3513R13 RFP Document

3513R13 RFP Document
REQUEST FOR PROPOSALS FOR
AUTOMATED FUELS CONTROL SYSTEM (AFCS)
ISSUING OFFICE
PENNSYLVANIA DEPARTMENT OF TRANSPORTATION
RFP NUMBER
3513R13
DATE OF ISSUANCE
FEBRUARY 9, 2015
i
REQUEST FOR PROPOSALS FOR
AUTOMATED FUELS CONTROL SYSTEM (AFCS)
TABLE OF CONTENTS
CALENDAR OF EVENTS
iii
Part I—GENERAL INFORMATION
1
Part II—PROPOSAL REQUIREMENTS
10
Part III—CRITERIA FOR SELECTION
16
Part IV—WORK STATEMENT
21
APPENDIX A
APPENDIX B
APPENDIX C
APPENDIX D
APPENDIX E
APPENDIX F
APPENDIX G
APPENDIX H
APPENDIX I
APPENDIX J
APPENDIX K
APPENDIX L
APPENDIX M
APPENDIX N
APPENDIX O
APPENDIX P
APPENDIX Q
APPENDIX R
APPENDIX S
APPENDIX T
APPENDIX U
SAMPLE CONTRACT
SERVICE LEVEL AGREEMENT
IT CONTRACT TERMS AND CONDITIONS
DOMESTIC WORKFORCE UTILIZATION CERTIFICATE
COST SUBMITTAL
PROPOSAL COVER SHEET
WORK ORDER REQUIREMENTS
SAMPLE WORK ORDER AUTHORIZATION PAGE
OS-501 CONFIRMATION OF SERVICES
AFCS USE CASE EVALUATION CRITERIA
PENNDOT FIXED AND MOBILE FUEL SITES
PENNDOT DUMP TRUCK LISTING
DIAGRAM OF CURRENT AUTOMATED FUELS CONTROL
SYSTEM
DIAGRAM OF PREFERRED AUTOMATED FUELS CONTROL
SYSTEM
PENNDOT ENTERPRISE IT STANDARDS
ACRONYMS AND TERMS
SMALL DIVERSE BUSINESS (SDB) LETTER OF INTENT
PENNDOT DISTRICT MAP
OFFEROR TECHNOLOGY LIST
PENNDOT SAMPLE REPORTS AND DATA FILE LAYOUTS
PENNDOT FUEL TRUCK SPECIFICATIONS
ii
CALENDAR OF EVENTS
The Commonwealth will make every effort to adhere to the following schedule:
Activity
Responsibility
Time/Date
Potential
Offerors
Tuesday,
February 17, 2015
2:00pm
Issuing
Office/Potential
Offerors
Tuesday,
March 3, 2015
1:00pm
Answers to Potential Offeror questions posted to the
DGS
website http://www.dgsweb.state.pa.us/RTA/Search.as
px) no later than this date.
Issuing Office
Tuesday,
March 10, 2015
Please monitor website for all communications regarding
the RFP.
Potential
Offerors
On-going
Potential
Offerors
March 11, 2015 to
March 24, 2015
Offerors
Tuesday,
April 14, 2015
12:00pm
Deadline to submit Questions via email to:
[email protected]
Pre-proposal Conference – Location
Pennsylvania Department of Transportation
Commonwealth Keystone Building
400 North Street, 5th Floor, Bid Room
Harrisburg, PA 17120
Offeror Site Assessment Opportunity
*See Part IV, Section IV-3, I. Site Assessments for more
information.
Sealed proposal must be received by the Issuing Office
at:
Pennsylvania Department of Transportation
Bureau of Office Services
ATTN: David J. Weaver – Issuing Officer
400 North Street, 5th Floor
Harrisburg, PA 17120
*Note: Due to increased security requirements in the
Commonwealth’s mail processing operations, all
incoming mail to the Keystone Building is routed,
scanned and sorted at an off-site location prior to
delivery. This includes overnight deliveries. Be aware
when submitting bid documents via overnight delivery
services, there is no guarantee that the bid documents
will be received in the Issuing office when required.
Bids which are received late will be rejected regardless
iii
PART I
GENERAL INFORMATION
I-1.
Purpose. This Request for Proposals (RFP) provides to those interested in submitting
proposals for the subject procurement (“Offerors”) sufficient information to enable them to
prepare and submit proposals for the Pennsylvania Department of Transportation’s (PennDOT)
consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a
need for component and software replacement for a new Automated Fuels Control System
(“Project”).
I-2.
Issuing Office. The PennDOT’s Bureau of Office Services (“Issuing Office”) has issued
this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for
this RFP shall be David J. Weaver, the Issuing Officer for this RFP. Please refer all inquiries to
the PennDOT Issuing Officer via e-mail at [email protected] or at:
Pennsylvania Department of Transportation
Bureau of Office Services
Attn: David J. Weaver, Issuing Officer
400 North Street, 5th Floor
Harrisburg, PA 17120
I-3.
Scope. This RFP contains instructions governing the requested proposals, including the
requirements for the information and material to be included; a description of the service to be
provided; requirements which Offerors must meet to be eligible for consideration; general
evaluation criteria; and other requirements specific to this RFP.
I-4.
Problem Statement. PennDOT is in need of a qualified Offeror interested in providing
all necessary hardware, software, integration with key internal and external systems, and
associated implementation, maintenance and knowledge transfer services for a new statewide
Automated Fuels Control System (AFCS). Currently, PennDOT’s AFCS is used to record the
fueling of all of its equipment including vehicles, equipment, and tools. This information is used
by fleet managers in managing the fleet. The AFCS also assists in determining miles, gallons
consumed, and hours of usage to schedule equipment preventative maintenance; and for
determining and controlling overall equipment operating costs. Additional detail is provided in
Part IV of this RFP.
I-5.
Type of Contract. It is proposed that if the Issuing Office enters into a contract as a
result of this RFP, it will be a Deliverable-Based Established-Price and Work-Order-Driven
Contract with Escalation containing the standard IT Contract Terms and Conditions as shown
in
Appendix
C
and
available
at
http://www.dgsweb.state.pa.us/comod/CurrentForms/IT_Terms_and_Conditions.doc.
The Issuing Office, in its sole discretion, may undertake negotiations with Offerors whose
proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and
capable of performing the Project.
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I-6.
Rejection of Proposals. The Issuing Office reserves the right, in its sole and complete
discretion, to reject any proposal received as a result of this RFP.
I-7.
Incurring Costs. The Issuing Office is not liable for any costs the Offeror incurs in
preparation and submission of its proposal, in participating in the RFP process or in anticipation
of award of the contract.
I-8.
Pre-proposal Conference. The Issuing Office will hold a Pre-proposal Conference as
specified in the Calendar of Events. The purpose of this conference is to provide opportunity for
clarification of the RFP. Offerors should forward all questions to the Issuing Office in
accordance with Part I, Section I-9 to ensure adequate time for analysis before the Issuing
Office provides an answer. Offerors may also ask questions at the conference. In view of the
limited facilities available for the conference, Offerors should limit their representation to two
(2) individuals per Offeror. The Pre-proposal Conference is for information only. Any answers
furnished during the conference will not be official until they have been verified, in writing, by
the Issuing Office. All questions and written answers will be posted on the Department of
General Services’ (DGS) website as an addendum to, and shall become part of, this RFP.
Attendance at the Pre-proposal Conference is optional. However, interested parties are strongly
encouraged to attend the Pre-proposal Conference.
I-9.
Questions & Answers. If an Offeror has any questions regarding this RFP, the Offeror
must submit the questions by email to [email protected] (with the subject line
“RFP 3513R13 Question”) to the Issuing Officer named in Part I, Section I-2 of the RFP. If
the Offeror has questions, they must be submitted via electronic mail (e-mail) no later than the
date indicated on the Calendar of Events. The Offeror shall not attempt to contact the Issuing
Officer by any other means. The Issuing Officer will post the answers to the questions on the
DGS website by the date stated on the Calendar of Events. An Offeror who submits a question
after the deadline date for receipt of questions indicated on the Calendar of Events assumes the
risk that its proposal will not be responsive or competitive because the Commonwealth is not
able to respond before the proposal receipt date or in sufficient time for the Offeror to prepare a
responsive or competitive proposal. When submitted after the deadline date for receipt of
questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an
administrative nature by directing the questioning Offeror to specific provisions in the RFP. To
the extent that the Issuing Office decides to respond to a non-administrative question after the
deadline date for receipt of questions indicated on the Calendar of Events, the answer must be
provided to all Offerors through an addendum.
All questions and responses as posted on the DGS website are considered as an addendum to,
and part of, this RFP in accordance with RFP Part I, Section I-10. Each Offeror shall be
responsible to monitor the DGS website for new or revised RFP information. The Issuing Office
shall not be bound by any verbal information nor shall it be bound by any written information
that is not either contained within the RFP or formally issued as an addendum by the Issuing
Office. The Issuing Office does not consider questions to be a protest of the specifications or of
the solicitation. The required protest process for Commonwealth procurements with PennDOT
is contained in Part I, Section I-27 to this RFP.
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I-10. Addenda to the RFP. If the Issuing Office deems it necessary to revise any part of this
RFP before the proposal response date, the Issuing Office will post an addendum to the DGS
website at http://www.dgsweb.state.pa.us/RTA/Search.aspx. It is the Offeror’s responsibility
to periodically check the website for any new information or addenda to the RFP. Answers to
the questions asked during the Questions & Answers period also will be posted to the website as
an addendum to the RFP.
I-11. Response Date. To be considered for selection, hard copies of proposals must arrive at
the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The
Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send
proposals by mail or other delivery service should allow sufficient delivery time to ensure timely
receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the
Commonwealth office location to which proposals are to be returned is closed on the proposal
response date, the deadline for submission will be automatically extended until the next
Commonwealth business day on which the office is open, unless the Issuing Office otherwise
notifies Offerors. The hour for submission of proposals shall remain the same. The Issuing
Office will reject, unopened, any late proposals.
I-12. Proposals. To be considered, Offerors should submit a complete response to this RFP to
the Issuing Office, using the format provided in Part II, providing eleven (11) paper copies of
the Technical Submittal and two (2) paper copies of the Cost Submittal and two (2) paper
copies of the Small Diverse Business (SDB) participation submittal. For each submittal type
(i.e. Technical, Cost, and Small Diverse Business), Offerors must submit at least one (1)
submittal containing an original signature and be identified as the “Original”. In addition to the
paper copies of the proposal, Offerors shall submit two (2) complete and exact copies of the
entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on
separate CDs or Flash drives in Microsoft Office or Microsoft Office-compatible format. The
electronic copy must be a mirror image of the paper copy and any spreadsheets must be in
Microsoft Excel. The Offerors may not lock or protect any cells or tabs. Offerors should ensure
that there is no costing information in the technical submittal. Offerors should not reiterate
technical information in the cost submittal. The CD or Flash drive should clearly identify the
Offeror and include the name and version number of the virus scanning software that was used to
scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution
of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant.
Each proposal page should be numbered for ease of reference. An official authorized to bind the
Offeror to its provisions must sign the proposal. When the official signs the Proposal Cover
Sheet (see Appendix F - Proposal Cover Sheet) and the Proposal Cover Sheet is attached to the
Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid
for 120 days or until a contract is fully executed. If the Issuing Office selects the Offeror’s
proposal for award, the contents of the Offeror’s proposal will become, except to the extent the
contents are changed through Best and Final Offers or negotiations, contractual obligations.
Each Offeror submitting a proposal specifically waives any right to withdraw or modify it,
except that the Offeror may withdraw its proposal by written notice received at the Issuing
Office’s address for proposal delivery prior to the exact hour and date specified for proposal
receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to
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the exact hour and date set for proposal receipt, provided the withdrawing person provides
appropriate identification and signs a receipt for the proposal. An Offeror may modify its
submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a
new sealed proposal or sealed modification which complies with the RFP requirements.
I-13. Small Diverse Business Information. The Issuing Office encourages participation by
small diverse businesses as prime contractors, and encourages all prime contractors to make a
significant commitment to use small diverse businesses as subcontractors and suppliers.
A Small Diverse Business (SDB) is a DGS-verified minority-owned business, woman-owned
business, veteran-owned business or service-disabled veteran-owned business.
A small business is a business in the United States which is independently owned, not dominant
in its field of operation, employs no more than 100 full-time or full-time equivalent employees,
and earns less than $7 million in gross annual revenues for building design, $20 million in gross
annual revenues for sales and services and $25 million in gross annual revenues for those
businesses in the information technology sales or service business.
Questions regarding this Program can be directed to:
Department of General Services
Bureau of Small Business Opportunities
Room 611, North Office Building
Harrisburg, PA 17125
Phone: (717) 783-3119
Fax: (717) 787-7052
Email: [email protected]
Website: www.dgs.state.pa.us
The Department’s directory of Bureau of Small Business Opportunities (BSBO) verified
minority, women, veteran and service disabled veteran-owned businesses can be accessed
from: Searching for Small Diverse Businesses.
I-14. Economy of Preparation. Offerors should prepare proposals simply and economically,
providing a straightforward, concise description of the Offeror’s ability to meet the requirements
of the RFP. The proposal should not be more than 75 pages. This excludes the table of contents,
dividers, Offeror appendices (both supportive and required which includes financial documents,
resumes etc.). Resumes should be limited to two (2) pages for each individual resume. Duplex
printing is acceptable and suggested.
I-15. Alternate Proposals. The Issuing Office has identified the basic approach to meeting its
requirements, allowing Offerors to be creative and propose their best solution to meeting these
requirements. The Issuing Office will not accept alternate proposals.
I-16. Discussions for Clarification. Offerors may be required to make an oral or written
clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and
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Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests
for clarification. Clarifications may occur at any stage of the evaluation and selection process
prior to contract execution.
I-17. Prime Contractor Responsibilities. The contract will require the Selected Offeror to
assume responsibility for all services offered in its proposal whether it produces them itself or by
subcontract. The Issuing Office will consider the Selected Offeror to be the sole point of contact
with regard to contractual matters.
I-18.
Proposal Contents.
A. Confidential Information. The Commonwealth is not requesting, and does not
require, confidential proprietary information or trade secrets to be included as part of
Offerors submissions in order to evaluate proposals submitted in response to this
RFP. Accordingly, except as provided herein, Offerors should not label proposal
submissions as confidential or proprietary or trade secret protected. Any Offeror who
determines that it must divulge such information as part of its proposal must submit the
signed written statement described in subsection c. below and must additionally provide a
redacted version of its proposal, which removes only the confidential proprietary
information and trade secrets, for required public disclosure purposes.
B. Commonwealth Use. All material submitted with the proposal shall be considered the
property of the Commonwealth of Pennsylvania and may be returned only at the Issuing
Office’s option. The Commonwealth has the right to use any or all ideas not protected by
intellectual property rights that are presented in any proposal regardless of whether the
proposal becomes part of a contract. Notwithstanding any Offeror copyright designations
contained on proposals, the Commonwealth shall have the right to make copies and
distribute proposals internally and to comply with public record or other disclosure
requirements under the provisions of any Commonwealth or United States statute or
regulation, or rule or order of any court of competent jurisdiction.
C. Public Disclosure. After the award of a contract pursuant to this RFP, all proposal
submissions are subject to disclosure in response to a request for public records made
under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal
submission contains confidential proprietary information or trade secrets, a signed written
statement to this effect must be provided with the submission in accordance with 65 P.S.
§ 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11)
from public records requests. If financial capability information is submitted in response
to Part II of this RFP such financial capability information is exempt from public records
disclosure under 65 P.S. § 67.708(b)(26).
I-19.
Best and Final Offers.
A. While not required, the Issuing Office reserves the right to conduct discussions with
Offerors for the purpose of obtaining “best and final offers.” To obtain best and final
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offers from Offerors, the Issuing Office may do one or more of the following, in any
combination and order:
1.
2.
3.
4.
Schedule oral presentations;
Request revised proposals;
Conduct a reverse online auction; and
Enter into pre-selection negotiations.
B. The following Offerors will not be invited by the Issuing Office to submit a Best and
Final Offer:
1. Those Offeror’s which the Issuing Office has determined to be not responsible or
whose proposals the Issuing Office has determined to be not responsive.
2. Those Offeror’s which the Issuing Office has determined in accordance with Part
III, Section III-5, from the submitted and gathered financial and other
information; do not possess the financial capability, experience or qualifications
to assure good faith performance of the contract.
3. Those Offeror’s whose score for their technical submittal of the proposal is less
than 70% of the total amount of technical points allotted to the technical criterion.
The Issuing Office may further limit participation in the best and final offers process to
those remaining responsible providers which the Issuing Office has, within its discretion,
determined to be within the top competitive range of responsive proposals.
C. The Evaluation Criteria found in Part III, Section III-4, shall also be used to evaluate
the Best and Final offers.
D. Price reductions offered through any reverse online auction shall have no effect upon the
Offeror’s Technical Submittal. Dollar commitments to Small Diverse Businesses can be
reduced only in the same percentage as the percent reduction in the total price offered
through any reverse online auction or negotiations.
I-20. News Releases. Offerors shall not issue news releases, Internet postings, advertisements
or any other public communications pertaining to this Project without prior written approval of
the Issuing Office, and then only in coordination with the Issuing Office.
I-21. Restriction of Contact. From the issue date of this RFP until the Issuing Office selects
a proposal for award, the Issuing Officer is the sole point of contact concerning this RFP. Any
violation of this condition may be cause for the Issuing Office to reject the offending Offeror’s
proposal. If the Issuing Office later discovers that the Offeror has engaged in any violations of
this condition, the Issuing Office may reject the offending Offeror’s proposal or rescind its
contract award. Offerors must agree not to distribute any part of their proposals beyond the
Issuing Office. An Offeror who shares information contained in its proposal with other
Commonwealth personnel and/or competing Offeror personnel may be disqualified.
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I-22. Issuing Office Participation. Offerors shall provide all services, supplies, facilities, and
other support necessary to complete the identified work, except as otherwise provided in this
Part I, Section I-22. PennDOT will provide a Project Manager who will provide guidance and
project oversight.
I-23. Term of Contract. The term of the contract will commence on the Effective Date and
will end after forty-eight (48) months. The Issuing Office will fix the Effective Date after the
contract has been fully executed by the Selected Offeror and by the Commonwealth and all
approvals required by Commonwealth contracting procedures have been obtained. The Selected
Offeror shall not start the performance of any work prior to the Effective Date of the contract and
the Commonwealth shall not be liable to pay the Selected Offeror for any service or work
performed or expenses incurred before the Effective Date of the contract.
The Commonwealth’s Contracting Officer may renew this contract upon the same terms and
conditions, incrementally or in one step, for a period of up to thirty-six (36) months by written
notification to the Selected Offeror by the Contracting Officer. The Issuing Office may extend
this contract incrementally or in one step, for a period of up to three (3) months, by written
notification to the Selected Offeror. Any renewal will be under the same terms and conditions;
however, the cost may be increased up to a maximum of three percent (3%) subject to
PennDOT’s approval during each renewal term.
I-24. Provider’s Representations and Authorizations. By submitting its proposal, each
Offeror understands, represents, and acknowledges that:
A. All of the Offeror’s information and representations in the proposal are material and
important, and the Issuing Office may rely upon the contents of the proposal in awarding
the contract(s). The Commonwealth shall treat any misstatement, omission or
misrepresentation as fraudulent concealment of the true facts relating to the Proposal
submission, punishable pursuant to 18 Pa. C.S. § 4904.
B. The Offeror has arrived at the price(s) and amounts in its proposal independently and
without consultation, communication, or agreement with any other Offeror or potential
Offeror.
C. The Offeror has not disclosed the price(s), the amount of the proposal, nor the
approximate price(s) or amount(s) of its proposal to any other firm or person who is an
Offeror or potential Offeror for this RFP, and the Offeror shall not disclose any of these
items on or before the proposal submission deadline specified in the Calendar of Events
of this RFP.
D. The Offeror has not attempted, nor will it attempt, to induce any firm or person to refrain
from submitting a proposal on this contract, or to submit a proposal higher than this
proposal, or to submit any intentionally high or noncompetitive proposal or other form of
complementary proposal.
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E. The Offeror makes its proposal in good faith and not pursuant to any agreement or
discussion with, or inducement from, any firm or person to submit a complementary or
other noncompetitive proposal.
F. To the best knowledge of the person signing the proposal for the Offeror, the Offeror, its
affiliates, subsidiaries, officers, directors, and employees are not currently under
investigation by any governmental agency and have not in the last four (4) years been
convicted or found liable for any act prohibited by State or Federal law in any
jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on
any public contract, except as the Offeror has disclosed in its proposal.
G. To the best of the knowledge of the person signing the proposal for the Offeror and
except as the Offeror has otherwise disclosed in its proposal, the Offeror has no
outstanding, delinquent obligations to the Commonwealth including, but not limited to,
any state tax liability not being contested on appeal or other obligation of the Offeror that
is owed to the Commonwealth.
H. The Offeror is not currently under suspension or debarment by the Commonwealth, any
other state or the federal government, and if the Offeror cannot so certify, then it shall
submit along with its proposal a written explanation of why it cannot make such
certification.
I. The Offeror has not made, under separate contract with the Issuing Office, any
recommendations to the Issuing Office concerning the need for the services described in
its proposal or the specifications for the services described in the proposal.
J. Each Offeror, by submitting its proposal, authorizes Commonwealth agencies to release
to the Commonwealth information concerning the Offeror's Pennsylvania taxes,
unemployment compensation and workers’ compensation liabilities.
K. Until the Selected Offeror receives a fully executed and approved written contract from
the Issuing Office, there is no legal and valid contract, in law or in equity, and the Offeror
shall not begin to perform.
I-25.
Notification of Selection.
A. Contract Negotiations. The Issuing Office will notify all Offerors in writing of the
Offeror selected for contract negotiations after the Issuing Office has determined, taking
into consideration all of the evaluation factors, the proposal that is the most advantageous
to the Issuing Office.
B. Award. Offerors whose proposals are not selected will be notified when contract
negotiations have been successfully completed and the Issuing Office has received the
final negotiated contract signed by the Selected Offeror.
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I-26. Debriefing Conferences. Upon notification of award, Offerors whose proposals were
not selected will be given the opportunity to be debriefed. The Issuing Office will schedule the
debriefing at a mutually agreeable time. The debriefing will not compare the Offeror with other
Offerors, other than the position of the Offeror’s proposal in relation to all other Offeror
proposals. An Offeror’s exercise of the opportunity to be debriefed does not constitute nor toll
the time for filing a protest. (see Part I, Section I-27 of this RFP)
I-27. RFP Protest Procedure. Any protest arising from the award or non-award of a Contract
by PennDOT as a result of this RFP must be filed in writing with the Secretary of the
Department of Transportation and follow the procedures set forth in Section 1711.1 of the
Procurement Code, 62 Pa.C.S. § 1711.1. A protest by a party not submitting a proposal must be
filed within seven (7) days after the protesting party knew or should have known of the facts
giving rise to the protest, but no later than the proposal submission deadline specified in the
Calendar of Events of the RFP. Offerors may file a protest within seven (7) days after the
protesting Offeror knew or should have known of the facts giving rise to the protest, but in no
event may an Offeror file a protest later than seven (7) days after the date the notice of award of
the contract is posted on the DGS website. The date of filing is the date of receipt of the
protest. A protest must be filed in writing with the Issuing Office.
I-28. Information Technology Policies. This RFP is subject to the Information Technology
Bulletins (ITB’s) issued by the Office of Administration, Office for Information Technology
(OA-OIT). ITB’s may be found at:
http://www.portal.state.pa.us/portal/server.pt?open=512&objID=416&PageID=210791&mode=2
All proposals must be submitted on the basis that all ITBs are applicable to this procurement. It
is the responsibility of the Offeror to read and be familiar with the ITBs. Notwithstanding the
foregoing, if the Offeror believes that any ITB is not applicable to this procurement, it must list
all such ITBs in its technical submittal, and explain why it believes the ITB is not applicable.
The Issuing Office may, in its sole discretion, accept or reject any request that an ITB not be
considered to be applicable to the procurement. The Offeror’s failure to list an ITB will result in
its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that
it would be in the best interest of the Commonwealth to waive the pertinent ITB.
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PART II
PROPOSAL REQUIREMENTS
Offerors must submit their proposals in the format, including heading descriptions, outlined
below. To be considered, the proposal must respond to all requirements in this part of the RFP.
Offerors should provide any other information thought to be relevant, but not applicable to the
enumerated categories, as an appendix to the proposal. All cost data relating to this proposal and
all Small Diverse Business cost data should be kept separate from and not included in the
Technical Submittal. Each proposal shall consist of the following three (3) separately sealed
submittals:
A. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through
II-8;
B. Small Diverse Business participation submittal, in response to RFP Part II, Section II-9
and;
C. Cost Submittal, in response to RFP Part II, Section II-10.
The Issuing Office reserves the right to request additional information which, in the Issuing
Office’s opinion, is necessary to assure that the Offeror’s competence, number of qualified
employees, business organization, and financial resources are adequate to perform according to
the RFP.
The Issuing Office may make investigations as deemed necessary to determine the ability of the
Offeror to perform the project, and the Offeror shall furnish to the Issuing Office all requested
information and data. The Issuing Office reserves the right to reject any proposal if the evidence
submitted by, or investigation of, such Offeror fails to satisfy the Issuing Office that such Offeror
is properly qualified to carry out the obligations of the RFP and to complete the project as
specified.
II-1. Statement of the Problem. State in succinct terms your understanding of the problem
presented or the service required by this RFP.
II-2. Management Summary. Include a narrative description of the proposed effort and a list
of the items to be delivered or services to be provided.
II-3. Work Plan. Describe in narrative form your technical plan for accomplishing the work.
Use the task descriptions in Part IV, Section IV-4 of this RFP as your reference point.
Modifications of the task descriptions are permitted; however, reasons for changes should be
fully explained. Indicate the number of person hours allocated to each task. Include a Program
Evaluation and Review Technique (PERT) or similar type display, time related, showing each
event. If more than one approach is apparent, comment on why you chose this approach.
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II-4. Prior Experience. Include experience with implementing, maintaining, and providing
ongoing service to AFCS. Experience shown should be work done by individuals who will be
assigned to this project as well as that of your company. Studies or projects referred to must be
identified and the name of the customer shown, including the name, address, and telephone
number of the responsible official of the customer, company, or agency who may be contacted.
II-5. Personnel. Include the number of executive and professional personnel, analysts,
auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show
where these personnel will be physically located during the time they are engaged in the project.
For key personnel, include the employee’s name and, through a resume or similar document, the
project personnel’s education and experience in AFCS. Indicate the responsibilities each
individual will have in this project and how long each has been with your company. Identify by
name any subcontractors you intend to use and the services they will perform. The Selected
Offeror shall also provide factory-certified technicians and/or installers during all phases of this
project. All project staffing changes must be approved by PennDOT Project Manager.
II-6. Training. If appropriate, indicate recommended training of agency personnel. Include
the agency personnel to be trained, the number to be trained, duration of the program, place of
training, curricula, training materials to be used, number and frequency of sessions, and number
and level of instructors.
II-7. Financial Capability. Describe your company’s financial stability and economic
capability to perform the contract requirements. Provide your company’s financial statements
(audited, if available) for the past three (3) fiscal years. Financial statements must include the
company’s Balance Sheet and Income Statement or Profit/Loss Statements. Also include a Dun
& Bradstreet comprehensive report, if available. If your company is a publicly traded company,
please provide a link to your financial records on your company website in lieu of providing
hardcopies. The Commonwealth reserves the right to request additional information it deems
necessary to evaluate an Offeror’s financial capability.
II-8. Objections and Additions to IT Contract Terms and Conditions. The Offeror will
identify which, if any, of the terms and conditions (Appendix C - IT Contract Terms and
Conditions) it would like to negotiate and what additional terms and conditions the Offeror
would like to add to the standard contract terms and conditions. The Offeror’s failure to make a
submission under this paragraph will result in its waiving its right to do so later, but the Issuing
Office may consider late objections and requests for additions if to do so, in the Issuing Office’s
sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in
its sole discretion, accept or reject any requested changes to the standard contract terms and
conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall
the Offeror request to completely substitute its own terms and conditions for Appendix C - IT
Contract Terms and Conditions. All terms and conditions must appear in one integrated
contract. The Issuing Office will not accept references to the Offeror’s, or any other, online
guides or online terms and conditions contained in any proposal.
Regardless of any objections set out in its proposal, the Offeror must submit its proposal,
including the cost proposal, on the basis of the terms and conditions set out in Appendix C – IT
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Contract Terms and Conditions. The Issuing Office will reject any proposal that is conditioned
on the negotiation of the terms and conditions set out in Appendix C - IT Contract Terms and
Conditions or to other provisions of the RFP as specifically identified above.
II-9.
Small Diverse Business Participation Submittal
A. To receive credit for being a Small Diverse Business (SDB) or for subcontracting with a
SDB (including purchasing supplies and/or services through a purchase agreement), an
Offeror must include proof of Small Diverse Business qualification in the SDB
participation submittal of the proposal, as indicated below:
A SDB verified by BSBO as a SDB must provide a photocopy of their
verification letter.
B. In addition to the above verification letter, the Offeror must include in the SDB
participation submittal of the proposal the following information:
1. All Offerors must include a numerical percentage which represents the total
percentage of the work (as a percentage of the total cost in the Cost Submittal) to
be performed by the Offeror and not by subcontractors and suppliers.
2. All Offerors must include a numerical percentage which represents the total
percentage of the total cost in the Cost Submittal that the Offeror commits to
paying to SDB as subcontractors. To support its total percentage SDB
subcontractor commitment, Offeror must also include:
a) The percentage and dollar amount of each subcontract commitment to a SDB;
b) The name of each SDB. The Offeror will not receive credit for stating that
after the contract is awarded it will find a SBD;
c) The services or supplies each SDB will provide, including the timeframe for
providing the services or supplies;
d) The location where each SDB will perform services;
e) The timeframe for each Small Diverse Business to provide or deliver the
goods or services;
f) A subcontract or letter of intent signed by the Offeror and the SDB for each
SDB identified in the SDB Submittal. Refer to Appendix Q – Small Diverse
Business Letter of Intent. The subcontract or letter of intent must identify
the specific work, goods or services the SDB will perform, how the work,
goods or services relates to the project and the specific timeframe during the
term of the contract and any option/renewal periods when the work, goods or
services will be performed or provided. In addition, the subcontract or letter
of intent must identify the fixed percentage commitment and associated
estimated dollar value that each SDB will receive based on the total value of
the initial term of the contract as provided in the Offeror's Cost Submittal.
Attached is a letter of intent template which may be used to satisfy these
requirements;
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g) The name, address and telephone number of the primary contact person for
each SDB.
3. The total percentages and each SDB subcontractor commitment will become
contractual obligations once the contract is fully executed.
4. The name and telephone number of the Offeror’s project (contact) person for the
SDB information.
C. The Offeror is required to submit two (2) copies of its SDB participation submittal. The
submittal shall be clearly identified as Small Diverse Business information and sealed in
its own envelope, separate from the remainder of the proposal.
D. A SDB can be included as a subcontractor with as many prime contractors as it chooses
in separate proposals.
E. An Offeror that qualifies as a SDB and submits a proposal as a prime contractor is not
prohibited from being included as a subcontractor in separate proposals submitted by
other Offerors.
II-10. Cost Submittal. The information requested in this Part II, Section II-10 shall constitute
the Cost Submittal. The Offeror is required to submit two (2) copies of its Cost Submittal and
shall be placed in a separate sealed envelope within the sealed proposal, separated from the
technical submittal. Offerors should not include any assumptions in their cost submittals. If the
Offeror includes assumptions in its cost submittal, the Issuing Office may reject the proposal.
Offerors should direct in writing to the Issuing Office pursuant to Part I, Section I-9, of this
RFP any questions about whether a cost or other component is included or applies. All Offerors
will then have the benefit of the Issuing Office’s written answer so that all proposals are
submitted on the same basis.
The total proposed cost must be broken down into the components identified in the Appendix E
– Cost Submittal. Instructions for completion are provided in Appendix E – Cost Submittal.
Please complete all tabs in Appendix E – Cost Submittal accordingly.
A. Fixed Price. Offerors should note that Tasks A, B, C, D, E, F, and G-2a-G-2k will
require a fixed price per unit. Offerors shall include all costs to perform the service for
each task. The fixed price shall include any required materials.
B. Total Hourly Rate. Task G-1 will require an Hourly Rate for each specified position, as
identified on the Itemized Costs tab of Appendix E – Cost Submittal. The Total Hourly
Rate should be derived as described below and will be the maximum rate the Selected
Offeror agrees to provide key personnel, as described and provided in Part II, Section
II-5, of this RFP, for each year of the contract. Offerors should also note that the Hourly
Rate per specified position shall show the maximum Hourly Rate that will be used for the
prime firm and all subcontractors. “Specified Position” is defined as a key personnel
position title that may perform service for the work specified in this RFP. There are 20
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blank position fields available for any position that you are proposing. For each position
proposed, fill in the data for the three (3) years. The Total Hourly Rate should include
the following:
1. Direct Labor Rate per hour.
2. Profit percentage (%) – the profit percentage may not exceed 10%.
3. Other Direct Costs – includes costs that are not 100% attributable to the service
being completed, but are generally associated with the recurring management or
support of the service.
4. General Overhead Costs – includes salaries, equipment and other costs related to
headquarters management external to the service, but in support of the activity
being completed.
C. Travel and Subsistence. Offerors shall not include an estimate of Travel and
Subsistence cost in their proposal. PennDOT has established, based on historical data, a
total amount for travel and subsistence for Task G. Travel and subsistence costs for Task
G will draw down from the amount provided by PennDOT on Appendix E – Cost
Submittal. The amount provided is not a guaranteed amount.
When travel and subsistence is required for Task G-1, the Selected Offeror will provide
for each Work Order: itemized transportation, lodging and meals per diem costs
separately for each position specified on the Work Order and a total amount. Travel and
subsistence costs may be negotiated for each Work Order. Payment to the Selected
Offeror for travel and subsistence will be based on actual amounts negotiated in each
Work Order and acceptance (in writing) of Work Order deliverables.
Travel and subsistence costs must conform to the requirements of the most current
version of Commonwealth Management Directive 230.10, Travel and Subsistence
Allowances. The Issuing Office may accept higher rates normally paid by an Offeror, if
those rates were approved by the Offeror’s officials and published prior to submitting this
proposal to the Issuing Office.
D. Costs incurred for Task H are the sole responsibility of the Selected Offeror.
II-11. Requests for Payments. Payment will be based upon the successful completion and
written acceptance of each deliverable identified in Appendix E – Cost Submittal, of this RFP.
Each deliverable payment will be based on the agreed cost and acceptance date within the
Offeror’s proposal or as agreed to in the final Contract. Offerors shall submit to the PennDOT
Project Manager Form OS-501 (Appendix I – OS-501 Confirmation of Services) and
substantiating documentation as notification of each deliverable completion. PennDOT Project
Manager will certify successful completion and acceptance of each deliverable. Invoices can be
submitted after acceptance of each deliverable. All invoices against purchase orders must be
sent to the following address:
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Commonwealth of Pennsylvania
PO BOX 69180
Harrisburg, PA 17106
Payment to the Offeror will be based on timely completion and acceptance (in writing) of
deliverables outlined within Part IV, Statement of Work.
The Issuing Office will reimburse the Selected Offeror for work satisfactorily performed
after execution of a written contract and the start of the contract term, in accordance with
contract requirements, and only after the Issuing Office has issued a notice to proceed.
II-12. Domestic Workforce Utilization Certification. Complete and sign the Domestic
Workforce Utilization Certification contained in Appendix D - Domestic Workforce
Utilization Certificate of this RFP. Offerors who seek consideration for this criterion must
submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same
sealed envelope with the Technical Submittal.
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PART III
CRITERIA FOR SELECTION
III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal
must be:
A. Timely received from an Offeror;
B. Properly signed by the Offeror.
C. Responsive, including completion and submission of the following appendices:
•
Appendix S – Offeror Technology List
III-2. Technical Nonconforming Proposals. The three (3) Mandatory Responsiveness
Requirements set forth in Part III, Section III-1 above (A – C) are the only RFP requirements
that the Commonwealth will consider to be non-waivable. The Issuing Office reserves the right,
in its sole discretion, to (1) waive any other technical or immaterial nonconformities in an
Offeror’s proposal, (2) allow the Offeror to cure the nonconformity, or (3) consider the
nonconformity in the scoring of the Offeror’s proposal.
III-3. Evaluation. The Issuing Office has selected a committee of qualified personnel to
review and evaluate timely submitted proposals. Independent of the committee, BSBO will
evaluate the Small Diverse Business participation submittal and provide the Issuing Office with a
rating for this component of each proposal. The Issuing Office will notify in writing of its
selection for negotiation the responsible Offeror whose proposal is determined to be the most
advantageous to the Commonwealth as determined by the Issuing Office after taking into
consideration all of the evaluation factors.
III-4. Evaluation Criteria. The following criteria will be used in evaluating each proposal:
A. Technical: The Issuing Office has established the weight for the Technical criterion for
this RFP as fifty percent (50%) of the total points. Evaluation will be based upon the
following in order of importance:
i. Soundness of Approach. Emphasis here is on the techniques for collecting and
analyzing data, sequence and relationship of major steps, and methods for
managing the service.
ii. Offeror Qualifications. This refers to the ability of the Offeror to meet the terms
of the RFP, especially the time constraints and quality, relevancy, and regency of
studies and projects completed by the Offeror. This also includes the Offeror’s
financial ability to undertake a project of this size.
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iii. Understanding the Problem. This refers to the Offeror’s understanding of
PennDOT’s needs that generated the RFP, of PennDOT’s objectives in asking for
the services and the nature and scope of the work involved.
iv. Personnel Qualifications. This refers to the competence of professional
personnel who would be assigned to the project by the Offeror. Qualifications of
professional personnel will be measured by experience and education, with
particular reference to experience on studies/services similar to that described in
the RFP. Particular emphasis is placed on the qualifications of the Offeror’s
Project Manager and technical staff.
The final Technical scores are determined by giving the maximum number of technical
points available to the proposal with the highest raw technical score. The remaining
proposals are rated by applying the Technical Scoring Formula set forth at the following
webpage:
http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procu
rement-Resources/Pages/RFP_SCORING_FORMULA.aspx.
B. Cost: The Issuing Office has established the weight for the Cost criterion for this RFP as
thirty percent (30%) of the total points. The cost criterion is rated by giving the proposal
with the lowest total cost the maximum number of Cost points available. The remaining
proposals are rated by applying the Cost Formula set forth at the following webpage:
http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Proc
urement-Resources/Pages/RFP_SCORING_FORMULA.aspx.
C. Small Diverse Business Participation:
BSBO has established the weight for the Small Diverse Business (SDB) participation
criterion for this RFP as twenty percent (20%) of the total points. Each SDB
participation submittal will be rated for its approach to enhancing the utilization of SDBs
in accordance with the below-listed priority ranking and subject to the following
requirements:
1. A business submitting a proposal as a prime contractor must perform sixty percent
(60%) of the total contract value to receive points for this criterion under any
priority ranking.
2. To receive credit for an SDB subcontracting commitment, the SDB subcontractor
must perform at least fifty percent (50%) of the work subcontracted to it.
3. A significant subcontracting commitment is a minimum of five percent (5%) of
the total contract value.
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4. A subcontracting commitment less than five percent (5%) of the total contract
value is considered nominal and will receive reduced or no additional SDB points
depending on the priority ranking.
Priority Rank 1: Proposals submitted by SDBs as prime providers will receive 150
points. In addition, SDB prime providers that have significant subcontracting
commitments to additional SDBs may receive up to an additional fifty (50) points (200
points total available).
Subcontracting commitments to additional SDBs are evaluated based on the proposal
offering the highest total percentage SDB subcontracting commitment. All other
Offerors will be scored in proportion to the highest total percentage SDB subcontracting
commitment within this ranking. See formula below.
Priority Rank 2: Proposals submitted by SDBs as prime contractors, with no or nominal
subcontracting commitments to additional SDBs, will receive 150 points.
Priority Rank 3: Proposals submitted by non-small diverse businesses as prime
contractors, with significant subcontracting commitments to SDBs, will receive up to 100
points. Proposals submitted with nominal subcontracting commitments to SDBs will
receive points equal to the percentage level of their total SDB subcontracting
commitment.
SDB subcontracting commitments are evaluated based on the proposal offering the
highest total percentage SDB subcontracting commitment. All other Offerors will be
scored in proportion to the highest total percentage SDB subcontracting commitment
within this ranking. See formula below.
Priority Rank 4: Proposals by non-small diverse businesses as prime contractors with
no SDB subcontracting commitments shall receive no points under this criterion.
To the extent that there are multiple SDB Participation submittals in Priority Rank 1
and/or Priority Rank 3 that offer significant subcontracting commitments to SDBs, the
proposal offering the highest total percentage SDB subcontracting commitment shall
receive the highest score (or additional points) available in that Priority Rank category
and the other proposal(s) in that category shall be scored in proportion to the highest total
percentage SDB subcontracting commitment. Proportional scoring is determined by
applying the following formula:
SDB % Being Scored
x
Highest % SDB Commitment
Points/Additional =
Points Available*
Priority Rank 1 = 50 Additional Points Available
Priority Rank 3 = 100 Total Points Available
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Awarded/Additional
SDB Points
Please refer to the following webpage for an illustrative chart which shows SDB scoring
based on a hypothetical situation in which the Commonwealth receives proposals for
each Priority Rank:
http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procu
rement-Resources/Pages/RFP_SCORING_FORMULA.aspx.
D. Domestic Workforce Utilization: Any points received for the Domestic Workforce
Utilization criterion are bonus points in addition to the total points for this RFP. The
maximum amount of bonus points available for this criterion is 3% of the total points for
this RFP.
To the extent permitted by the laws and treaties of the United States, each proposal will
be scored for its commitment to use domestic workforce in the fulfillment of the contract.
Maximum consideration will be given to those Offeror’s who will perform the contracted
direct labor exclusively within the geographical boundaries of the United States or within
the geographical boundaries of a country that is a party to the World Trade Organization
Government Procurement Agreement. Those who propose to perform a portion of the
direct labor outside of the United States and not within the geographical boundaries of a
party to the World Trade Organization Government Procurement Agreement will receive
a correspondingly smaller score for this criterion. See the following webpage for the
Domestic Workforce Utilization Formula:
http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procu
rement-Resources/Pages/RFP_SCORING_FORMULA.aspx.
Offeror’s who seek consideration for this criterion must submit in hardcopy the signed
Domestic Workforce Utilization Certification Form in the same sealed envelope with the
Technical Submittal. The certification will be included as a contractual obligation when
the contract is executed.
III-5. Offeror Responsibility. To be responsible, an Offeror must submit a responsive
proposal and possess the capability to fully perform the contract requirements in all respects and
the integrity and reliability to assure good faith performance of the contract.
In order for an Offeror to be considered responsible for this RFP and therefore eligible for
selection for best and final offers or selection for contract negotiations:
A. The total score for the technical submittal of the Offeror’s proposal must be greater than
or equal to seventy percent (70%) of the available technical points; and
B. The Offeror’s financial information must demonstrate that the Offeror possesses the
financial capability to assure good faith performance of the contract. The Issuing Office
will review the Offeror’s previous three financial statements, any additional information
received from the Offeror, and any other publicly-available financial information
concerning the Offeror, and assess each Offeror’s financial capacity based on calculating
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and analyzing various financial ratios, and comparison with industry standards and
trends.
An Offeror which fails to demonstrate sufficient financial capability to assure good faith
performance of the contract as specified herein may be considered by the Issuing Office, in its
sole discretion, for Best and Final Offers or contract negotiation contingent upon such Offeror
providing contract performance security for the first contract year cost proposed by the Offeror
in a form acceptable to the Issuing Office. Based on the financial condition of the Offeror, the
Issuing Office may require a certified or bank (cashier’s) check, letter of credit, or a performance
bond conditioned upon the faithful performance of the contract by the Offeror. The required
performance security must be issued or executed by a bank or surety company authorized to do
business in the Commonwealth. The cost of the required performance security will be the sole
responsibility of the Offeror and cannot increase the Offeror’s cost proposal or the contract cost
to the Commonwealth.
Further, the Issuing Office will award a contract only to an Offeror determined to be responsible
in accordance with the most current version of Commonwealth Management Directive 215.9,
Contractor Responsibility Program.
III-6. Final Ranking and Award.
A. After any best and final offer process conducted, the Issuing Office will combine the
evaluation committee’s final technical scores, BSBO’s final small diverse business
participation scores, the final cost scores, and (when applicable) the domestic workforce
utilization scores, in accordance with the relative weights assigned to these areas as set
forth in this Part.
B. The Issuing Office will rank responsible providers according to the total overall score
assigned to each, in descending order.
C. The Issuing Office must select for contract negotiations the provider with the highest
overall score; PROVIDED, HOWEVER, THAT AN AWARD WILL NOT BE MADE
TO AN OFFEROR WHOSE PROPOSAL RECEIVED THE LOWEST TECHNICAL
SCORE AND HAD THE LOWEST COST SCORE OF THE RESPONSIVE
PROPOSALS RECEIVED FROM RESPONSIBLE OFFERORS. IN THE EVENT
SUCH A PROPOSAL ACHIEVES THE HIGHEST OVERALL SCORE, IT SHALL BE
ELIMINATED FROM CONSIDERATION AND AWARD SHALL BE MADE TO
THE OFFEROR WITH THE NEXT HIGHEST OVERALL SCORE.
D. The Issuing Office has the discretion to reject all proposals or cancel the request for
proposals, at any time prior to the time a contract is fully executed, when it is in the best
interests of the Commonwealth. The reasons for the rejection or cancellation shall be
made part of the contract file.
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PART IV
WORK STATEMENT
IV-1. Objectives.
A. General. PennDOT requires hardware, software, integration with key internal and
external systems, and associated implementation, maintenance and knowledge transfer
services for a new Automated Fuels Control System (AFCS).
The current AFCS is used to record the fueling of all Department equipment including
vehicles, equipment and tools. The AFCS assists PennDOT’s Fleet Managers in
managing their fleet by tracking miles, gallons consumed, and hours of usage, so as to
determine equipment preventative maintenance schedules and to control overall
equipment operating costs.
B. Specific. PennDOT desires to enhance its fleet vehicle, equipment and tool fueling
accountability. To achieve this goal requires an integrated system of hardware and
software that records vehicle and driver information for both retail and department owned
facilities fueling transactions. PennDOT requires a System that maintains inventory
balance data for all PennDOT-owned property below and for above ground fuel tanks.
The new integrated fuel management System a must be accessible to multiple PennDOT
personnel at the same time from multiple locations throughout the Commonwealth via
PennDOT’s current computer network. The new System shall be maintainable through
user interfaces and not require program changes.
IV-2. Nature and Scope of the Project.
A. Background. This section provides a high-level overview of PennDOT structure and a
brief description of the roles and responsibilities of the organizations that will receive the
services as part of this RFP.
The AFCS is used by PennDOT’s Fleet Management Division (FMD) to monitor and
control fuel consumption for PennDOT fleet vehicles, equipment and tools. The purpose
of AFCS is to secure and manage PennDOT’s high-value fuel inventory. The primary
function of the system (System) is to eliminate error-prone manual record keeping and
fuel tracking. AFCS also provides driver accountability and allows allocation of fuel
costs per vehicle, county, or job.
PennDOT’s fuels consumption for Fiscal Year 2012-2013 was approximately 9,721,000
gallons of diesel and 2,357,000 gallons of unleaded gasoline. The current AFCS tracks
fuel transactions from 9,970 active Wright Express fleet credit cards, including 760 active
spare Wright Express cards, conducting on average 1,500 fuel transactions daily in
addition to an annual average of over 33,000 manual entries from the following
distribution points:
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•
110 DOT-owned fixed fuel islands, comprised of:
o 82 currently supported by AFCS.
o 28 not currently supported by AFCS.
•
206 DOT-owned mobile units, comprised of:
o 41 bulk tankers.
o 166 Foreman crew-cab mounted 99-gallon bulk tanks.
•
Retail Vendors (Wright Express fleet credit cards and manually keyed
transactions utilizing a non-Wright Express purchase method):
o Including but not limited to; Sheetz, Tom’s, Rutter’s, Exxon and
Turkey Hill.
Currently, PennDOT’s FMD uses multiple software applications to record and track
components of automated fuels. Most of FMD’s current tracking, reporting and planning
needs are performed manually from data compiled in MS Access in conjunction with
reporting features in TRAK and SAP Plant Maintenance. FMD staff manually hand-key
odometer and hour readings, non-AFCS fueling of equipment by 99 gallon crew cab
tankers, new equipment inventory, and new Department personnel into each system. The
transfer of this data is not automated between systems. Data files must be manually
modified and uploaded from the current AFCS to the equipment system in SAP to
achieve transfer between systems. Quality Assurance and Control measures and
corrective actions are manually-intensive and time-consuming.
PennDOT is headquartered at 400 North Street in Harrisburg, Pennsylvania. To better
manage Pennsylvania’s extensive transportation network, PennDOT also operates eleven
(11) regional Engineering Districts.
OFFICE
Central Office
Engineering District 1-0
Engineering District 2-0
Engineering District 3-0
Engineering District 4-0
Engineering District 5-0
Engineering District 6-0
Engineering District 8-0
Engineering District 9-0
Engineering District 10-0
Engineering District 11-0
Engineering District 12-0
Abbreviation
CO
D 1-0
D 2-0
D 3-0
D 4-0
D 5-0
D 6-0
D 8-0
D 9-0
D 10-0
D 11-0
D 12-0
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LOCATION
Harrisburg, Pennsylvania
Oil City, Pennsylvania
Clearfield, Pennsylvania
Montoursville, Pennsylvania
Dunmore, Pennsylvania
Allentown, Pennsylvania
King of Prussia, Pennsylvania
Harrisburg, Pennsylvania
Hollidaysburg, Pennsylvania
Indiana, Pennsylvania
Bridgeville, Pennsylvania
Uniontown, Pennsylvania
The Selected Offeror shall be responsible for reporting to and working with the following
offices and personnel during the design, development and implementation of the
software:
•
Project Oversight – Information Technology (IT):
Two (2) bureaus within PennDOT’s Information Systems and Technology Office
(ISTO) will play key oversight roles in the AFCS project:
Bureau of Business Solutions and Services (BBSS):
BBSS provides business application development and support services for
existing and planned applications. In addition, BBSS provides extended services
in the areas of Data Administration, Quality Assurance Strategy/Processes, Endto-End Tracking, Enterprise Architecture and Systems Integration. BBSS
provides specialized services that support all application development teams,
including Data Administration, Business Reporting Solutions, Quality Assurance,
Enterprise Architecture, Framework Support and Imaging, and Workflow.
Bureau of Infrastructure and Operations (BIO):
BIO provides overall direction, support and management of PennDOT’s
infrastructure including Network Services (LAN, WLAN, etc.), hardware
(distributed servers, SAN, PCs, printers, mobile devices), telecommunication
services, and Mainframe support services. The hosting of the Mainframe is
managed through the Office of Administration’s Data Powerhouse contract. BIO
also manages both relational and hierarchical database management systems;
high-speed, high-volume production data print services, and customer service and
asset management activities through a centralized Service Desk. BIO’s
Infrastructure Architecture team constitutes an integral component providing
PennDOT standards, architecture reference models and, with appropriate subject
matter experts, consulting and design services.
•
Project Management:
Project Management Office (PMO):
The PMO supports PennDOT’s efforts to successfully complete numerous
projects in its Information Technology (IT) portfolio. The PMO also promotes
consistency, uniformity and continual improvement in project management within
PennDOT, supports communication to stakeholders, and assists with
issue/change/risk management and capacity planning for PennDOT resources.
For this project, PennDOT will assign a PMO Project Manager to provide
oversight, monitoring, and verification of all project activities.
•
Bureau of Maintenance and Operations (BOMO):
Fleet Management Division (FMD):
For this project, BOMO’s FMD will provide the business leadership to ensure that
the AFCS software and hardware meet the needs of the fleet and equipment
community.
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The FMD provides diverse products and services. These include specifying and
purchasing equipment; providing technical transfer of knowledge to mechanics
and equipment operators; remanufacturing diesel engines; servicing the Central
Office fleet; managing the AFCS; administering the Plant Maintenance equipment
system; and providing supplies from the storeroom. Fleet Management strives to
continually build strong communication lines with their internal and external
customers. Their mission is to meet or exceed the customers’ expectations of the
division.
All services identified in this RFP are deliverable to PennDOT’s Bureau of
Maintenance and Operations, FMD.
B. Project Overview.
The Selected Offeror’s solution shall assist PennDOT in attaining the following business
goals:
Goal #1 – PennDOT must manage their fleet of vehicles, equipment and tools.
Goal #2 – PennDOT must have adequate control, security and accountability over liquid
fuel assets.
Goal #3 – PennDOT must not pay exempt State and Federal fuel taxes.
Goal #4 – PennDOT must have clear, concise, and documented system user guides,
administration procedures and policies.
Goal #5 – PennDOT systems and solutions must be compliant with all applicable Office of
Administration/Office of Information Technology (OA/OIT) IT policies and
standards, PennDOT Standard Operating Procedures (SOPs) and Fleet
Management Division policies and guidelines.
Goal #6 – PennDOT must provide uninterrupted maintenance and operations services to
the Commonwealth.
The Selected Offeror’s solution shall help users of the AFCS to meet requirements and
streamline the fleet and fuel management processes by:

Aligning with current PennDOT and Office of Administration – Office of
Information Technology (OA/OIT) standards using logical methodology from a
best practice point of view, and technically sound;

Resolving the current issues with the manually intensive and data error prone
system;

Providing implementation considerations that allow for built-in flexibility for the
replacement system to be modified or adjusted, based on business needs (fleet and
personnel changes) and changing priorities (integration of other data inputs and
incorporation of alternative fuels);

Resolving existing issues surrounding the reliability of old and different types of
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legacy technologies including communications infrastructure (i.e., any old
telephone system), mobile units and fuel-island hardware, and application
software platforms. Poor quality phone service in areas of remote cell phone
coverage and power surge protection;

Providing incremental implementation considerations that limit interruption to
daily fleet fueling needs, AFCS transaction data collection, PennDOT Quality
Assurance audit processes, its collateral system (SAP Plant Maintenance) and the
preventative maintenance activities supported therein.
IV.3 Requirements. The Selected Offeror shall be responsible for providing all deliverables
related to the implementation of software and hardware components to be installed for full use
by PennDOT FMD to meet all requirements of the AFCS project. Priorities have been assigned
to each requirement. Requirements designated as “critical” must be included in the proposed
solution.
A. Business criteria. The Selected Offeror’s solution must meet four (4) basic business
criteria:
1. The solution must provide field personnel, fleet management and leadership with the
necessary Fleet Management tools. It must fulfill the business and functional system
requirements related to processes for scheduling preventative maintenance,
controlling operational fuel cost, maintaining the makeup of each organization’s fleet,
and updating of equipment inventory accurately across all maintenance and
operations business systems.
2. The solution must provide the field personnel, fleet management and leadership with
the necessary Fuel Asset Control and Accountability tools. It must fulfill the business
and functional system requirements related to processes for recording the fueling of
all Department equipment and rented equipment including transaction data at AFCS
and non-AFCS DOT Fuel Islands, retail locations, fuel (tanker) truck and Foreman
crew-cab mounted 99 gallon tanks. It must offer the ability to incorporate a fuel
storage tank monitoring system that at a minimum provides the ability to track,
report, and provide alerts regarding current above and below ground fuel tank levels.
3. The solution must provide field personnel, fleet management and leadership with the
necessary State and Federal tax-refund request tools. It should fulfill the business and
functional system requirements related to processes for collecting and reporting the
information related to payment of exempt State and Federal fuel taxes and the
associated refund requests.
4. The solution must deliver the above while fulfilling the non-functional system
requirements related to usability, reliability, performance, supportability, user
documentation/online help, and interfaces.
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B. System Requirements
Appendix J – AFCS Use Case Evaluation Criteria lists detailed system requirements
in an evaluation criteria format, categorized by functional or non-functional area.
1. Basic Features and Functions
PennDOT has identified eighty-two (82) sites that will require all AFCS components
to be removed and replaced. PennDOT has also identified twenty-eight (28) sites that
require new installation only. PennDOT reserves the right to require additional new
AFCS sites throughout the duration of the Contract. Quantities are estimated and are
not guaranteed. Refer to Part IV, Section IV-4 for project deliverables. Offerors
should also refer to Appendix K – PennDOT Fixed and Mobile Fuel Sites which
contains site locations and an inventory of components to be replaced at each site.
Any plans to install new conduit shall be reviewed and approved by PennDOT prior
to installation.
PennDOT has approximately 12,000 pieces of equipment that are entered in the
current AFCS database for fueling and approximately 1,000 special numbers set up
for bulk fueling, auxiliary tank fueling, and other special fueling transactions. The
fleet includes but is not limited to - fuel trucks, foreman trucks, lube and service
trucks, and dump trucks that require AFCS equipment to be installed for use with the
AFCS components at each site identified in Appendix K – PennDOT Fixed and
Mobile Fuel Sites and Appendix L – PennDOT Dump Truck Listing.
PennDOT currently maintains an authorized fleet card list on the fuel islands and on
the WEX network for retail fueling. This requires PennDOT to manually add and
remove authorizations from two separate databases. For PennDOT fuel sites,
PennDOT sends authorizations to each site for every addition or removal of
authorizations. This is currently done on a weekly basis. Fleet cards will be required
for all fixed fuel sites to identify the individual dispensing fuel with the proposed
AFCS. Fleet cards will not be needed at the mobile fuel sites. The Selected Offeror
will be responsible for the providing AFCS equipment to be installed for use with the
AFCS components at each site. Specifications and diagrams are set forth in found in
Appendix U – PennDOT Fuel Truck Specifications. The following descriptions of
the equipment and whether or not the equipment is currently part of PennDOT AFCS:
•
Fuel Trucks - Fuel Trucks have one (1) or two (2) large bulk tanks, the largest
being between 1,500 to 2,000 gallons. PennDOT also possesses fuel trucks
equipped with an additional 300 gallon bulk tank for alternate fuel types. In
the winter, fuel trucks may also be fueling dump trucks and other plowing
equipment at stock pile locations. PennDOT’s current fuel trucks have a
mounted device that automatically measures the quantity of fuel pumped into
a piece of equipment. The driver uses a radio controlled device to select the
pump, enter the equipment being fueled and the odometer reading. The driver
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plugs in the radio device at the end of each shift. The device is polled over the
phone line to collect the fueling data.
•
Foreman Trucks - Foreman Trucks have a ninety-nine (99) gallon fuel tank
mounted to the back of the truck which generally fills equipment at a
particular job site in which the foreman and his crew are assigned. Currently
there is no automation. The fuel tanks are mounted with Fill-Rite pumps
(model FR4210D and FR1210G) and meters (model FR807C and 800 Series).
The foreman must manually record how much fuel was pumped, the type of
fuel put in, and the date and time fueling occurred on a paper form. Each
week the manually recorded transactions are gathered and manually entered
into the Plant Maintenance Equipment System.
•
Lube and Service Trucks - Lube and Service Trucks can carry a small fuel
tank in order to add fuel to a piece of equipment under repair or
service. Currently, this fuel is manually recorded and manually entered using
the same method as the Foreman Truck transactions are entered.
•
Dump Trucks - Dump Trucks operate on the current AFCS system by the
driver entering a six (6) digit PIN number at the fuel island or, in the case of a
Fuel Truck fueling, the radio controlled device that identifies the equipment
number of the piece being fueled. The driver also manually enters the current
odometer reading of the equipment he is fueling. The preferred method for
dump trucks is to have an AFCS device installed in the dump truck that
automatically reads the current odometer and automatically identifies the
equipment number of the truck being fueled. The driver will not have to
manually enter this information. When the driver places the fuel hose in the
fuel nozzle, the odometer and equipment number is automatically recorded.
Offerors shall take into consideration site power and communication conversions,
proposing a solution (i.e., wireless instead of hard-wired) for PennDOT’s
consideration. The proposed solution shall take into consideration the following:
•
Identification of site location(s) that may be converted or upgraded from hardwired to a cellular wireless communications network. The existing
communications are fiber optic or analog. PennDOT acknowledges that some
locations will not have adequate cellular coverage, particularly in Districts 1-0
and 2-0 where phone line modems are currently in place. A listing of these
locations can be found in Appendix K – PennDOT Fixed and Mobile
Fueling Sites. At locations where adequate cellular coverage does not exist,
the Selected Offeror shall coordinate with the PennDOT Project Manager to
access the existing communication system.
•
If a wireless solution is proposed, the proposed AFCS must comply with the
Commonwealth’s Web Server/Application Server Standards (ITBAPP002) http://www.portal.state.pa.us/portal/server.pt/community/policies_an
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d_procedures/416/information_technology_policies/210791 and the Federal
Communication Commission requirements for unlicensed radio equipment.
The proposed wireless solution shall not interfere with exiting PennDOT
wireless network, cellular phones, two-way radios, or vehicle computer
systems. All fuel data is considered sensitive and should be encrypted per the
Commonwealth’s Encryption Standards for Data in Transit (ITP-SEC031) and
Encryption
Standards
for
Data
at
Rest
(ITPSEC020). http://www.portal.state.pa.us/portal/server.pt/community/policies_a
nd_procedures/416/information_technology_policies/210791
•
The Selected Offeror shall be responsible for installing any conduit that is
necessary for the proposed communication method based upon results of each
Site Assessment. The Selected Offeror shall comply with PennDOT’s
Publication 408 wherever applicable. PennDOT shall review and approve the
work plan prior to conduit installation.
•
Power source and/or communications conversions shall not interfere with the
existing configuration of a locally controlled ancillary device such as Bridge
Spraying/Anti-Icing Application or the use of a Dynamic Message Sign
(DMS), or Highway Advisory Radio (HAR) for reporting adverse conditions.
The Selected Offeror shall be responsible for verifying the requirements for permits,
site plans, and any additional requirements necessary to complete this work.
Offerors shall exhibit features and functions of the hardware, software and system
design relevant to the objectives and requirements presented in this Statement of
Work, with sufficient detail for PennDOT FMD to assess the hardware, software and
design capabilities.
The examples presented by Offerors are not required to contain data or scenarios
specific to PennDOT FMD’s business processes. However, Offerors shall follow the
requirement categories so that PennDOT FMD can review and assess the software’s
overall capabilities systematically.
To the extent possible, the AFCS shall be built upon the hardware and software
products already in use by PennDOT. Offerors may propose commercial of-the-shelf
(COTS) solutions for all or some of the proposed functionality. All customized and/or
COTS solutions shall be required to be compatible, interoperable, and portable
(where required) with PennDOT’s existing SAP application, PM software, and
technical environment. Any deviation from this requirement shall be explained in
detail and should identify what additional infrastructure and costs are necessary to
sustain the alternate approach. Site information, reporting information, transaction
information, error correction capability, and tax information all need to be accessible
via PC by multiple users throughout the Commonwealth.
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All data for the AFCS shall be maintained in an enterprise-level, relational database
management system (RDBMS) such as SQL Server, Oracle or DB2. PennDOT
currently uses the Oracle 11G database in zLinux.
At a minimum, the new System shall manage the following data:
1.
2.
3.
4.
5.
6.
Fleet Management.
Fleet Fuel Consumption.
Fuel Asset Control (AFCS and manual).
Users (AFCS and manual).
Fleet and Equipment Inventory.
State and Federal Taxes.
PennDOT currently uploads Wright Express (WEX) retail transactions from a
website. The Department appends the retail data to a site transaction file to upload to
PennDOT’s SAP equipment database. Each month PennDOT pulls detail transaction
data showing tax information into a MS Excel spreadsheet for review and manually
files for State tax reimbursements. Offerors shall propose how to monitor, collect,
and seek reimbursement for those transactions from which PennDOT is tax- exempt
and show that taxes were not deducted when invoiced.
If the proposed AFCS is a PC-based solution, it must operate in a Windows
compatible environment. MS-DOS programs shall be deemed unacceptable.
Proposed software must be the latest version of production software currently proven
and being offered to the public.
All Offerors must complete Appendix S – Offeror Technology List for their
proposed solution and submit the completed document as part of their Technical
Response.
Offeror’s proposed solution shall adhere to PennDOT technical guidelines as
described in the following appendices:
1.
2.
Appendix J - AFCS Use Case Evaluation Criteria
Appendix O - PennDOT Enterprise IT Standards
All equipment shall be new and meet or exceed the equipment specifications set forth
in Appendix N – Diagram of Preferred Automated Fuel Control System, and
meet PennDOT Publication 408 Specifications, as applicable. All equipment
submitted for consideration in the technical proposal may be selected for
implementation, but shall not preclude the use of newer technologies as they come to
market. The Selected Offeror’s solution shall be compatible with current PennDOT
equipment and technology, such as dispensers, hoses and nozzles, as well as electrical
sources and supplies, junction boxes, cabling and conduit whenever possible.
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All materials provided by the Selected Offeror and accepted by PennDOT to fulfill
the requirements of this Contract shall become the property of PennDOT. Any
additional materials not accepted by PennDOT as part of the Contract shall remain
the property of the Selected Offeror and shall not be purchased by PennDOT.
2. Demonstration of Specific Functional and Non-Functional Criterion
Appendix J – AFCS Use Case Evaluation Criteria provides system requirement
statements framed into representative use cases. Offerors shall clearly state how their
solution sufficiently and accurately addresses each line item. Sample reports, screen
images and other supporting documentation may be used as needed.
Offerors shall include examples of similar business uses, alternative methods of
completing the use cases and additional functionality that may be helpful in
demonstrating the software’s capabilities.
Offerors must be prepared, upon notification that Best and Final presentations are
warranted, to demonstrate that the software, hardware and system design can
successfully complete the functions in step-by-step fashion.
3. Sample Reports and Technical Information
Offerors shall supply documentation sufficient for PennDOT’s FMD to analyze the
proposed solution’s capabilities to meet the requirements, including but not limited
to:
•
•
•
•
•
Detailed product information.
Sample reports, templates and other usage-related documentation.
Technical requirements documentation.
Preliminary implementation plan.
Corporate and government references from previous installations.
Samples of current AFCS reports and data files can be found in Appendix T –
PennDOT Sample Reports and Data File Layouts.
4. Analysis of Required or Potential Customization
If customization or modification is required to provide PennDOT FMD with a
complete AFCS solution, Offerors shall describe and provide:
•
•
•
•
Specifications for the modifications.
Preliminary development/design plan.
Time and cost estimates (under separate cover as stated above).
Proposed testing and implementation plan.
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5. Additional Features or Functionality
Offerors may supplement the required response criterion by presenting additional
features of the base software that would improve PennDOT FMD’s current processes
without impacting the project timeline or cost. White papers, case studies, references
and additional product information may be included as needed.
C. Public-Private Partnerships (P3) Sponsorship Participation
Moving forward, PennDOT intends to maximize and leverage sponsorship or
advertisement opportunities. To that end, PennDOT personnel are reviewing multiple
options and may select an entity or entities under Act 88 of 2012 (an Act authorizing
Public Private Transportation Partnerships (P3)) to more fully explore and implement
sponsorship or advertisement opportunities. By way of further background, Act 88 of
2012, inter alia, authorizes PennDOT and other qualifying transportation partners to
enter into agreements with private sector entities pertaining to the delivery, maintenance
and financing of transportation-related projects. For more information, Offerors may
visit PennDOT’s P3 website at:
http://www.dot.state.pa.us/Internet/P3info.nsf/P3Home?OpenFrameset
The Selected Offeror shall work with and fully cooperate with PennDOT, PennDOT’s
contractor(s) and/or such other third parties authorized by PennDOT to incorporate
sponsorship or advertisement opportunities into contract work. PennDOT, PennDOT’s
contractor(s) and/or such other third parties authorized by PennDOT will conduct all
work necessary to implement sponsorship or advertisement opportunities. The Selected
Offeror will not be expected to perform any additional work or incur costs related to the
implementation of sponsorship or advertisement opportunities, unless otherwise
expressly agreed to by and between the selected Offeror and PennDOT. Any additional
work by the Selected Offeror or additional costs for work falling within the scope of this
RFP that may become necessary shall be implemented pursuant to Section 21, Changes
in Appendix - IT Contract Terms and Conditions.
D. Industry Best Practices
The Selected Offeror shall utilize System Development Life Cycle (SDLC) and Project
Management (PM) methodologies as representing industry best practices.
E. PennDOT Security
PennDOT uses SiteMinder for role-based security administration, which relies upon the
Microsoft Windows Active Directory (LDAP) established for the Commonwealth of
Pennsylvania (CWOPA) domain. PennDOT also uses Identity Manager for user
provisioning, which relies upon the Microsoft Windows Active Directory (LDAP)
established for the CWOPA domain. Both of these products also rely upon an LDAP that
has been established by and among PennDOT, Department of Labor and Industry, and
Department of Welfare for business partner administration.
The Selected Offeror shall be responsible for creating well-defined user roles and profiles
and integrating them within the application to control user access. The Selected Offeror
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shall also develop user administration roles in order to provide administrative capabilities
to create and manage user authentication and authorization for the AFCS applications.
Where feasible, PennDOT prefers that the AFCS be built upon SiteMinder products
already in use by PennDOT, and any deviation from this requirement shall be explained
in detail and should identify what additional infrastructure and costs are necessary to
sustain the alternate approach.
All proposals must include the following security controls in their software and hardware
solutions:
•
•
•
Access to data and fueling operations shall be limited to authorized users by role,
in both AFCS and manual override modes.
System administration shall be capable of managing user roles and access.
System administration shall be capable of managing equipment inventory updates
and personnel updates.
Security shall be maintained throughout the information’s lifecycle, including back-ups
and recovery. All Offerors shall refer to Appendix J - AFCS Case Evaluation Criteria
for more information.
F. Documentation Format
The Selected Offeror shall provide electronic versions of all documentation, and employ
change control processes and version control to ensure that it is kept current for the
duration of the contract resulting from this RFP. Where appropriate, a table of contents,
an index, and keywords shall be available for information searching. PennDOT, at its
discretion, may request or accept printed documentation on a case-by-case basis.
All diagrams provided by the vendor shall be in an easy to update, PennDOT- approved
format (e.g., Microsoft Visio).
G. Quality and Service
The Selected Offeror shall demonstrate a high level of quality control standards and
service. The Selected Offeror shall be required to describe in its technical proposal its
quality standards and guarantees of service, background check processes and other
quality assurance processes, and its response to resources which are not performing to
PennDOT’s quality expectations. PennDOT reserves the right to request that the Selected
Offeror remove staff member(s) who are not performing to the standard of quality.
PennDOT expects high quality service and products - e.g., products that are
professionally edited and responsive to both the intent and the specific requirements of
the contract. It is expected that products will be error-free and that commitments made by
the Selected Offeror will be met.
H. Interruptions to Normal Operations
Any work that effects operations (such as live system testing, system transitions and
software upgrades) must be planned, and the Selected Offeror must receive written
approval from PennDOT to conduct such work. The work that effects operations must be
performed during non-emergency and non-winter event times. Generally, non-winter
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event times are considered to be April 16 through September 30; however, these times
are subject to holiday and other restrictions (such as non-winter weather, unplanned
traffic events, planned special events or other emergency events). PennDOT reserves the
right to cancel any planned and approved work due to any unforeseen circumstances that
may include, but are not limited to, weather and unplanned emergency events.
The Selected Offeror must provide weatherproof placards, mounted at respective
locations, identifying when a fuel site is scheduled for automation or transition from the
existing system. Once a fuel site is operating on the proposed AFCS, the selected Offeror
shall provide AFCS fueling instruction at each fuel site where the AFCS is implemented.
The PennDOT Project Manager must approve final format prior to any placard
installation.
I. Site Survey
Appendix K - PennDOT Fixed and Mobile Fuel Sites lists the PennDOT fixed and
mobile fuel sites, both current AFCS sites and those that are not automated, that are to be
addressed by this RFP. Proposing Offeror’s are not required to perform site surveys
for proposal submission; however PennDOT will provide time for site surveys within
the project timeline, as stated in the Calendar of Events of this RFP. PennDOT will
consider requests by Offeror’s for site surveys at any site location. Prior approval from
the FMD Project Manager must be received before site access will be granted.
The Selected Offeror shall conduct Site Assessments of all sites, and must submit a sitespecific survey and configuration plan prior to completing work associated with Part IV,
Section IV-4, Task B.
J. Escalation and Problem Resolution
The Selected Offeror shall provide an automated online trouble ticket system that
supports historical issue and resolution reporting and analysis. The Selected Offeror shall
take into consideration that PennDOT owns and prefers the use of its systems already in
place for tracking enhancement requests.
K. Bonding
The Selected Offeror shall maintain with the Department a Performance Bond for 100%
of the bid amount. The Performance Bond must be executed by a surety company
authorized (by law) to transact business (with) in this Commonwealth. After notification
of selection, the Selected Offeror must secure a performance Bond prior to execution of
the Contract. The Department will not issue a Notice to Proceed until the appropriate
bond is in place.
1. The Performance Bond shall be for the use and benefit of the Department who has
sustained a monetary loss within the limitations of the Performance Bond
attributed to the intentional or negligent conduct of the Selected Offeror or its
agents or employees.
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2. If the amount of the Performance Bond is decreased, or if there is a final judgment
outstanding in the Performance Bond, the Department’s authorization to proceed
shall be suspended (or terminated) until steps are taken, satisfactory to the
Department, to restore the original amount of the Performance Bond.
3. If the Performance Bond is terminated or becomes unsatisfactory for any reason,
the authorization to proceed shall be suspended (or terminated) until the
Commonwealth is furnished with a satisfactory Performance Bond in the amount
required by the Department.
L. Emergency Preparedness.
To support continuity of operations during an emergency, including a pandemic, the
Commonwealth needs a strategy for maintaining operations for an extended period of
time. One part of this strategy is to ensure that essential contracts that provide critical
business services to the Commonwealth have planned for such an emergency and put
contingencies in place to provide needed goods and services.
1. Describe how you anticipate such a crisis will impact your operations.
2. Describe your emergency response continuity of operations plan. Please attach a
copy of your plan, or at a minimum, summarize how your plan addresses the
following aspects of pandemic preparedness:
a) Employee training (describe your organization’s training plan, and how
frequently your plan will be shared with employees)
b) Identify essential business functions and key employees (within your
organization) necessary to carry them out
c) Contingency plans for:
i.)
How your organization will handle staffing issues when a portion of
key employees are incapacitated due to illness.
ii.)
How employees in your organization will carry out the essential
functions if contagion control measures prevent them from coming to
the primary workplace.
d) How your organization will communicate with staff and suppliers when
primary communications systems are overloaded or otherwise fail, including
key contacts, chain of communications (including suppliers), etc.
e) How and when your emergency plan will be tested, and if the plan will be
tested by a third-party.
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IV.4 Tasks. This Section describes the tasks and deliverables that are required to implement a
new AFCS that can be operated and maintained independently by PennDOT, or its assigned
designee, after final implementation.
PennDOT will assign a Project Manager who will coordinate PennDOT’s responsibilities and
provide project oversight of all project activities. The Selected Offeror shall be responsible to
complete all work and meet all requirements and deliverables of the project. The Selected
Offeror shall be responsible to complete the work to conditions of satisfaction for quality,
accuracy and completeness to be approved by PennDOT.
The Selected Offeror shall complete all phases of this project side by side to the existing AFCS
system. Upon complete system approval, the new AFCS will be operational as outlined in Task
C.
If a deliverable is identified as a critical milestone and impacts other tasks, then the Selected
Offeror must request PennDOT’s approval in writing before proceeding to the next task. For all
other deliverables, the Selected Offeror can continue work while PennDOT is reviewing the
previous deliverables. PennDOT reserves a minimum of ten (10) business days to review and
approve each deliverable.
For this project, the Selected Offeror shall be responsible for all labor, software, hardware,
equipment, materials, installation, testing, and the transference of knowledge to PennDOT
maintenance personnel. At the end of the Contract, PennDOT shall become the owner of all
AFCS hardware and equipment provided and installed by the Selected Offeror during the term of
the Contract.
The Selected Offeror shall be responsible for all deliverables as specified in Part IV of this RFP
when performing work associated with Tasks A through H. The Selected Offeror shall be
responsible for all deliverables as specified in each Work Order for work performed under Task
G. PennDOT and the Selected Offeror will negotiate the scope of work, level of effort, and costs
as necessary for Tasks G through the use of a Work Order. When the scope of work and
associated costs are accepted by PennDOT, a Purchase Order will be issued to pay for the
services. No work shall begin or qualify for reimbursement before a Purchase Order is
completely executed. Upon acceptance of the work, the Selected Offeror shall submit invoices
on a monthly basis. Work Order requirements and a sample Work Order Authorization page are
attached to this RFP as Appendix G - Work Order Requirements and Appendix H – Sample
Work Order Authorization Page.
TASK A: IMPLEMENTATION PROJECT MANAGEMENT PLANS
The Selected Offeror shall develop and maintain the AFCS Project Management Plans by
incorporating input from all parties as deemed necessary to establish the overall direction and
goals of the AFCS Project. At a minimum, the AFCS Implementation Project Management Plans
deliverable shall include the following:
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1. Task A-1: Project Plan Documentation. The Project Plan details major development,
testing and implementation milestones, and responsible personnel and timelines. At a
minimum, the Project Plan deliverable shall include the following:
•
Initial Project Plan
The initial Project Plan constitutes the most critical element of the Project
Management Plan. It is a high-level project plan that will illustrate and document the
phases, activities, tasks, deliverables and milestones for completing the deliverables
for the entire AFCS project.
In developing the Initial Project Plan, the Selected Offeror shall consider items such
as the capacity and availability of PennDOT and Selected Offeror’s resources, impact
on customers, end users and the business community, business cycles, high-level
dependencies among deliverable groups, etc.
The Selected Offeror shall provide an Initial Project Plan roadmap that includes, but
is not limited to, the following:
o A Gantt chart with a critical path identified;
o High-level phases, activities, tasks, deliverables and milestones that align with
the AFCS project deliverables in this section;
o Planned start and end dates for each phase, activity and task and dates for
deliverables and milestones; and,
o Dependencies, lag, and overlap among phases, activities and tasks.
•
Issue Management Plan
Issue management is the systematic process of identifying and resolving project
issues that may arise from any project activity. Action items may become issues if
they are not resolved timely or effectively. Issues can affect the project work plans if
not addressed properly and timely. The Issue Management process shall include, but
not be limited to:
o
o
o
o
o
o
o
o
o
o
Identify/define/document the issue.
Log the issue for tracking.
Identify severity/priority of the issue.
Evaluate/document potential impact to project.
Identify/document/present options for resolution.
Identify pros/cons of proposed options for resolution.
Identify a recommended option for resolution.
Determine level of escalation required for resolution.
Determine appropriate communication scope and strategy.
Implement and document the resolution of the issue.
The Selected Offeror shall document and manage all project issues across all project
activities.
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•
Risk Management Plan
A risk is an event or action that has a chance of occurring, which may result in a
negative effect on the project. Risk Management is the systematic process of
identifying, analyzing, and responding to project risk. Once an identified risk has
occurred, it becomes an issue and shall be handled through the issue management
process described earlier.
The objectives of Risk Management activity are to:
o Develop an effective Risk Management strategy to identify, categorize,
quantify, prioritize and respond to project risks with mitigation strategies.
o Select and execute risk responses.
o Determine whether the implemented risk responses are achieving the desired
objective and provide corrective action if necessary.
The Selected Offeror shall be responsible for developing, implementing and
maintaining a risk management strategy and managing risks for the AFCS project.
All risks and issues that have been encountered shall be included in the
documentation provided per Task A.
•
Change Control Management Plan
Proactively managing scope is a critical element of effective project management.
Scope creep (the gradual and incremental expansion of scope) is a common cause of
project failure. The objectives of this activity are:
o To define and manage the scope of project work so that it complies with the
project requirements and budget.
o To establish the plan/process for change request evaluation with respect to
impact on schedule, budget and resources, and project objectives.
o To develop, implement, manage, and monitor the processes for managing
project issues and change requests.
o To provide a description of proposed change control tools.
o To establish an approach to change request implementation. Scope
management, in addition to monitoring the scope of work of a project, also
includes the maintenance and validation of contract terms and conditions
changes to the project scope may in turn impact the project schedule, cost,
quality, and approved work products.
The Selected Offeror shall be responsible for adhering to change control standards,
policies and procedures and effectively managing and coordinating project changes.
All change requests will be reviewed, prioritized and approved by PennDOT prior to
the Selected Offeror beginning work on any change.
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•
Communications Management Plan
The purpose of Communication Management is to create and implement a
communications strategy and plan for the AFCS project. An effective
Communication Management Plan must include, but not be limited to, the following:
o
o
o
o
Supporting communications principles and objectives.
Conducting internal and external stakeholder analysis.
Developing and delivering targeted project communications.
Collecting, analyzing, and responding to feedback on Communication
Management activities.
The Selected Offeror is responsible for developing and implementing a
Communications Management Plan and managing communications within the scope
of the AFCS project.
•
Quality Management Plan
The Selected Offeror shall develop and implement a Quality Management Plan that
will be reviewed and approved by PennDOT. This quality management strategy
establishes policy and functions that promote excellence through the application of
established procedures, standards, and tools throughout the project’s life cycle that
satisfy PennDOT’s needs and expectations. The Selected Offeror shall provide a
Quality Management Plan that includes, but is not limited to, defining the processes
to deliver a high quality solution that:
o Enables quality to become a component of creating deliverables.
o Establishes and monitors PennDOT’s goals throughout the project’s life cycle
and aligns relevant characteristics of the Selected Offeror’s services to meet
PennDOT’s goals.
During the term of the Contract, the Selected Offeror shall be required to: maintain the
AFCS Project Plan, Issue Log and Risk Log and have each plan made available to
PennDOT upon request. PennDOT is not requiring a Project Manager representation onsite at PennDOT facilities.
2. Task A-2: High Level System Design Documentation (including Connectivity and
Customizations). Critical to this project shall be the Selected Offeror’s system design for
the new AFCS. At minimum, the deliverables shall include, but are not limited to the
following:
•
•
•
Design documentation.
Database and interface specification documentation.
Testing and implementation documentation
If required functionality is not available from the core software and hardware, the
Selected Offeror shall provide recommendations for customizations or modifications that
will satisfy PennDOT’s FMDs requirements.
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If customizations to the software are needed to meet requirements, all modifications shall
be developed and approved in accordance with PennDOT ISTO development and
infrastructure standards (refer to Part I, Section I-28 for details) and shall require, at
minimum, preparation of the following materials for PennDOT review and approval:
•
•
•
•
•
•
•
•
•
High Level Design Documentation;
Development Plan;
Key Function Design (description of major functions in each module with
development detail);
Database Design;
Data Elements and Data Models;
Message Layouts and Data Exchange;
External Interfaces;
Test Plan;
Implementation Plan.
The documentation shall also indicate any special conditions that may impact the final
implementation.
3. Task A-3: Detailed Design Documentation. The Selected Offeror shall meet with
assigned PennDOT FMD staff and technical subject matter experts immediately upon
Notice to Proceed to create a detail-level design of system user-interface specifications,
business rules and output:
•
User Interface Specifications and Business Rules
o Screen layouts and navigation.
o Business rules by screen.
o Validation rules for data.
o User group and role mapping.
•
Output Specifications
o Report requirements and layouts.
o System notification specifications.
During the term of the Contract, the Selected Offeror shall be required to maintain the
Project Plan, Issue Log and Risk Log, and have each plan made available to PennDOT
within forty-eight (48) upon request.
Task A Deliverables: The Project Management Plan, High Level System Design Documentation,
and Detailed Design Documentation shall be the first deliverables for the Automated Fuels
Control System (AFCS) project. These deliverables must be completed by the Selected Offeror
and submitted to PennDOT within thirty (30) days of the Notice to Proceed. PennDOT shall have
a minimum of ten (10) business days to review and approve the required documentation
submitted by the Selected Offeror for these deliverables. If the deliverables are not approved, the
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Selected Offeror will have seven (7) days to resubmit. These deliverables must be approved by
PennDOT prior to commencing work on any other deliverables.
Offerors shall provide a unit cost for each subtask under Task A in Appendix E - Cost
Submittal. The unit cost should include all labor and materials required for the deliverable.
Refer to the Cost Summary tab in Appendix E – Cost Submittal for input of unit cost for this
task.
Task A Deliverable Summary:
Task Description
A-1
Project Plan Documentation
A-2
High Level System Design
Documentation
A-3
Detail Design Documentation
Deliverable
Project Plan.
Issue Management.
Risk Management.
Change Control Management.
Communications Management.
Quality Management
Design documentation.
Database and interface specification documentation.
Testing and implementation documentation.
User interface specifications and business rules.
Output specifications.
TASK B: TESTING AND SYSTEM PREPARATION
The Selected Offeror shall prepare and submit to the PennDOT Project Manager, for review and
approval, a test plan to validate base software installation, customizations, data imports and
integration with the network and related systems.
Upon approval of the test plan, the Selected Offeror shall provide support services and assistance
to PennDOT FMD staff assigned for testing. This task shall include the following deliverables:
1. Task B-1: Comprehensive Test Plan. A test plan and schedule outlining testing
activities shall be provided to validate the functionality of the hardware and software
installation and its ability to satisfy business requirements.
The plan should cover, at minimum, standard test methods to validate each application’s
functionality and comprehensive testing for:
•
•
•
•
•
Integrity of security and user access.
Stability of user interfaces.
Reliability of data processed by the software.
Reliability of data imports and/or interfaces.
Accuracy of reports.
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A. User Roles:
Test roles shall be created for each level of PennDOT user. The Selected Offeror shall
provide test case documentation to verify correct role-based access for all application
functions.
B. Knowledge Transfer and Support:
Before user testing begins, the Selected Offeror shall provide functional or role-based
program for the transfer of knowledge and provide support as needed for personnel
assigned to test specific PennDOT FMD operations or management/reporting
functions. This deliverable shall include, but is not limited to:
o Selected Offeror supplied program that successfully transfers the necessary
knowledge on the required topics (off-site).
o On-site transfer of knowledge programs or train-the-trainer programs.
o Printed or online tutorials, demonstrations and system documentation.
o Online help.
The preliminary transfer of knowledge program delivered during the test phase will
lay the groundwork for future programs during the implementation phase.
2. Task B-2: Interfaces. The Selected Offeror shall provide documentation of internal
development activities or significant modifications that the ISTO will need in order to
operate the software effectively or interface with the existing PennDOT systems (refer to
Appendix O - PennDOT Enterprise IT Standards) for data migration or for continual
use.
It is anticipated that some file preparation will be required for uploading current
information or interfacing directly with the new AFCS. The Selected Offeror shall
provide documentation to help the ISTO assess the level of effort required for
implementation, including:
•
•
•
•
Implementation Guidelines.
Import or File Transfer Templates.
Test Plans and/or Validation Guides.
Supporting Documentation.
3. Task B-3: Batch Data Uploads
A. Wright Express:
The Selected Offeror shall work with PennDOT FMD staff to analyze and prepare
import files to upload to the new AFCS before start-up.
The Selected Offeror shall provide or confirm Wright Express import standards
and/or templates to help ensure consistency, accuracy and usability of imported data.
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B. TRAK and MS Access:
The Selected Offeror shall supply documentation, templates, utility programs or other
mechanisms needed to upload initial data from the AFCS MS Access databases
currently in use.
C. SAP Plant Data:
The Selected Offeror shall provide software interfaces, utility files and/or templates to
assist the PennDOT FMD with successful data integration. Refer to Appendix J –
AFCS Use Case Evaluation Criteria for more information.
Task B Deliverables: The Comprehensive Test Plan, Interfaces and Batch Data Uploads for the
Automated Fuel Control System (AFCS) project need to be developed concurrently with Tasks
A-1 through A-3. These deliverables must be completed by the Selected Offeror and submitted
to PennDOT within thirty (30) days of the Notice to Proceed. PennDOT shall have a minimum
of ten (10) business days to review and approve the required documentation submitted by the
Selected Offeror for these deliverables. If the deliverables are not approved, the Selected Offeror
will have seven (7) days to resubmit. These deliverables must be approved by PennDOT prior to
commencing work on any other deliverables.
Offerors shall provide a unit cost for each subtask under Task B in Appendix E - Cost
Submittal. The unit cost should include all labor and materials required for the deliverable.
Refer to the Cost Summary tab in Appendix E – Cost Submittal for input of unit costs for this
task.
Task B Deliverable Summary:
Task Description
B-1
Comprehensive Test Plan
Deliverable
Test plan.
User roles.
Transfer of knowledge and support.
B-2
Interfaces
Implementation Guidelines.
Import or File Transfer Templates.
Test Plans and/or Validation Guides.
Supporting Documentation.
B-3
Batch Data Uploads
Standards, templates and utilities required for upload.
Refer to Appendix J for details.
TASK C: INSTALLATION AND IMPLEMENTATION
Task C shall be completed in four (4) stages during a period of up to 12 months following the
Notice to Proceed date. Refer to Appendix R - PennDOT District Map and Appendix K PennDOT Fixed and Mobile Fuel Sites for site locations.
1. Task C-1: Stage 1 – Installation of the System Software and Network Database.
Immediately upon PennDOT’s approval of the deliverables in subtasks A-1 to B-3, the
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Selected Offeror shall begin work associated with subtask C-1. All work associated with
subtask C-1 must be completed in sixty (60) days from receipt of PennDOT’s approval to
begin Task C-1 Stage 1. Immediately upon PennDOT’s approval of the deliverables in
subtask C-1, the Selected Offeror will begin work associated with subtask C-2. All work
associated with subtask C-2 shall be completed within thirty (30) days.
The Selected Offeror shall be responsible for completing the following Task C-1 Stage 1
deliverables:
Task C-1
1. System, Test Data and Reports
Deliverable
The new AFCS is installed; and test data and reports are
successfully accessed and appropriately
changed/updated by all 67 counties, 11 districts and
Central Office via PennDOT’s computer network.
2. Test Retail Transaction
Test retail transaction data has been successfully
uploaded to the database.
3. Equipment Data
Equipment data has been successfully uploaded from
PennDOT’s equipment management system (SAP Plant
Maintenance) to the vehicle authorization section of the
database.
4. Personnel Information
Test personnel information has been successfully
uploaded to the personnel authorization section of the
database.
5. Fuel Transaction
Fuel transaction data is successfully uploaded to
PennDOT’s fleet maintenance system.
6. Manual Transactions
Manual transactions are successfully entered into AFCS
and uploaded to SAP.
7. Problem Identification Reports
Problem identification reports (daily reports) for fixedsite fuel transactions, mobile unit fuel transactions, and
commercial retail fuel transactions are produced
successfully and test data is not passed to the database
until it has been corrected.
8. Project Status Reports
Bi-weekly project status and issue identification report.
After the test plan has been approved, the Selected Offeror shall be responsible for
providing all labor, technical expertise, hardware, software and printed documentation
required for full installation and implementation of the new AFCS. The Selected Offeror
shall proceed in accordance with a phased approach detailed below in the following order
of priority:
1. Region 2 – 32 sites (Districts 1, 10, 11 and 12)
2. Region 1 – 44 sites (Districts 2, 8 and 9)
3. Region 3 – 39 sites (Districts 3, 4, 5 and 6)
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The Selected Offeror shall notify the PennDOT Project Manager in writing of the
intended work schedule for each site at least two (2) weeks prior to mobilization at the
site. The Selected Offeror shall proceed with the site work unless notified by the
PennDOT Project Manager of any scheduling conflicts with the proposed mobilization.
Hardware, software and labor will be covered by warranty throughout Task C stages 1–4
and for an additional full one (1) year period, after all stages of the installation and
implementation have been completed and approved by PennDOT.
The Selected Offeror shall submit bi-weekly progress reports covering project activities,
issues and recommendations to PennDOT’s Project Manager during Task C-1 Stage 1. In
Task C-2 Stage 2, the frequency of the reports shall increase to weekly. In Task C-3
Stage 3 and Task C-4 Stage 4, the frequency of the reports shall decrease to monthly.
Project status reports and issue identification reports shall be combined into a single
report. Refer to Part IV, Section IV-5 for details.
The Selected Offeror shall notify the PennDOT Project Manager in writing when the site
is ready for inspection within forty-eight (48) hours of site completion. PennDOT will
have ten (10) working days for inspection and testing. System issues reported by
PennDOT and/or proactively identified by the Selected Offeror during this period shall be
corrected by the Selected Offeror. PennDOT will notify the Selected Offeror of site
acceptance in writing. Upon site approval, the Selected Offeror shall include the site for
payment approval on the following month’s OS-501, Appendix I – OS-501
Confirmation of Services. No payment will be made for unapproved or unacceptable
work.
2. Task C-2: Stage 2 – Pilot Installation. This stage shall be completed and approved by
the PennDOT FMD Project Manager within thirty (30) days after completion of Task C-1
Stage 1.
This stage must include successful operation of the Dauphin county site at 2140 Herr
Street, Harrisburg, PA 17103-1699 which includes one (1) fixed-site location, one (1)
fuel truck, one (1) 99 gallon crew cab mobile unit and five (5) vehicle information
transmitters.
The Selected Offeror shall be responsible for completing the following Task C-2 Stage 2
deliverables:
Task C-2
Deliverable
All fueling hardware (fixed and mobile) and vehicle
1. Fueling Hardware
information transmitters are installed and operating
according to manufacturer specifications.
2. Fuel Transaction Data
Fuel transaction data is successfully uploaded to the
network database from the fixed site and mobile units
for a period of seven (7) days.
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3. Fuel and Record
Vehicles with and without information transmitters
successfully fuel and record the fuel transaction at the
fixed site and with the mobile tanker unit.
4. Tank Data
On-vehicle/equipment tank gauge and balance data
match.
5. Storage Tank Data
(If incorporated) above and below ground storage tank
gauge and balance data match.
6. Reports and Data Accessibility
All associated reports and exception data and tank
balance/tank monitor information are accurate and
accessible by the pilot county and central office on
PennDOT’s computer network.
7. Exception Data Corrections
Successful correction and update of all exception data.
8. Personnel and Equipment Data
Successful update of personnel and equipment data.
9. Commercial Retail Data
Successful upload and incorporation of commercial
retail data.
10. Fleet Maintenance Database
Successful upload of data to the fleet maintenance
database (SAP Plant Maintenance module).
11. Data Archive/Purge Strategy
Successful execution of a PennDOT approved data
archive/purge/backup strategy.
The Selected Offeror shall provide the PennDOT Project Manager with weekly project
status and issue identification report that includes notification to PennDOT when
metering equipment is in need of calibration.
3. Task C-3: Stage 3 – Commonwealth-wide Installation. This stage shall be completed
and approved by the PennDOT FMD Project Manager within eight (8) months after
completion of Task C-2 Stage 2. Installation of AFCS hardware Commonwealth-wide
shall follow the order of priority by the three (3) regions listed Task C-1 on page 44.
During Task C-3 Stage 3, the Selected Offeror will train PennDOT FMD employees to
install the vehicle transmitters (i.e., devices that are installed on PennDOT vehicles that
transmit info about the vehicle such as mileage, fuel consumption, idle time, engine
speed, etc. back to the main computer with no need for data entry by the operator). The
Selected Offeror shall complete installation of the mobile unit and fuel island fuel-control
devices.
The Selected Offeror shall be responsible for completing the following Task C-3 Stage 3
deliverables:
Task C-3
Deliverable
1.
All Site Data
Successful uploading, viewing and updating of AFCS
data over PennDOT’s computer network.
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Support Knowledge Transfer
Approach and Transition
2.
Knowledge transition plan executed, preparing
PennDOT for all support and maintenance assistance
roles, including but not limited to hardware, network,
infrastructure and interfaces.
The Selected Offeror shall provide the PennDOT Project Manager with weekly project
status and issue identification reports to include notification to PennDOT when metering
equipment is in need of calibration; and monthly availability and performance reports
detailing individual site statistics and blended monthly statistics from Appendix B –
Service Level Agreement.
The Selected Offeror shall provide the following AFCS documentation upon completion
and acceptance of services at each AFCS site:
•
Factory acceptance test and/or verification for each type of equipment.
•
All warranty verification vouchers or certificates.
4. Task C-4: Stage 4 – Transfer of Knowledge for Vehicle Transmitters. Task C-3
Stage 3 and Task C-4 Stage 4 shall be performed concurrently and be completed at the
same time.
To ensure PennDOT FMD personnel are capable of installing vehicle transmitters to the
manufacturer’s specifications, the Selected Offeror shall conduct a training session at
each of the six (6) districts that will be installing vehicle transmitters on their dump
trucks. Refer to Appendix L – PennDOT Dump Truck Listing. Locations and dates for
the sessions shall be determined by PennDOT and will be scheduled to coincide with
Task C-4 Stage 4 installation of the fixed-fuel sites and mobile units.
The training sessions shall be presented in-person by the Selected Offeror’s staff to a
maximum of twelve (12) PennDOT personnel per session. Each session shall cover
installation of vehicle transmitters within the manufacturer’s acceptable time frame.
1.
The Selected Offeror shall be
deliverables:
Task C-4
Knowledge transfer sessions for
Transmitter Installation And
Documentation
responsible for the following Task C-4 Stage 4
Deliverable
Conduct six (6) knowledge transfer sessions at six
(6) different locations across the Commonwealth
(one session shall be scheduled in each district where
vehicle transmitters will be installed on dump trucks.
After attending one of the sessions, each PennDOT
employee must be able to install vehicle transmitters
correctly within manufacturer’s acceptable time
frame.
The Selected Offeror shall provide all the necessary
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materials, equipment specifications, trouble shooting
and reference guides for each PennDOT employee
who attends a session.
5. Task C-5: Removal and Disposal of Existing AFCS Components and Equipment.
The Selected Offeror must de-install and place all existing AFCS hardware, housings and
devices in an area on-site designated by the local PennDOT County staff. The Selected
Offeror must deliver all devices currently listed as installed PennDOT FMD inventory
back to PennDOT FMD in this manner. Equipment such as but not limited to; Fuel
Island Controller which would include the island mounted cabinet, all of the cabinet’s
internal components such as the microcomputer, pump control interfaces, power supply,
communication electronics, and heaters. All components mounted externally to the
cabinet which would include the card reader and display modules. The data
converter/modem device and Fuel Truck components should include the automated
mobile fueling unit mounted inside the truck and the hand held radio controlled device.
Replacement of all AFCS components, to include but not be limited to Automated
Mobile fueling Unit, Automated Fixed Site Fueling Unit, Manual override device for
fixed and mobile units, hose controls, data converter/modem device, card reader,
automated vehicle information device installed in vehicles to be fueled, automate vehicle
information device reader such as a nozzle data pickup device or equivalent, standard IP
device and cables for network communication, wireless IP serial device, tank monitor
interface.
The Selected Offeror shall notify PennDOT’s Project Manager via email or phone when
the old AFCS components and equipment have been removed and are ready for shipping.
PennDOT’s Project Manager will coordinate with each respective County Surplus
Coordinator the time and location for the Selected Offeror to deliver the materials, and
relay this information to the Selected Offeror. PennDOT shall be responsible for
disposing of the existing AFCS equipment.
Upon award, PennDOT FMD shall provide the Selected Offeror with a current list of
County staff and contact information, and shall notify the Selected Offeror when to begin
de-installation of the existing equipment.
Task C Deliverables: Offerors shall provide a unit cost for each subtask under Task C in
Appendix E - Cost Submittal. The unit cost should include all labor and materials required for
the each deliverable. Refer to the Cost Summary tab in Appendix E – Cost Submittal for input
of unit costs for these tasks.
Task C Deliverable Summary:
Task Description
Deliverable
C-1 Stage 1 – Installation of the System System, Test Data and Reports
Test Retail Transaction
Software and Network Database
Equipment Data
Personnel Information
Fuel Transaction
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Manual Transactions
Problem Identification Reports
Project Status Reports
Fueling Hardware
Fuel Transaction Data
Fuel and Record
Tank Data
Storage Tank Data
Reports and Data Accessibility
Exception Data Corrections
Personnel and Equipment Data
Commercial Retail Data
Fleet Maintenance Database
Data Archive/Purge Strategy
C-2
Stage 2 – Pilot Installation
C-3
Stage 3 – Commonwealth-wide
Installation
All Site Data
Support Knowledge Transfer
Approach and Transition
C-4
Stage 4 – Transfer of Knowledge
for Vehicle Transmitters
Knowledge transfer sessions for Transmitter
Installation And Documentation
C-5
Removal and Disposal of Existing Removal of Existing Equipment
AFCS Components and Equipment
TASK D: KNOWLEDGE TRANSFER AND TRANSITION PHASE
The knowledge transfer and transition phase serves as the last phase of the AFCS project and
shall commence according to the time frames stated in subtasks D-1 and D-2 as the plans are
developed to transition support and maintenance of the AFCS from resources of the Selected
Offeror to those of PennDOT or its selected designee.
This phase shall include preparing PennDOT, or its selected designee, for all support and
maintenance assistance roles for the AFCS, including, but not be limited to, maintenance of the
hardware, network, infrastructure and interfaces.
1. Task D-1: Knowledge Transfer Documentation. The Selected Offeror shall develop
and maintain the following documents to be submitted to PennDOT within 60 days prior
to Contract expiration or within thirty (30) days of termination, whichever occurs first.
A. AFCS Software and Hardware Requirements
The AFCS Software and Hardware Requirements deliverable shall detail all software,
tools, utilities and hardware needed by the AFCS support team in order to provide
end-user support and maintenance services for all of the AFCS project.
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At a minimum, this deliverable shall include the names and versions of all software,
tools, utilities, etc., and the specifications for client PC’s and peripherals.
B. Knowledge Transfer Documentation
End-User Documentation shall be provided for the AFCS to ensure that end-users
have sufficient knowledge to use the AFCS to perform their required duties. The
transfer of knowledge activities include identifying groups and individuals that must
be trained, developing and providing necessary materials that are tailored to each
group, planning and scheduling of the knowledge transfer sessions and, finally,
conducting the actual sessions.
The knowledge transfer activity shall include the following tasks at a minimum:
o Develop End-User Knowledge Plan and Materials;
o Schedule and conduct end-user sessions;
o Maintain the End-User Knowledge Plan and Materials throughout the
duration of the project.
At a minimum, this deliverable shall include the following:
o User Manual that illustrates and explains all core application
functionality, basic navigation and operation, and detailed instructions for
processing key business transactions;
o User Guide or Reference that provides quick explanations, tricks, and
techniques for the most commonly used or asked-about functions within
the application;
o On-line Help that is accessible from the application and provides contextsensitive information and instructions for using the application.
2. Task D-2: AFCS Knowledge Transfer Sessions. The Knowledge Transfer Sessions
shall be between Selected Offeror’s resources and PennDOT’s resources for the purpose
of imparting sufficient knowledge to the latter group so that they can successfully support
and maintain the AFCS system. A total of eleven (11) sessions to cover each PennDOT
district shall be conducted with a minimum of twenty (20) PennDOT staff for each
session. The Selected Offeror shall provide a Knowledge Transfer Plan and Schedule as
part of the technical proposal.
PennDOT shall assist the Selected Offeror with securing locations for the sessions at
PennDOT Offices throughout the state. The Selected Offeror shall be responsible for all
presentation equipment and materials including, but not limited to, appropriate user
manuals and troubleshooting documentation for attendees. All presentation materials
shall be submitted to PennDOT’s Project Manager, for review and approval, at least one
(1) month prior to the first session. The Selected Offeror shall provide PennDOT with
electronic versions of the approved presentation materials for its future use.
Task D Deliverables: Offerors shall provide a unit cost for each subtask under Task D in
Appendix E - Cost Submittal. The unit cost should include all labor and materials required for
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each deliverable. Refer to the Cost Summary tab in Appendix E – Cost Submittal for input of
unit costs for these tasks.
Task D Deliverable Summary:
Task Description
D-1 Knowledge Transfer
Documentation
D-2
AFCS Knowledge Transfer
Sessions
Deliverable
AFCS Software and Hardware Requirements
Knowledge Transfer Documentation
Assistance with Knowledge Transfer Sessions
TASK E: MAINTENANCE AND SUPPORT
The maintenance phase of the AFCS project shall commence with the acceptance by PennDOT
of the first fully operational site. Maintenance activity increases as each successive AFCS site
becomes fully operational. The maintenance phase of the project shall continue until such time as
the AFCS maintenance and support responsibilities are transitioned from the Selected Offeror’s
resources to those of PennDOT or its selected designee.
The Selected Offeror shall be responsible for all labor, fuel control equipment, electronic
information transmitters, related software for fixed sites and mobile units and in-tank gauges, if
integrated, during the maintenance and support phase of this contract.
In order to maintain the equipment in efficient operating condition, the Selected Offeror must
furnish support and parts for the equipment and all software updates.
1. Task E-1: Support Services. The Selected Offeror shall provide support for the AFCS
24 hours a day, 7 days a week, and 365 days per year. PennDOT shall send all
requests for maintenance or reports of malfunctions of the AFCS via e-mail, facsimile, or
phone call to the Selected Offeror (phone calls shall be followed-up by fax or email to
confirm request). The time and date imprinted on the received e-mail or fax, shall be used
as the start time for measurement of response time to service the AFCS.
Maintenance and Support shall address system issues that prevent the system from
functioning as designed and routine service requests. Examples shall include, but not
limited to:
o
o
o
o
o
o
Service failures;
Bug fixes;
Data fixes;
Screen element malfunctions;
Special reports and data extracts;
Proactive identification and mediation of potential issues that may result from
system changes due to required technology upgrades (patches, version
upgrades, etc.)
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Upon receipt of the service request from PennDOT, the Selected Offeror shall analyze the
reported malfunction and initiate a service response. In the event the issue can be
resolved via remote access to the AFCS via telephone, the Selected Offeror shall do so
within the Response Time defined in Appendix B - Service Level Agreement (SLA).
When on-site service is required in order to resolve the malfunction, the Selected Offeror
shall dispatch service personnel to the site within the required Response Time stated in
Appendix B – Service Level Agreement (SLA). If the Selected Offeror determines a
replacement unit must be mailed to the site, the new unit shall be mailed and installed
within the response time stated in Appendix B – Service Level Agreement (SLA).
At minimum, the Selected Offeror shall:
o Respond to all service failures events within the guidelines stated in
Appendix B - Service Level Agreement (SLA).
o Communicate periodic status updates to PennDOT’s Project Manager during
service failure response.
o Maintain detailed service records.
o Provide a quick assessment of criticality, impact to business, risks and
options.
o Restore application service.
o Upon the request of PennDOT, provide a root cause analysis report within
five (5) business days of service failure. The report shall include, but is not
limited to:
 Chronological analysis in support of problem resolution.
 Assessment of the root cause of the failure.
 Description and schedule of any follow-up changes required to prevent
future reoccurrence of the issue.
2. Task E-2: Software Updates and Modifications. The Selected Offeror shall provide
support and latest updates of its software necessary to maintain and operate the AFCS. In
the event of a new release of software, the Selected Offeror shall install the new release
of software at each location to which the new software applies, only if the new software
version enhances the system capabilities and is compatible without changes to existing
hardware, or if the new version of software enhances the safety aspects of the system.
Software shall be installed within thirty (30) days of the new release to upgrade software.
Task E Deliverables: Offerors shall provide a unit cost per month that includes labor, materials,
software fixes and updates, and technical expertise required for the full service maintenance and
support of AFCS as described in each subtask under Task E. Refer to the Cost Summary tab in
Appendix E – Cost Submittal for input of monthly cost per site for this task.
Task E Deliverable Summary:
Task Description
E-1 Support Services
Deliverable
24 hrs. / 7 days / 365 Day Maintenance and Support
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E-2
Software Updates and
Modifications
Software Updates and Modifications
TASK F: COMMERCIAL OFF-THE-SHELF (COTS) SOFTWARE LICENSES
If proprietary software (COTS) is a key component of the AFCS, the Selected Offeror must
provide PennDOT with all software licenses and media needed to deliver a complete application
solution in accordance with Appendix C - IT Contract Terms and Conditions.
Offerors shall indicate in the technical response how many licenses will be provided as part of
the base system and whether the license agreement is site-based or user based. Offerors shall
document the cost of the initial license(s), and all subsequent license(s) and renewal(s) that are
not provided as part of the initial system in the Appendix E - Cost Submittal.
Task F Deliverable: Offerors shall provide the cost of the initial license(s) all subsequent
license(s) and renewal(s) that are not provided as part of the initial system as described in Task
F. Refer to the Other Cost Items tab in Appendix E – Cost Submittal, for input of the license
cost for this task.
Task F Deliverable Summary:
Task Description
F-1 COTS Software Licenses
Deliverable
COTS Software Licenses
TASK G: ADDITIONAL WORK
PennDOT reserves the right to request additional work under this Contract. In the event that an
additional site(s) for AFCS is identified, PennDOT’s Project Manager shall provide the Selected
Offeror with location(s) and list of AFCS components and equipment required at each new
AFCS site. Deliverables listed in Task C, where applicable, shall apply to Task G.
PennDOT anticipates that up to ten (10) new AFCS mobile and up to fifteen (15) new fixed fuel
sites may be installed during the term of the Contract. These quantities are estimated and are not
guaranteed.
Offerors shall include a work plan (reference Part II, Section II-7) and costs for Task G as part
of the proposal. PennDOT will review the information provided as part of the Offeror’s
evaluation.
Task G will be performed through the use of a Work Order as follows:
•
The Selected Offeror shall be required to perform work through the use of Work Orders
negotiated with the Selected Offeror throughout the term of the Contract and any
renewals thereof. PennDOT’s Project Manager will initiate a Work Order by following
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the steps outlined in the Work Order Requirements (see Appendix G - Work Order
Requirements).
•
Each Work Order shall identify specific individuals and their position required to
complete the scope of work outlined on the Work Order. The Hourly Rate for each
specified individual per position may be negotiated for each Work Order. Hourly Rates
will not exceed the maximum Hourly Rate as provided on the Selected Offeror’s
Appendix E - Cost Submittal which has been incorporated and made part of this
Contract.
•
The work to be completed through a Work Order shall be deliverable-based and
established payment benchmarks. All Work Orders will be negotiated and once
established and accepted by PennDOT, a Work Order will be executed, and
reimbursement under the Contract will be based on the agreed upon fixed price of each
deliverable. Work Orders shall clearly define the deliverable and a lump sum payment
will be made upon completion and acceptance by PennDOT of the defined
deliverable. Benchmarks will be identified during negotiation when a single Work Order
provides for more than one (1) clearly defined benchmark. Each identified benchmark
within a Work Order will be considered a separate deliverable with a lump sum payment
made upon completion and acceptance by PennDOT of the identified benchmark.
•
A Work Order Authorization Page (see Appendix H - Sample Work Order
Authorization Page) is required to be signed by the Selected Offeror and PennDOT’s
Project Manager. Upon acceptance by the Selected Offeror and PennDOT’s Project
Manager, a fully executed Purchase Order will be issued as the Notice to Proceed.
NO WORK CAN BE AUTHORIZED BEFORE A FULLY EXECUTED PURCHASE
ORDER IS ISSUED BY PENNDOT AND RECEIVED BY THE SELECTED
OFFEROR.
•
Each Work Order is required to contain a clearly defined scope of work for each
deliverable.
•
The cost of each Work Order will draw down from the maximum contract amount.
•
Work Orders shall be consecutively numbered.
•
Work Orders may be done concurrently.
1. Task G-1: Hourly Rates. Offerors shall provide Hourly Rates for personnel performing
this task and estimated hours to complete this task. Work associated with Task G-1 will
be initiated through Work Orders negotiated with the Selected Offeror throughout the
term of the Contract. Each Work Order is a deliverable. The Hourly Rate for each
specified individual per position may be negotiated for each Work Order. Hourly Rates
will not exceed the maximum Hourly Rate as provided on the Selected Offeror’s Cost
Submittal, Appendix E - Cost Submittal, which has been incorporated and made part of
this Contract.
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2. Task G-2: AFCS Components and Equipment. In the event that PennDOT requires
additional AFCS components or equipment for existing or new sites, Offerors shall
provide a unit cost for the following AFCS component/equipment items listed in the
Component and Equipment Costs tab on Appendix E - Cost Submittal. Quantities
provided in Appendix E - Cost Submittal are estimated and are not guaranteed.
•
•
•
•
•
•
•
•
•
•
•
G-2a. Automated Mobile Fueling Unit;
G-2b. Automated Fixed Site Fueling Unit;
G-2c. Manual Override Device;
G-2d. Hose Control;
G-2e. Data Converter Device/Modem;
G-2f. Card Reader;
G-2g. Automated Vehicle Information Device installed in vehicle(s) to be fueled;
G-2h. Automated Vehicle Information Device Reader such as a Nozzle Data
Pickup Device or equivalent;
G-2i. Standard IP Serial Device and Cables for Network Communications;
G-2j. Wireless IP Serial Device;
G-2k. Tank Monitor Interface;
Task G Deliverable: Offerors shall provide a maximum Hourly Rate for personnel performing
this task and an estimate of hours to complete this task on the Itemized Costs tab in Appendix E
– Cost Submittal. Offerors shall also provide a unit cost for the AFCS component/equipment
items listed in subtask G-2 on the Component & Equipment Costs tab in Appendix E - Cost
Submittal. Quantities provided in Appendix E - Cost Submittal are estimated and are not
guaranteed.
Task G Deliverable Summary:
Task
G-1
Description
Hourly Rates
G-2a. – G-2k. AFCS Site Components
and Equipment
Deliverable
Maximum Hourly Rate
AFCS component/equipment
TASK H: Turnover
The Selected Offeror shall complete all turnover services when the Contract expires, terminates,
or PennDOT initiates steps to rebid all or part of these tasks included in this Contract, whichever
occurs first. The Selected Offeror shall provide a transition plan to be implemented up to or at
least ninety (90) days before and completed prior to expiration, or within thirty (30) days of
termination, of this Contract. All AFCS hardware and software shall become the property of
PennDOT at the end of the Contract term.
Once turnover is initiated, the Selected Offeror shall provide all or some of the following as
directed by PennDOT Project Manager:
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1. Full inventory listing of current AFCS components at each AFCS site.
2. References and operational instructions for each AFCS technology asset utilized.
3. Transfer of all licenses, software, and developed works to PennDOT in accordance with
Appendix C - IT Contract Terms and Conditions.
All costs associated with Task H shall be the responsibility of the Selected Offeror.
IV-5. Reports and Project Control. The following reports and documents are required for
management of the project. The Selected Offeror’s report formats shall be submitted to
PennDOT Project Manager for approval prior to issuance of the initial report
A. Project Plan. The Selected Offeror shall create and maintain a work plan that details
each task outlined in this statement of work, plus additional tasks necessary for successful
completion. The work plan should include details for each major deliverable and clearly
outline the resources assigned and the time allotted for each task.
B. Milestone Reporting. The Selected Offeror must provide regular and frequent
communication with the PennDOT Project Manager to report on the achievement of all
milestones defined in the Project Plan.
C. Status Meeting and Report. The Selected Offeror shall facilitate a weekly meeting and
present a status report covering completed activities, activities that are behind schedule,
schedule performance index (SPI) problems and recommendations. This report shall be
tied to the Project Plan, as amended or approved by the PennDOT Project Manager.
D. Project Issues Log. The Selected Offeror shall create and maintain a Project Issues Log
to record issues, questions and concerns that could impact the project negatively. At a
minimum, the issues should include:
•
•
•
•
•
•
•
•
•
•
ID number.
Reporting individual.
Description.
Date reported.
Resource(s) assigned.
Status.
Priority.
Area impacted.
Date resolution is due.
Notes.
The issues will be reviewed weekly by the PennDOT Project Manager.
E. Performance Reporting. The Selected Offeror shall submit to PennDOT’s Project
Manager on or before the fifth (5) business day of each month for the immediate
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preceding month, a monthly report on all service request activity to verify the
fulfillment of the service level requirements. The report shall be in an electronic format
agreed upon by PennDOT and the Selected Offeror shall provide access to all the data
used to generate these reports.
IV-6. Contract Requirements—Small Diverse Business Participation. All contracts
containing SDB participation must also include a provision requiring the selected contractor to
meet and maintain those commitments made to SDB at the time of proposal submittal or contract
negotiation, unless a change in the commitment is approved by the BSBO. All contracts
containing SDB participation must include a provision requiring Small Diverse Business
subcontractors to perform at least 50% of the subcontracted work.
The selected contractor’s commitments to SDB made at the time of proposal submittal or
contract negotiation shall, to the extent so provided in the commitment, be maintained
throughout the term of the Contract and through any renewal or extension of the Contract. Any
proposed change must be submitted to BSBO, which will make a recommendation to the
Contracting Officer regarding a course of action.
If a contract is assigned to another contractor, the new contractor must maintain the SDB
participation of the original Contract.
The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or
similar document containing the same information) and submit it to the contracting officer of the
Issuing Office and BSBO within 10 workdays after the end of each quarter the contract is in
force. This information will be used to determine the actual dollar amount paid to SDB
subcontractors and suppliers. Also, this information shall serve as a record of fulfillment of the
commitment the selected contractor made and for which it received Small Diverse Business
participation points. If there was no activity during the quarter then the form must be completed
by stating “No activity in this quarter.”
NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE
STATEMENTS REFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY
POLICIES OR PAST CONTRACT COMPLIANCE PRACTICES DO NOT CONSTITUTE
PROOF OF SMALL DIVERSE BUSINESS STATUS OR ENTITLE AN OFFEROR TO
RECEIVE CREDIT FOR SMALL DIVERSE BUSINESS UTILIZATION.
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