RFP 007-2026-Civil Infrastructure Project Management and Inspection Software

2.0 SCOPE OF SERVICES The software shall be an integrated solution that provides all aspects of electronic project management and construction project management. The software shall provide a comprehensive document management system capable of managing typical documents in design and construction, managing and routing approvals of documents, and providing a historic record. The software shall provide reporting on inputs and be user friendly in tracking project schedules, inspections, budgets, change request in design and construction and other data inputted. Expense tracking and reporting for projects with multiple funding sources. Desired solution would include capturing field project data in a GIS system via the use of a GNSS receiver. Interested vendors must provide documentation that the electronic construction project management software can be approved by the Missouri Department of Transportation for electronic construction project management based on the typical Local Public Agency (LPA) Process. Examples and references of federally funding projects utilizing the software and any references for similar use are requested. Following are the general requirements that should be provided: 2.1 Construction Inspection Construction Inspection 2.1.1 Needs: 2.1.1.1 Item quantity collection. a. Ability to track quantities on a daily, monthly, and per project basis. b. Ability to track stored materials and ensure quantities of stored materials can be tracked. 2.1.1.2 Field Diaries. a. Ability to add photos and other attachments to a daily report. 2.1.1.3 Material submittals. a. Track material submittals including certifications, Buy America, mix designs, shop drawings, etc., with a system that allows approval and denial of the material along with comments the Contractor can see. 2.1.1.4 Certified Payroll. a. Ability to check and approve certified payroll submitted by the contractor. The Contractor would be able to load the payroll and get notification when it was approved. 2.1.1.5 Closeout. a. Ability to create a punch list and create final inspection records. 2.1.1.6 General. a. Once completed, documents must be secure and unable to be edited in the future. The system must allow amendments to diary entries. However, all amendments must be tracked and logged into the system. Once connected to the network, the software syncs and stores the data on the network. b. User tracking/user auditing within the system that tracks which user completed the task. c. Ability to access contract documents, material submittals, and shop drawings in the field. 2.1.2 Desires. 2.1.2.1 Software integration with ESRI's ArcGIS Field Maps running on Android and iOS smart devices. 2.1.2.2 Ability to automate the creation of GIS feature layers of construction items to be captured in the field from project specific list of construction pay items, including approved quantities, units of measure and cost per item such that only construction items for specific project being worked by a given inspector is presented for field measurement. 2.1.2.3 Ability to load plan files created from civil AutoCAD software to verify and check in the field stationing, elevations, offsets, inverts, etc. 2.1.2.4 Capability to collect point, line, and polygon features for item measurement. 2.1.2.5 The collected data must have a spatial projection. 2.1.2.6 Collected data must be able to be exported to a ESRI readable file format. a. Ex: Text file, shapefile, file geodatabase, csv, KML/KMZ, GPX. 2.1.3 Preferred. 2.1.3.1 Data collection in Missouri State Plane Central (US Survey ft) projection. 2.1.3.2 Ability to utilize Missouri RTK network to improve accuracy. 2.1.3.3 Direct integration into City's ArcGIS Online environment. a. City would provide ArcGIS Online accounts. 2.2 Contractor: 2.2.1 Needs: 2.2.1.1 Ability to approve or review documents made available by the owner or City. 2.2.1.2 Ability to upload material submittals and material certifications and see what has been approved. 2.2.1.3 Ability to view engineer's comments for submittals. 2.2.1.4 Ability to upload RFI's. 2.2.1.5 Ability to review and approve change orders. 2.2.1.6 Ability to load certified payroll for approval. 2.2.1.7 Ability to know when certified payroll has been approved by the City. 2.2.1.8 Ability to review and approve pay applications. 2.2.1.9 Ability to visualize logged construction items. 2.3 Project Manager/Engineer: 2.3.1 Needs: 2.3.1.1 Ability to perform keyword searches of inspector's diaries. 2.3.1.2 Ability to review, comment on, approve or reject material submittals. 2.3.1.3 Ability to review, comment, and approve RFI's. 2.3.1.4 Ability to generate change orders, create reason codes, and route for signatures electronically. 2.3.1.5 Once change orders are approved, contract line items adjust automatically. 2.3.1.6 Ability to autogenerate pay applications for a set timeframe based on the inspector's entered quantities, making sure to not double pay on items paid on previous pay applications. 2.3.1.7 Ability to know if certified payroll has been approved by the Construction Inspection Division. 2.3.1.8 Ability to track and submit stored materials in pay applications. 2.3.1.9 Ability to set and track schedules within the software. 2.3.1.10 Ability to track and set liquidated damages within the software. 2.3.1.11 Ability to track all types of contract times; calendar days, working days, etc. with unlimited time frames for each method. 2.3.1.12 Ability to set completion dates with schedules, milestones, and reminders of items needed. 2.3.1.13 Ability to track multiple funding sources and funding packages by bid item. 2.3.1.14 Ability to generate contractor pay estimates and invoices with different funding sources. 2.3.1.15 Ability to track item history including dates placed and dates paid. 2.3.1.16 Unlimited attachment and links. 2.3.1.17 Ability to set, adjust, and track retainage. 2.3.1.18 Ability to set permissions for personnel, contractors, and others within the software. 2.3.1.19 Ability to set different workflows for Capital Improvement Projects (City bid, contractor-built projects), Public Improvement Projects (Developer bid, contractor-built projects), and City internal projects (City designed, City-built projects). 2.3.2 Desires: 2.3.2.1 Ability to set a preferred default contract time frame for a project. 2.3.2.2 Integrated with ESRI's ArcGIS platform for data visualization of logged construction items. 2.3.2.3 Ability to store the geometry and metadata captured in the field in ESRI's ArcGIS platform for the long-term authoritative geometry and metadata record for retrieval at a later date. 2.3.2.4 Ability to repurpose the geometry and metadata collected in the field to digital as-built deliverables via ESRI's ArcGIS platform. 2.3.2.5 Ability to repurpose the geometry and metadata collected in the field for asset operation and maintenance objectives via ESRI's ArcGIS platform. 2.3.2.6 Ability to integrate with City Works asset management system. 2.3.2.7 Ability to integrate with Infor software 2.3.3 Project Closeout: 2.3.3.1 Must be able to generate an archived version of all project documentation for viewing at a later date without the project software. 2.4 Other Items: 2.4.1 Needs: 2.4.1.1 System needs to be compatible with Windows, iOS, and Android operating systems. The system needs to be compatible with Google Chrome and Internet Explorer web browsers. 2.4.1.2 They system should allow the City to add and remove employees as needed based on employee turnover, new hires, etc. The software must be scalable to allow as many users as needed across all platforms to allow an increase of projects users of the software. 2.4.1.3 The software shall allow administrators to assign levels of access to its users. For example, other projects not assigned to the project cannot change information within a project they are not assigned. 2.4.1.4 Experience being used on Federal, State, government grant projects, and local funded projects that meet the requirements each funding source has for documentation, record keeping, file storage, inspection, testing, and project management of projects.