbox for communications from the MBTA, including responses to Bidder questions. The MBTA and the

Commonwealth assume no responsibility if a Bidder’s designated email address is not current, or if technical problems, including those with Bidder’s computer, network, or internet service provider (“ISP”) cause email communications sent to or from Bidder and the MBTA to be lost or rejected by any means including email or spam filtering.

Bidder shall review and study all documents thoroughly and report any discrepancies, omissions, technical queries, or other clarifications via COMMBUYS.

Questions and clarification requests submitted by Bidder will, together with MBTA’s responses, be made available to all Bidders via COMMBUYS.

3.1.1. MBTA DESIGNATED REPRESENTATIVE

Unless specifically stated otherwise in this RFP, Bidder must submit changes to Bidder’s designated representative and any other communications into the MBTA’s Point of Contact via COMMBUYS. The

MBTA’s Point of Contact is Terunii Senevirratne, Strategic Sourcing Manager, tsenevirratne@mbta.com.

3.1.2. IDENTIFICATION OF BIDDER DESIGNATED REPRESENTATIVE

When submitting a Bid, the Bidder must identify to the MBTA’s designated representative its own

Designated Representative to act on behalf of the Bidder relating to this procurement.

3.2. RFP Calendar and Delivery Instructions

Bidder is required to prepare and submit all required documents to MBTA electronically via COMMBUYS.

The MBTA anticipates carrying out the procurement process in accordance with the schedule noted in the table below. All times are local Boston, Massachusetts, USA, times unless otherwise indicated. The schedule is subject to modification at the sole discretion of the MBTA. Bidders will be notified of any change by an addendum to this RFP.

http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx mailto:COMMBUYS@state.ma.us mailto:tsenevirratne@mbta.com mailto:rfpresponse@mbta.com

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TABLE: RFP CALENDAR

Procurement Activity Date Time

RFP issued 1/30/2025 2:00 p.m.

Pre-bid conference 2/6/2025 11:00 a.m.

Deadline for submission of Bidder questions via

COMMBUYS Q&A

2/20/2025

2:00 p.m.

Official Answers for Bid Q&A published by MBTA on

COMMBUYS

2/27/2025

2:00 p.m.

Response Due Date 3/21/2025 2:00 p.m.

Presentations/Demonstrations with MBTA (estimated) April 2025

Contract Execution (estimated) May 2025

Service Start Date (estimated) 6/30/2025

3.3. Pre-Bid Conference

The MBTA reserves the right to hold one or more Pre-Bid Conferences with all Bidders at any time prior to the Response Date. Pre-Bid Conferences may be held either in person or by telephonic or electronic means. If held telephonically or electronically, the Pre-Bid Conference will permit interactive communication between all Bidders and the MBTA. The MBTA will provide written notice of any Pre-

Bid Conference via COMMBUYS.