Supplement 1:Part One: Business Requirements

Part Two: Scope of Work

Part Three: Service Level Agreement

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Part One: Business RequirementsInstructions for the Offeror

Business Requirements (SUPPLEMENT ONE) is being provided as a Microsoft Word (.docx) document through the State’s Procurement Website as a convenience for responding to the RFP. The Supplement format and content must not be modified. If the requirements are modified, reformatted or omitted, the Offeror’s response may be disqualified.

Offerors must complete the “Capability Assessment” column for each requirement, and provide comments to further qualify the response. Simply checking a specific box for an answer is not considered sufficient enough to distinguish one offeror from another. For each requirement documented in the RFP the offeror must provide a narrative description of its solution. Please be robust in your response to how your solution meets each requirement. The offeror must also provide a summary of any proposed COTS products and other tools that will be used to meet the requirements.

For each requirement identified, the offeror must indicate how the requirement (business, functional or technical) is delivered by checking one of the following boxes provided within the Supplement:

Out of the Box: Requirement must be fully met with out-of-the-box functionality that can be presented for business use with minimal effort beyond tuning a feature “on” or “off” (e.g., built in processes, rules or reports).

Configuration Required: Requirement will be met with functionality that can be presented for business use after modifications utilizing the proposed software configuration tools. This would include managing or creating new business rules or process flows via tools provided as part of the proposed COTS software.

Customization Required: Requirement will be met with functionality that can be presented for business use only after a new module or plug-in is developed. Modules or plug-ins would be created in a programming or scripting language and leverage low level application infrastructure such as API’s, messaging, integration technologies, or services to exchange data or execute logic within the COTS solution. This would also include any updates the software offeror would make to the core code as part of a future release or service pack.

Not Available: Requirement will not be met as part of the offeror’s proposed solution.

Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable.

All the specifications given in this RFP for equipment and other system elements are minimum system requirements. The offeror may recommend features or other elements in excess of the minimum but must clearly identify them as such, provide the rationale behind the recommendations, and explain how they will benefit the State. The recommendations may not result in additional evaluation credit being given.

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Business Requirements

A business requirement is a specific, measurable, testable directive that is under the control of the business and supports a business policy. This is the detailed-level list of requirements that each offeror is required to meet or exceed.

1.00 - General Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable.

(Please use red font color)

1.01

The application must contain all required fields listed. (See Bridge Application Appendix. These fields are required by the FHWA and ODOT)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.02

The application must contain new fields identified by ODOT stakeholders.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.03The application must be able to configure field values within dropdown lists.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.04The application must be able to process displays and data entry using English and Metric units of measure.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.05

The application must be able to search attachments for all file formats used.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.06The application must be able to store and search for attachments.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.07The application must be able to create queries.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.08The application must be able to save queries.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.09The application must be able to execute queries.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.10 The application must be able to export query results.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.11The application must be able to export query results to PDF file format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.12

The application must be able to upload the following file formats:

MS Word MS Excel MS PowerPoint PDFs TIFF, JPEG, MP4

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.13 The application must have bulk edit capability (by permission only).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.14The application must be able to synchronize with other systems.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.15The application must provide field level help to explain the purpose and use of the field.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.16 The application must visually indicate when required fields are not completed.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.17 The application must visually indicate when required fields are not in the proper format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.18

The application must be able to search for all bridge plan types including:

archived awarded as built

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.19 The application must have a field for Structure File Number (SFN).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.20 The application must not allow users to delete a bridge.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.21 The application must have a field for Project Identification Number.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.22

The application must have a field to capture validated location data.(Latitude and Longitude)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.23

The application must have a field to capture bridge status data.

Active Inactive Retired Proposed Cancelled

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.24 The application must have a field to capture projected bridge length data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.25The application must retain archived inventory data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.26The application must retain archived bridge inspection data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.27

The application must capture historical bridge status data in each of the following categories:

Active Inactive Retired Proposed Cancelled

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.28

The application must capture the historical bridge element data. (See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.29

The application must capture the historical bridge element codes.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.30 The application must allow data fields to be updated with new information.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.31The application must have a “multiple counties” field.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.32 The application must have a field for the NLFID as followed:

inventory NLFID - for route carried

intersecting NLFID – for route intersected

associated NLFID – for route associated

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.33 The application must be able to update the bridge longitude and latitude.(Automatically update longitude/latitude on map)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.34 The application must capture all bridge elements. (See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.35The application must save inspection data records indefinitely.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.35

1.36The application must have fields for the following vandal fencing codes:

432 –Fence Height on Bridge433 – Glare Screen

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.37

The application must have fields for the following SFN data:

(253) SFN Replacing This Re-tired Bridge 1

(254) SFN Replacing This Re-tired Bridge 2

(255) SFN That Was Replaced by This Bridge 1

(256) SFN That Was Replaced by This Bridge 2

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.38

The application must have configurable user roles.

(See Bridge Application Appendix – Pg28)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.39 The application must have a field to capture the Adjoining State Agency code for Neighboring State Code (98A)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.40 The application must have a field to capture the Adjoining State Agency code for Percent Responsibility Code (98B)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.41 The application must have a field to capture the Adjoining State Agency code for Border Bridge Structure Number (99)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.42

The application must have a field for the route number identifier.

(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.43

The application must be able to update the log point’s data field.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.44

The application must have a field for the ramp data and ramp log point data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.45

The application must have a field for the cardinality data.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.46The application must be able to update the ramp data and ramp log point data field.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.47

The application must have two separate fields for bridge names.(One for ODOT and one for local governments)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.48The application must have a field to capture ownership data by County.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.49The application must have a field to capture ownership data by Municipality.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.50

The application must contain the standard attribute data names and data types.

(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.51 The application must capture NBI functional class code data and Road Inventory functional class code data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.52 The application must capture date/time stamp for opening data for each bridge.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.53

The application must have a dashboard to capture program metrics & data elements.

(See Dashboard Program Metrics & Data Elements in the Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.54

The application must have Geotechnical Fields.

(See Geotechnical Fields list in the Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.55

The application must have fields listed in the New Fields section.(See Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.56

The application must contain the fields listed in the Agency Defined Elements list.(See Agency Defined Elements field list in the Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.57

The application must capture the following inventory status levels:

1 - Proposed – Incomplete Inventory, not open to traffic

2 - Inactive – Not open to traffic 3 - Active – Complete Inventory,

open to traffic 4 - Retired – Complete

Inventory, but no longer open to traffic

5- Cancelled –Structures assigned an NLFID for a project that was never built

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.58The application must capture substructure information.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.59The application must capture scour information.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.60

The application must have a data management dashboard for condition and compliance monitoring.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.61The application must provide role-based user accounts for jurisdictional control over data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.62The application must be able to export inventory data to the MS Excel file format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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1.00 - General Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

1.63

The application must be able to export data to ODOT for in-house processing. (GQL, etc.)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.64The application must use an open Application Programming Interface (API)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

1.65The application must be able to capture Linear Referencing System (LRS) data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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2.00 – Inventory Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

2.01The application must have all inventory data fields.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.02

The application must follow state inventory coding guidelines.(See Associated Files on Procurement web site)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.03

The application must follow federal inventory coding guidelines.(See FHWA Bridge Inventory and Inspection Requirements)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.04The application must capture beam location data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.05

The application must be able to capture the following Roadway data types:

scuppers number of lanes

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.06 The application must be able to upload as-built plan data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.07The application must capture vertical clearance data across shoulders.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.08The application must have a field for horizontal clearance data.

☐ Out of The Box☐ Configuration Required☐ Customization Required

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2.00 – Inventory Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

☐ Not Available

2.09The application must be able to calculate real time sufficiency ratings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.10The application must be able to calculate structural deficiency ratings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.11

The application must be able to calculate functionally obsolete ratings.(These requirements must use the federal formula – See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.12 The application must have a free-form field to capture inventory notes.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.13 The application must be able to “record” resistance calibrations.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.14 The application must capture pier location data for intersecting routes.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.15 The application must be able to capture retired bridge foundation records.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.16 The application must capture vertical clearance data across shoulders.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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2.00 – Inventory Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

2.17 The application must be able to capture active bridge foundation data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

2.18

The application must capture the following minimum clearance data in 99.99 ft format:

Horizontal Clearance On, Non-Cardinal

Horizontal Clearance Under, Non-Cardinal

Horizontal Under-clearance, Non-Cardinal

Horizontal Clearance On, Cardinal

Horizontal Clearance Under, Cardinal

Horizontal Under-clearance, Cardinal

Vertical Clearance On, Non-Cardinal

Vertical Clearance Under, Non-Cardinal

Vertical Under-Clearance, Non-Cardinal

Vertical Clearance On, Cardinal

Vertical Clearance Under, Cardinal

Vertical Under-Clearance, Cardinal

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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3.00 – Inspection Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

3.01

The Bridge Application must include all required inspection data fields for federal and state bridge inspections listed.(See Bridge Application Appendix).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.02 The application must be able to pre-populate inventory data fields.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.03The application must be able to pre-populate inspection data fields from the latest inspection.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.04 The application must be able to pre-populate the inspection comments field from the latest inspection.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.05 The application must be able to track data field modifications for inspection reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.06

The application must be able to edit the free-form text field as follows:

Ability to edit text Ability to highlight text Ability to change fonts

Ability to run spell check

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.07 The application must be able to display National Bridge Element (NBE) data. (See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.09 The application must be able to display Agency Defined Elements (ADE). (See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.10 ☐ Out of The Box

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3.00 – Inspection Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

The application must be able to configure Agency Defined Elements. (See Bridge Application Appendix)

☐ Configuration Required☐ Customization Required☐ Not Available

3.11

The application must be able to launch the following file types from within the application for editing:

MS WordMS Excel

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.12 The application must be able to import thumbnail photo files.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.13

The application must be able to sort thumbnail files by any of the following categories:

name size

date

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.14 The application must capture thumbnail/photo description data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.15 The application must be able to save inspection reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.16The application must be able to delete thumbnail photo files.(By user role/permissions only)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.00 – Inspection Application Requirements

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BRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

3.17 The application must be able to edit thumbnail photo files.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.18

The application must allow users to “check out” inspection data.(Allows file to be worked on while others may view it)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.19 The application must be able to merge multiple bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.20 The application must be able to identify data conflicts among “multiple” bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.17 The application must be able to edit thumbnail photo files.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.18

The application must allow users to “check out” inspection data.(Allows file to be worked on while others may view it)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.19 The application must be able to merge multiple bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.20 The application must be able to identify data conflicts among “multiple” bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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3.00 – Inspection Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

3.17 The application must be able to edit thumbnail photo files.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.18

The application must allow users to “check out” inspection data.(Allows file to be worked on while others may view it)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.19 The application must be able to merge multiple bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.20 The application must be able to identify data conflicts among “multiple” bridge reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.21The application must be able to reconfigure screens. (Administrative User Only).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.22The application must be able to add configurable screens.(Administrative User Only).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.23The application must support the Office of Structural Engineering (OSE) naming convention.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.24The application must be able to search for bridges using a navigation tree.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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3.00 – Inspection Application RequirementsBRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

3.25 The application must provide a navigation tree which follows inspection responsibility.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.26 The application must capture the posted load rating data for bridge signs.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.27

The application must be able to schedule Fracture Critical Member (FCM) inspections.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.28The application must be able to schedule tasks.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.29The application must be able to send email notifications for bridge inspections.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.30 The application must be able to schedule inspections.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

3.31 The application must be able to sort for bridges due for inspection.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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4.00 – NBI Data Processing RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

4.01

The application must remain up to date with the Federal program checks specified on the FHWA website: http://www.fhwa.dot.gov/bridge/nbi.cfm.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.02The Bridge Application must be able to generate an NBI File with data acceptable by the FHWA.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.03The NBI File generated from the Bridge Application must not include archived bridges.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.04The application must be able to select a bridge for inclusion in the generated NBI File.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.05The application must be able to deselect, or remove, a bridge from inclusion in the generated NBI File.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.06 The application must be able to perform NBIS Data Error Checking.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

4.07The application must be able to validate bridge inventory user input.(Finds errors in user input and displays)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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5.00 – Reporting RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

5.01The application must produce reports for bridge status.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.02The application must produce reports for bridge conditions.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.03 The application must produce reports for bridge activities.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.04The application must be able to produce standard bridge inspection report templates that include collected inspection data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.05 The application must be able to print standard reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.06

The application must be able to configure inspection reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.07

The application must be able to configure inventory reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.08

The application must be able to print reports to the PDF file format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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5.00 – Reporting RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

5.09

The application must be able to create output using the Keyhole Markup Language (KML) file format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.10The application must be able to export reports into the MS Excel file format.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.11The application must provide a query for the data dictionary.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.12 The application must be able to produce batch print jobs.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.13The application must be able to produce a report of proposed bridges for the year.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.14

The application must be able to sort the proposed bridges report by:

date period jurisdiction entity

county

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.15The application must be able to produce construction inspection reports.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.16 The application must be able to sort the Incomplete National Bridge Inspection (NBI) Items report by:

date period jurisdiction entity

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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5.00 – Reporting Requirements county

BRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable.

(Please use red font color)

5.17The application must produce a report of bridges whose status has changed to active within the past 365 days.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.18

The application must produce reports by filtering the following categories:

date period jurisdiction entity

county

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.19The application must be able to generate predefined maps from inventory data fields.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.20The application must be able to generate maps from inventory data fields

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.21 The application must provide the required reports inventory.

(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

5.22The application must produce a report for incomplete NBI items.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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6.00 – Maintenance RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color))

6.01The application must provide a maintenance recommendation and repair form.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.02The application must provide maintenance and repair workflow templates.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.03The application must be able to upload pictures for maintenance and repair needs.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.04The application must be able to upload maintenance and repair records.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.05The application must be able to upload PDF file to maintenance and repair records.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.06The application must be able to prioritize maintenance items.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.07The application must have a scheduling maintenance form.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.08 The application must be able to track maintenance items.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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6.00 – Maintenance RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

6.09 The application must be able to edit maintenance records.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.10 The application must be able to store historical maintenance records.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.11 The application must provide a Critical Findings workflow.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.12The application must provide tracking of Critical Findings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.13The application must be able to enter follow-up decisions on Critical Findings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.14The application must be able to add follow up comments to Critical Findings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.15The application must be able to query maintenance data fields.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.16The application must be able to print maintenance and repair reports.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

6.00 – Maintenance RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional

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comments as applicable. (Please use red font color)

6.13The application must be able to enter follow-up decisions on Critical Findings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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7.00 - Security RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

7.01

The application must provide data security safeguards using the following:

Encryption Strong Passwords Up to date security software Controlled use of USB storage Up to date legislative

requirements Disaster Recovery Plan User Training

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.02

The application must provide role-based authorization.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.03The application must use Active Directory (AD) authentication.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.04 The application must be able to audit user level actions.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.05 The application must be able to export audit log files.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.06

The application security audit trail must track the following:

changes in user access levels user id actions user id changes changes to inspection data changes to inventory data changes to load rating data

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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7.00 - Security Requirements

BRS ID

Requirement Description Capability Assessment Offeror Comments / Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

7.07 The application must comply with security requirements listed in NIST publication 800-53.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

7.08The application must comply with a recognized security framework such as OWASP or SEI Certification.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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8.00 – Interface RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments /

Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

8.01 The application must be able to create a National Bridge Inventory (NBI) file for the federal government.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

8.02 The application must export approach and number of spans inspection data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

8.03

The application must be able to integrate with commercial mapping solutions.(Example: ESRI, Google Maps, Bing Maps)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

8.04The application must be able to import data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

8.05

The application must be able to import and export the following data fields.

SFN NLFID Longitude Latitude bridge material bridge type county code

bridge type description

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

8.07The application must export approach and number of spans inventory data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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9.00 - Data Migration RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

9.01 The application solution must include a Data Mapping Specification document.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.02

The Data Mapping Specification document must include a detailed description of how the current system data will be migrated to the new system.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.03

The application must migrate existing inventory records from the current system to the new system. (Including OES MS Access file with matching fields)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.04

The application must migrate existing inspection records to the new application.(Including OES MS Access file with matching fields)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.05The Contractor must migrate existing attachments for bridge inspection records to the new application.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.06 The application must migrate user profiles from the current application.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

9.07 The application must migrate the most recent inspection from all bridges.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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10.00 - Documentation RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

10.01

The system must provide electronic user manuals for the following items:

administrative features including print options

tiered security levels including print options

reporting features including print options

functional features including print options

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.02The system must provide a comprehensive data dictionary.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.03

The system must provide an updated data dictionary and change log after every major release.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.04 The system must provide a change log for all global changes.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.05The system must provide an application knowledgebase for troubleshooting of known issues.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.06

The system must have detailed and accurate installation, administration, and support guides for all application components.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

10.07

The system guides must include recommended system architecture, component diagrams, and suggested interfaces for performance and availability monitoring.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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11.00 - Element Level Data Processing RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments /

Narrative: The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

11.01

The application must capture element level data.(See Bridge Application Appendix)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.02The application must capture condition narratives data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.03The application must capture defects data as defined by AASHTO.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.04 The application must be able to edit Agency Defined Element (ADE’s)

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.05 The application must be able to select or deselect a bridge for the National Bridge Elements (NBE) schema.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.06

The application must be capable of producing an NBI Element Data file that can be checked at the FHWA web site.https://fhwaapps.fhwa.dot.gov/elementCheckerp/(S(4fa1m0ydhjneftneoum41crg))/CheckBridgeElements.aspx

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

11.07 The application must be able to export bridge data.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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12.00 - Mobile RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

12.09The application must be able to synchronize inspection data on mobile devices.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.10The mobile application must be available for download and installation via the Google and Apple App Stores.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.11The mobile application must work with multiple mobile screen resolution settings.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.12 The mobile application must be able to synchronize over a wireless network.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.13

The mobile application must include results of a recently passed Security Penetration (PEN) test. (Within 90 days of the project kickoff date).

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.14 The mobile application must support LDAP authentication.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.15 The mobile application must have auto log off capability.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.16 The mobile application must be able to work offline.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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12.00 - Mobile RequirementsBRS

IDRequirement Description Capability Assessment Offeror Comments / Narrative:

The offeror must use this column for narrative and/or additional comments as applicable. (Please use red font color)

12.17

The application must be able to capture bridge inventory on a portable device.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.18

The application must be able to capture bridge inspections on a portable device.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.19 The application must provide access to inventory coding and maintenance data while in offline mode.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.20The mobile platform of the application must be able to perform NBIS Data Error Checking

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

12.21The application must be able to synchronize inventory data on mobile devices.

☐ Out of The Box☐ Configuration Required☐ Customization Required☐ Not Available

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Part Two: Scope of Work

The State requests a proposal for a Bridge Application accessible via the State-owned network and the internet, which meets ODOT’s enterprise bridge requirements as documented in SUPPLEMENT ONE – Business and Technical Requirements for the Bridge Application Software, and this RFP. Secondly, this RFP requests an implementation proposal for the work as defined here.

The following are project life cycle phases, or work activities for the State’s Bridge Application implementation:

1. Discovery2. Design3. Development4. Training and User Manuals5. User Acceptance Test (UAT)6. Implementation and Acceptance7. Post-Implementation Support

The Contractor must offer a solution in such a manner that the State of Ohio hosts the database, the system software, the technical infrastructure and associated processes and procedures. Access to the system and the underlying database must be accessible through the web and must be secure and role-based.

The Contractor must ensure the Bridge Application solution is accessible via the Internet through a web-enabled personal computer and mobile application functionality (hand-held devices) for onsite inspections and data entry.

Database and Data Services. The Contractor is responsible for coordinating efforts with the ODOT Project Manager to perform data backups of the existing ODOT application and transfer source data into the proposed solution. The Contractor is responsible for converting any historical data into the Contractor’s solution for the purpose of populating the initial production database.

The structure of the proposed ODOT database must be relational and centralized. All data must be stored in one central database. By using a centralized database solution, data access will be provided across all of ODOT, allowing for a more integrated reporting and inquiry environment for any given ODOT operation.

User Interface. The Contractor’s bridge application solution must provide a user-friendly, web-enabled interactive portal, which will support a wide variety of users at all levels of ODOT activities as appropriate to meet the requirements set forth in the RFP and Supplements. The solution must support a complete user environment and support several layers of users with the appropriate integrity.

State and Contractor Roles and Responsibilities. The State will provide oversight for the work, but the Contractor must provide overall project management for the tasks under this Contract, including the day-to-day management of its staff. The Contractor must also assist the State with

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coordinating assignments for State staff, if any, involved in the work. Additionally, the Contractor must provide all administrative support for its staff and activities. Throughout the project, the Contractor must employ ongoing management techniques to ensure a comprehensive Project Plan is developed, executed, monitored, reported on, and maintained.

ODOT Project Manager. The ODOT Project Manager will be the point of contact for work related matters between the Contractor’s Project Manager and ODOT. This contact will provide project management oversight and monitoring of the ODOT implementation work, ensuring implementation is completed as designed and in accordance with the approved Project Plan.

ODOT IT Manager. The ODOT IT Manager will provide IT resources and monitoring of the ODOT implementation work that involves ODOT Division of Information and Technology (DoIT) staff, ensuring implementation is completed as designed and in accordance with the approved Project Plan and ODOT DoIT standards, policies, and procedures.

ODOT Technical Lead. The ODOT Technical Lead will provide guidance for any tasks that involves ODOT DoIT staff, including ensuring the solution and data design meets any applicable ODOT and State IT requirements for data interfaces, conversions, or migrations.

ODOT Business Team Lead. The Business Team Lead will provide guidance on business processes and operations to ensure the solution meets ODOT’s enterprise business needs. This contact will act as the point person for the Agency to direct activities requiring staff involvement and to identify and schedule appropriate subject matter experts as required. The Business Team Lead will be the primary resource responsible for overseeing user acceptance testing and approval of the application for the Agency following testing, and prior to roll-out. As necessary, ODOT will provide subject matter experts from ODOT’s offices, divisions and programs.

ODOT Subject Matter Experts (SMEs). Subject matter experts will be required and made available as necessary for specific business processes, requirements, testing, and implementation.

Contractor Responsibilities and Deliverables. The Contractor must meet all RFP requirements and complete all work milestones and deliverables, as provided in the Project Plan. The Contractor is asked to propose a project team they best believe will meet the needs for ODOT. It is expected, that the proposed team must include the following roles and corresponding responsibilities, and meet or exceed the minimum qualifications as described.

Project Team. The Contractor must provide the following work personnel to comprise the Project Team:

Project Manager

Role: The Contractor Project Manager must provide project management oversight from initiation through acceptance of the Bridge Application.

Responsibilities:

Creates and manages the Project Plan and schedule; Manages the Contractor Project Team members; Liaison between State and Contractor Resources; Initiates Quality Assurance Processes to monitor the Project;

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Manages issues and risks; Point of escalation for project issues; and Manages the deliverable acceptance process.

Business Analyst

Role: The Business Analyst must provide requirements analysis, and business process and subject matter expertise for the proposed application. Offerors may propose a single Business Analyst for multiple business areas or modules.

Responsibilities:

Leads all requirements analysis, design, configuration, workflow, security design, development, and testing. Provides input to training development, and participates as part of the immediate post-go-live support team.

Technical Lead

Role: The Technical Lead must provide technical subject matter expertise for the proposed ODOT Bridge Application implementation.

Responsibilities:

Leads the technical team in designing the technical architecture to support the proposed System;

Leads the technical team in tasks for inbound and outbound interfaces, customer development, enhancements, reports, and testing;

Leads the installation and administrative configuration of the proposed System and infrastructure;

Provides end-to-end technical implementation of the proposed System; Is the single point of communication for all technical matters concerning the

application and supporting infrastructure; and Communicates with ODOT Project Manager and ODOT IT Manager concerning

any integration solution that involves ODOT IT staff.

Training Lead

Role: The Training Lead must plan and lead the design, development, and rollout of the Bridge Application training program for State and any additional impacted participants.

Responsibilities:

Must follow deliverable schedules for ODOT project; Must have thorough understanding of the functional and technical requirements

of the application; Must have thorough understanding of the work flow process of the application at

every tier; Performs training needs analysis to determine the best method of delivery; Evaluates participants at every level to determine appropriate training solution;

and Leads the rollout of the Training Plan as outlined in the ODOT approved Bridge

Application Implementation Plan.

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Switching any Project Team members after the Contract award will not be allowed without prior written approval from the State.

Project Team. The Contractor must provide a Project Team to complete the Project. The Contractor may use its personnel or subcontractor personnel to meet the needs of this effort. The State may screen or interview members of the Project Team prior to their assignment to the work. All Project Team members must demonstrate skills appropriate to their assigned roles. The State may reject any Project Team member for business or legal reasons.

1. Project Initiation

The Contractor must identify their project standards, methodologies, tools, personnel and other resources and show how they align with acceptable project management best practices in this Proposal, to meet the State’s approval.

Kickoff Meeting and Project Plan Overview. Upon Contract Award and within 10 business days after receipt of a purchase order from the State, the Contractor must hold a Kickoff Meeting to discuss the goals and objectives of the project at a high level, discuss the staffing model, and introduce teams and members, discuss the State approved project management methodology to be used, and identify specifies tasks, responsibilities and details to successfully implement the proposed application for the State. The Contractor must also provide a meeting agenda to the ODOT Project Manager at least two (2) business days in advance of the Kickoff Meeting. The Project Manager and other key Contractor staff must be onsite at ODOT for the Kickoff Meeting.

The Contractor must present and confirm the high-level scope of work and planned phases in accordance with the RFP. This must include the scope of deliverables, functions, and features the implementation of the application intends to achieve.

Included with the Project Plan the Contractor must provide the following: Staffing Plan Draft Communication Plan Draft Change Control Process for the Project Draft Document Control Methodology Draft Risk Management Plan Draft Issue/Resolution Plan Preliminary Project Schedule

The Contractor must update the Project Plan with more detail throughout subsequent project phases and activities to address at a minimum the following subjects:

Discovery Design Development Training and User Manuals User Acceptance Test (UAT) Implementation and Acceptance, including Backup/Disaster Recovery and Business

Continuity

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Post-Implementation Support

Meeting Attendance and Reporting Requirements. The Contractor's project management approach for the work must adhere to the following work meeting and reporting requirements:

Immediate Reporting – The Contractor Project Manager or a designee must immediately report any Project Team staffing change to the ODOT Project Manager (See: Attachment Four: Part Two: Replacement Personnel).

Attend Weekly Status Meetings – The Contractor Project Manager and other key Project Team members must attend weekly status meetings with the ODOT Project Manager and other members of the State’s project team as deemed necessary to discuss work status, activities and issues. These weekly meetings must follow an agreed upon agenda and allow the Contractor and the State to discuss any issues that concern them.

Provide Weekly Status Reports – The Contractor Project Manager must provide written status reports to the ODOT Project Manager at least two (2) full State business days before each weekly status meeting.

o At a minimum, weekly status reports must contain the items identified below: Updated project schedule, along with a copy of the updated corresponding

Project Plan document (e.g., MS Project) on electronic media acceptable to the State

Status of currently planned tasks, specifically identifying tasks not on schedule and a resolution plan to return to the planned schedule

Issues encountered, proposed resolutions, and actual resolutions along with an updated issue tracking document

Identification of Risks, probability of them occurring, their impact to project scope/budget/schedule, included in an updated risk tracking document

Status of testing and specific results of any testing milestones Anticipated tasks to be completed in the next week Task and deliverable status, with percentage of completion and time ahead

or behind schedule for tasks and milestones Proposed changes to the work breakdown structure and/or project schedule Contractor staff assignments and/or changes

Note: The Contractor's proposed format and level of detail for the status report is subject to the State’s approval.

Prepare Quarterly Status Reports - During the work, the Contract Project Manager must submit a written quarterly status report to the ODOT Project Manager by the fifth business day following the end of each quarter. At a minimum, quarterly status reports must contain the following:

o A description of the overall completion status of the work in terms of the approved Project Plan (schedule and cost, if applicable)

o Updated work breakdown structure and project scheduleo The plans for activities scheduled for the next quartero The status of all deliverables, with percentage of completiono Time ahead or behind schedule for applicable taskso A risk analysis of actual and perceived problemso Testing status and test resultso Strategic changes to the Project Plan, if any

Contract Project Manager Deliverables:

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o Project Initiation, Facilitate Kickoff Meeting, prepare agenda and meeting minutes o Project Management Methodology

o Staffing Plano Communication Plano Change Control Processo Project Glossaryo Document Control Methodology o Risk Management Plano Issue / Resolution Plano Project schedule

o Updated Project Plan

Note: All documentation, manuals and other applicable project papers must be provided in hard copy format as well as electronic format. Electronic project papers and documentation must be provided as MS Office application files.

State Responsibilities:1. Provide access to ODOT staff as appropriate.2. Provide necessary workspace and supplies as identified in the Contractor’s Proposal

and mutually agreed to by the State.3. Review and approval of the delivered Project Management Methodology.4. Review and approval of the updated detailed Project Plan.

2. Discovery

The Contractor in conjunction with the appropriate State team, will analyze the project scope document and agree to the high-level terms therein. The Contractor along with the appropriate State team members will review the State’s Business, Feature, and Technical Requirements to obtain a broader description of the project with details of the business process and requirements. The Contractor must provide a System Requirements Specification document detailing and verifying the business requirements and processes, and how their solution will resolve them. The Contractor must begin working with the State teams to refine requirements contained in this RFP, and develop a Requirements Traceability Matrix. The Contractor must identify functionality, processes, and tools that may be required in the System design that will enable the Contractor to successfully implement their solution that meets the identified requirements of this RFP. Data Governance Standards and Data Governance Business Rules documents must be developed by the Contractor with input from appropriate State resources. Any additional functionality processes, and tools identified and recommended and not included in the Contractor’s accepted Proposal, must be reviewed and may be accepted by the State through the Change Control Process mutually agreed to by the Contractor and the State.

The requirements analysis and documentation activities completed through the Contract must include mutually agreeable meeting times between the ODOT SMEs and the Contractor’s Project Team to affirm and detail all requirements.

Included in the Discovery phase and associated documentation, the Contractor must develop and provide a Technical Environment Document that identifies at a minimum the Contractor’s:

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Database structure, and data upload and download and access methodology for system integration

Initial capacity / configuration considerations Security and system access environment Identification, documentation and mutual agreement to solution performance standards Identifies all additional hardware / software specifications that the State may need to

consider and procure for the ODOT end-user environment Development of a Test Strategy Development of a Training Plan

Contract Project Manager Deliverables:1. Project Team meetings, agendas, minutes 2. Updated Project Plan documents

o Staffing Plano Communication Plano Change Control Processo Project Glossaryo Document Control Methodology o Risk Management Plano Issue / Resolution Plano Project schedule

3. Refined System Requirements Specifications (SRS)4. Requirements Traceability Matrix5. Data Governance Standards6. Data Governance Business Rules7. Technical Environment Document8. Test Strategy9. Training Plan

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Review and approval of the updated detailed Project Plan documents3. Review and approval of System Requirements Specifications (SRS)4. Review and approval of the Technical Environment Document5. Review and approval of the Test Strategy6. Review and approval of the Training Plan

3. DesignThe Contractor must identify functionality, processes, and tools required in the project that will enable the Contractor to successfully implement their solution and meet the requirements identified in this RFP. Any additional functionality, processes, and tools identified and recommended that are not included in the Contractor’s accepted Proposal, may be reviewed and accepted by the State through the Change Control Process.

The Contractor must work with the ODOT Technical Lead, State Architect, DBAs, Network, and Server staff to develop a Software Architecture Design. The Software Architecture Design must contain the detailed IT requirements for the project, and will continue to be refined throughout the project.

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As part of this effort, the Contractor must work with ODOT staff to identify and document the bridge application interfaces, and provide a detailed data mapping solution document for the State’s approval. The Contractor must communicate with ODOT Project Manager and ODOT IT Manager concerning any integration solution that involves ODOT IT staff.

The offeror’s Proposal must describe the offeror’s approach, methods and tools for the design, development, and implementation of historical data conversion and data migration, including support and execution of the conversion activity after implementation.

The offeror must describe how it will meet the user configuration management requirements and provide the deliverables for this phase of the work documented in the RFP. The application must provide multi-level access to the application that involves management at the administrative level. It is important that the application utilizes configuration mechanisms to accomplish this goal.

The Contractor must provide a User Configuration Management Plan that includes the various facets of configuration. Including, but not limited to the following configurable management possibilities:

User/Role management at the various levels (internal users and external users) User preferences Web portal content management Legislative or Administrative changes that require business process changes Workflow and business rule process frequencies (e.g., alerts, approvals, deadlines, staff

routing)

The Contractor must complete the following design activities and tasks: Complete required configurations items and modifications to meet the agreed upon

application requirements as documented and approved during requirements analysis, including;

o Data construction: data structure, data acquisition, importing, cleansing, updating, and validation

o Application user and system software functionality and processeso Reporting and analysis functionality and processeso Hardware and software environment considerations for user communityo Appropriate design documentation

Contractor Deliverables:1. Software Architecture Design2. Application interfaces document and detailed mapping solution3. Detailed Data Conversion/Data Migration Strategy4. Users and user role migration strategy5. User Configuration Management Plan

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Review updated Project Plan documents3. Review and approve Software Architecture Design4. Review and approve the application interfaces and detailed mapping solution5. Review and approve the Data Conversion/Data Migration Strategy6. Review and approve the User Configuration Management Plan

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4. Development

The offeror must describe the offeror’s configuration and development approach, methods, tools, and techniques for completing the development process. Development tasks must include any data integration/migration tools required to populate the data structures in the Contractor’s proposed solution. During the Development project phase, the Contractor must also update, complete, and deliver all design and development documentation.

The Contractor must develop a Data Conversion Plan that includes the recommended conversion strategy for ODOT historical data. The Data Conversion Plan must address a Conversion Import Tool and a Conversion Manual data entry form that will be used to convert ODOT data into the Contractor’s bridge application solution. Throughout the application implementation, the Contractor must update and maintain, as needed, the approved Data Conversion Plan until all required data is converted.  In addition to addressing the conversion strategy the Conversion Plan must include the following elements, at a minimum:

Data mapping specifications Testing Timing considerations Data cleansing Data loading Error identification and correction Data validation Data reconciliation Data auditing (logging the entries)

Conversion Import Tool. The Contractor must provide the Conversion Import Tool that will import ODOT data that is formatted according to the Conversion Plan. The Conversion Plan must also describe how to successfully use the tool.

Conversion Manual Data Entry Form. The Contractor must also create a manual data entry form for ODOT operations who may choose to enter their data into the Contractor proposed solution. The Conversion Plan must also describe how to successfully use this manual conversion data entry form.

The functionality of both the Conversion Import Tool and the Conversion Manual Data Entry Form must take into consideration at a minimum, the listed elements above.

ODOT will use the Data Conversion Plan to identify how their internal data will be converted and the resources required to perform the conversion activities.

Coordinate Conversion Activities. The Contractor must coordinate the conversion efforts and identify the specific tasks and timelines in the project schedule.

Support Conversion Activities. The Contractor is also responsible for addressing any issues that arise in using the Historical Conversion Import Tool or manual conversion data entry form. The

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Historical Data Conversion Plan must also document the Contractor escalation tier in addressing the issues that arise in using the Historical Conversion Import Tool or the Historical conversion manual data entry form.

The Contractor must complete the following development activities and tasks: Develop a data integration/migration tools Install Contractor COTS solution Apply application security and access Apply user configurations Perform all necessary software upgrades as appropriate Finalize system test and user acceptance test scripts Finalize user training materials and documentation Document system administration, operations, training and support of the configuration

items, including identification of Contractor provided post-implementation support, backup/disaster recovery and business continuity plans

Deliver the finalized design and development documentation Conduct appropriate system, stress, integration testing of the software solution with a

mutually agreed to volume of data, number of users and user application activities

Contractor Deliverables:1. Update, completion, and delivery of all Design and Development Phase documentation2. Completion of identified configuration items and modification to the solution features to

provide or exceed the system requirements identified in the RFP, Supplements and agreed to in the Discovery phase

3. Develop a Data Conversion Plan4. Create a Conversion Manual Data Entry Form5. Develop/Identify an approved Conversion Import Tool6. Coordinate and/or support conversion activities7. Installation of the COTS solution8. Application of user configurations to software9. Certification that the configuration item functionality as designed and developed is in

compliance with State and Federal guidelines10. System Test documentation that identifies and establishes that appropriate data and

configuration item functionality has been successfully completed and that the configuration items solution data and functionality is working as designed to meet the requirements identified

11. Certification letter stating that all User Acceptance Testing (UAT), stress and integration testing has been completed successfully with acceptance by the State

State Responsibilities:1. Provide access to ODOT and Local Agency staff as appropriate2. Final review and approval of all Design and Development phase documentation3. Review all system, stress and integration test results

5. Training and User Manuals

The Contractor must assist ODOT with the setup of the training environment, via the internet, that replicates the production environment. The Contractor must conduct at least 2 training sessions for every type of audience and provide online demos (webinars).

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Course Design and Scheduling. The Contractor must develop the Training Plan based on the functional and technical components of the system. Training must be provided for multiple types of courses and audiences (e.g., ODOT training, other State Agency and external users). The Training Plan must include curriculum designed for Contractor instructor led courses and ODOT Train the Trainer courses and webinars.

The Training Plan must include:

Learning objectives A matrix of ODOT staff and which components of the training each group will need A description of all training method to be used (e.g. hands on, webinar, lecture…) A description of all training materials that will be required/developed/used Recommended follow-up activities that ensure training transfers to the workplace.

Trainees must have a formalized vendor-supported help-desk for questions from all users, for at least 180 days after implementation

A description of the activities and practice exercises A description of any electronic (web based, CBT etc.) assessment tools or other

computer based training options. In the event ODOT decides to develop any of the content into e-learning, the Contractor must provide assistance with any training development, implementation, feedback and review of the materials

A training manual for training groups which could be copied and distributed A description of the levels of online help will be incorporated into the system

The Contractor must provide training in the categories listed below.

1. Webinar/demo - The Contractor must provide webinar demonstrating the major functions within the system appropriate for all levels of users. This webinar will be utilized for training and made a part of the final system so the new users will have an online training tool to assist in learning the system’s functionality

2. UAT Staff - The Contractor must train appropriate ODOT and Local Agency staff in the functions, work flow, features, configuration, and operations of the system for successful execution of UAT

3. Train the Trainer End User Training - The training must be geared toward the understanding of the overall operation of the functions and administration of the systema. The Contractor must provide this training for a maximum of 20 user/management

and administrative Train-the-Trainer staffb. The ODOT Train-the-Trainer staff will train other ODOT staff

i. The instructor(s) must train, coach and mentor trainers as they learn the curriculum

ii. This training must cover using tools related to user configuration, management and administration of business rules

iii. This training must cover tools related to profiles, management reports, reassignment, workflow/work list, dashboards and thresholds

iv. This training must cover the overall end-user experience and workflow for program staff using the system for day to day operations for the State’s program and common supportive requirements

v. This training must cover the overall user experience for the external facing Portal used by internal and external users for viewing and self-service tasks.

4. Contractor must train on mobile apps and/or devices

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5. Contractor must train appropriate technical staff who will support the application post-implementation

Training Facilities. ODOT will provide classrooms at a designated State training site(s). Classrooms include internet connections and materials (personal computers, desks, chairs, etc.) necessary for 12 to 15 students per class. The training presentation style must be hands-on, instructor led. ODOT may record any training sessions and use any training materials for future training, user documentation, or promotional use.

Training Materials. The Contractor must develop necessary training materials for all courses. All training materials must be reviewed and approved by ODOT prior to the start of training. The Contractor must provide the rights to reproduce training materials as needed.

Training Delivery. Prior to deployment, the Contractor must submit a letter certifying the completion of functional and technical (if necessary) training.

Creation of User Manuals. The Contractor must create or update, maintain throughout the project lifecycle and provide at Project Close Out the following documentation:

User Documentation. User Documentation for the system must include, but is not limited to: log-on and log-off procedures, basic access, user account, user role and help procedures and navigation instructions. The Contractor must prepare user documentation for each functional component of the system.

System Administration Documentation. The System Administration Documentation must describe the operation and administration of all administrative functions included in the system. This documentation must describe the security roles necessary for the operation and administration of each function. The manual must be organized by the audience and administrative function.

Contractor Deliverables:1. Finalized Training Plan2. Training Curriculum3. Training Materials4. Letter Certifying Completion of Training Delivery5. User and System Administration Documentation

6. Development and delivery of Training Materials and User Manuals for both State end-users and administrative staff.

The Contractor must provide all operational documents including user manuals for all end-users and administrative users that provides at minimum the log on and log off procedures, procedures for queries, building of ad hoc queries and reports, special conditions, system use, basic access, navigation instructions, etc.

State Responsibilities:1. Provide training environment(s) for all types of devices included in this solution 2. Provide appropriate training facilities3. Provide the data on which to train4. Monitor execution of the Training Plan

6. User Acceptance Test (UAT)

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The Contractor must develop, a UAT plan that covers, at a minimum: Documentation of UAT cases, scripts, procedures, timelines and processes Training of designated UAT staff before the actual testing Scope of the tests and expected outcomes for both software functionality and manual

procedures Methods for reporting, reviewing, and correcting discrepancies identified during UAT

Monitor and Support the UAT Processes. The Contractor must monitor and support the UAT process. During UAT, staff trained by the Contractor must use the system to test the system functionality. The Contractor must support this effort in the following ways:

Provide data to execute the user acceptance test Provide full time, on-site Contractor staff to assist State staff for the first two weeks of the

UAT and have these specialists on-call throughout the duration of UAT Work with State staff to operate the system

Log, Track and Resolve System and Database Problems. The Contractor must track all defects throughout UAT and repair the defects throughout the UAT process. All corrections must be reported to the ODOT Project Manager.

Produce UAT Final Report. The Contractor must provide the UAT Final Report which includes the UAT outcome. The UAT Final Report must include enough information to permit ODOT to validate that the test has been successfully executed. The Contractor must include all defects identified and their resolutions in the UAT Final Report.

Certify System is ready for Deployment. The Contractor must provide a UAT certification letter, in writing, that UAT was successfully completed and the system is ready for production.

Contractor Deliverables:1. UAT Test Plan2. Conduct user acceptance testing, documenting results of testing, and providing support

for identification of resolutions to issues arising from testing, including fixes and modification and documentation

3. Contractor performs Quality Control on fixes prior to releasing them to the UAT environment

4. Certification letter stating that all user solution and functionality acceptance testing has been conducted and successfully completed, and the system is ready for production

5. UAT Final Report

State Responsibilities: 1. Execute UAT Plan2. Provide users access to UAT environment3. Review and acceptance of UAT Final Report4. Confirm receipt of certification letter from UAT5. Provide an environment suitable to perform UAT

7. Implementation and Acceptance

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The offeror’s Proposal must fully describe the offeror’s approach, methods, tools, and techniques for deploying/implementing the offeror’s System. Provide production implementation and on-going production support services for the implemented Bridge Software Applications, including at minimum software maintenance, and software upgrades, including ongoing technical support and assistance.

8. Post-Implementation Support

The Contractor must provide post implementation “on-going production” support for the system through the term of the Contract, including annual renewals. The Contractor must develop and submit for approval a Post-Implementation Support Plan which identifies both the Contractor and the State production environment activities and responsibilities, at a minimum this document must identify:

The Contractor’s methodology and processes for upgrading and enhancing the system’s hardware infrastructure and base software components (e.g., application software, tools, database, etc.)

The Contractor’s on-going production responsibilities, including at minimum proposed solution administration/operations, technical support and hardware/software maintenance support

Other Contractor solution consulting and support services that are available to the State State responsibilities as they may pertain to the on-going production hardware and software

implemented for the web-enabled user environment Contractor will provide post-implementation support through whichever is longer:

o one (1) successful NBI File submission and through one (1) successful NBE File submission which are accepted by the Federal Highway Administration

o or for 180 days following the implementation and acceptance of the application by ODOT

Contractor Deliverables:1. Post-Implementation Support Plan.2. Provide production technical support via a toll-free number for appropriate State staff to call

regarding user or solution questions. Production technical support must be provided from 5:00 a.m. to 11:59 p.m. Columbus, Ohio local time during State business days

a. Incoming calls must be responded to within two hours and substantive responses to user questions must be provided within eight hours (e.g., assistance resolving minor support/administrative issues, retrieving desired data, formatting and saving queries and reports, Bridge Application query results, alternative ways to group, present, or otherwise enhance the understanding of reports, etc.),

b. Calls of a critical nature (e.g., system down, critical functionality not working correctly, etc.) must be responded to within one hour and substantive responses or resolution provided within four hours

c. The Contractor must provide a complete response or resolution to all calls within 48 hours of the call being logged or a time mutually agreed to by the Contractor and the State

3. Provide production environment maintenance and support of the system and State web-enabled user software and tools, including:

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a. Updates, patches and repairsb. Correction of application defectsc. On-site technical support as required

4. Provided routine system metrics as follows, including documenting problems encountered during implementation of the system and during on-going production support period:

a. Problem descriptionb. Type of problemc. Number of problemsd. Anticipated fix datee. Resolutionf. Frequency of problem occurrence and problem cause(s)

5. Identification of timeframes for correcting application and database defects6. Successful submission of the solution’s first NBI File to FHWA7. Successful submission of the solution’s first NBE File to FHWA

State Responsibilities:1. Review Post Implementation Support Plan providing feedback, revisions and approval

as appropriate2. Review Contractor provided artifacts and documentation providing feedback, revisions

and approval as appropriate3. Provide appropriate feedback on solution response time, user functionality and system

operations4. Review, provide revisions and/or approve Contractor Deliverables and applicable

system changes5. Maintain all solution software and tool licensing and maintenance support for the State’s

user and business consultant environments6. Provide Final Project acceptance.

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