request for proposal #514-15 operations management ... · request for proposal #514-15 operations...

Request for Proposal #514-15

Operations Management Application

For The Ohio/Indiana

Unmanned Aircraft Systems Center

Proposal Issue Date: July 9, 2015

Proposal Inquiry Period Ends: July 17, 2015 at 3:00 p.m.

Proposal Due Date: July 28, 2015 at 2:00 p.m.

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1. PROPOSAL OVERVIEW 1.1. Proposal Purpose

PLEASE NOTE: The original RFP solicitation for this project was cancelled on July 7th. This document is the revised and updated RFP. The Ohio Department of Transportation’s (ODOT) Ohio/Indiana UAS Center (UASC) manages Unmanned Aircraft Systems (UAS) activities for the State of Ohio. ODOT’s UAS Center is seeking proposals for either a hosted, web-based, or cloud-based application to support UAS operational activities for the State of Ohio to ensure UAS flights are conducted safely and in compliance with Certificate of Authorization (COA) requirements.

UAS flight management processes includes receiving, storing, processing and reporting all necessary information pertaining to UAS operations conducted by government agencies, Universities, Colleges and other customers of the UASC. This information is required to schedule UAS flights, verify pilot’s qualifications, record flight information and report UAS flights conducted under Certification of Authorization (COA) issued by the FAA.

The system must be configurable and any customizations must meet ODOT’s needs for supporting pre-defined and user-defined forms and functionality, as well as provide document management, graphics capabilities, and real time reporting capabilities. The application is to support a multitude of users varying in technical skills and allow for mobile and desktop usage. The system should be an open architecture design, which could be used in future developments of an integrated system.

1.2. Project Location

The project described in this document may involve development work done at an offsite location, however, project work involving implementation and support activities shall take place at the Ohio/Indiana UASC and/or ODOT’s Central Office and/or State of Ohio Computing Center (SOCC):

Ohio/Indiana UASC 4170 Allium Court Springfield, Ohio 45505

Ohio Department of Transportation Central Office 1980 West Broad Street Columbus, Ohio 43223

State of Ohio Computing Center 1320 Arthur E. Adams Drive Columbus, Ohio 43221

Training activities may take place at any location around the state or in close proximity to the above locations.

1.3. Location of Data

The Proposer may require the use of State data for development, maintenance, and testing work at an offsite location. ODOT restricts the use of the ODOT network for transmittal of data. However, data may be transferred using ODOT approved methods, with written approval from the ODOT Information Technology Department. This approval will only be granted upon receipt of a letter certifying the following: the data will be maintained in a secure manner; the data will not be used for any purposes other than

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those required to fulfill the contract; and upon completion of the project the data will be destroyed. The letter must also disclose the location of the data while under the control of the Proposer. Subject to Executive Order 2011-12K, all services must be performed within the United States and all data must reside in the United States.

PROPOSAL GUIDELINES

1.4. Proposal Process

The Proposer needs to follow the ODOT Office of Contract Sales Purchasing Services Instructions for Proposals, (see 4. Instructions for Submitting Proposals), referring to the General Definitions for proposal and contract terms (see 5. General Definitions), and following the terms and conditions (see 6. General Terms and Conditions) to comply with the Proposal Process.

The RFP includes the following instructions specific to ODOT, Division of UAS, and the UAS Operations Management Application listed in steps 1 through 7 below, to participate in ODOT’s Request for Proposal and subsequent Award of Contract for the UAS Operations Management Application.

Step 1. Verify all materials listed in the RFP Structure are received Step 2. Utilize the Proposal Inquiry process as necessary Step 3. Submit final questions by inquiry deadline Step 4. Prepare the Proposal Content Step 5. Deliver the Proposal Content

Respond to ODOT during Proposal Evaluation as necessary including but not limited to; responding to questions from the Review Panel, providing pricing clarifications or adjustments as requested, and conducting a Solution Presentation if invited.

Step 6. ODOT Evaluates the Proposals Step 7. ODOT Awards the Contract

1.5. RFP Structure

This RFP is organized into 7 parts, 2 embedded links, and has 6 attachments as listed below.

Part 1, Proposal Introduction Part 2, Proposal Guidelines Part 3, System Solution Requirements;

Document Link One: Business Requirement Specification Document Link Two: Technical Requirements Specification

Part 4, Instructions for Submitting Proposals Part 5, General Definitions Part 6, Standard Terms and Conditions Part 7, Attachments;

Attachment One: Signature Page Attachment Two: Sample Deliverable/Milestone Submittal Form Attachment Three: Proposer Certification Form Attachment Four: Proposer Experience Summary Attachment Five: High Value Data Indemnification Agreement Attachment Six: Cost Proposal by Requirement/Proposer Not-To-Exceed Fixed Price Sheet

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1.6. Proposal Inquiries

Proposers may submit questions/inquiries regarding this proposal via the ODOT Office of Contract Sales Pre-Proposal Question website, available at the following URL:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx

ODOT will post replies to Proposer-submitted questions typically within two (2) business days after receipt. Replies are available for viewing at the following URL:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc

Proposal Inquiries will not be accepted after Friday, July 17th at 3:00 p.m. There is no deadline to submit administrative questions.

1.7. Proposal Content

Proposals, in addition to complying with the Instructions for Submitting Proposals, must include at a minimum:

An original, signed, Proposal cover letter must be included with the Proposal submittal. The

cover letter should state the purpose of the submittal and be an original signature by a representative of the offering organization authorized to bind the Proposer, including the representative’s title, address, and telephone number.

All three signed and completed forms; Signature Page, Proposer Certification Form, and High Value Data Indemnification Agreement with an original signature (blue ink) by a representative of the offering organization authorized to bind the Proposer. Refer to Attachments.

A hard copy of all issued addenda.

A description of the Proposer’s organization, including a summary of previous experience which qualifies the Proposer to successfully deliver the system described in this document. Include specific details of related experience, such as dates of work or assignment, names and addresses of client organizations, or other details that appropriately support the Proposer’s ability and experience to deliver the proposed system.

A list of the key individuals from the Proposer’s organization who will be involved in delivering the Proposer’s web-based solution. For each individual, include his/her role, responsibilities, and a brief résumé of experience.

- If any resource presented in the Proposers response becomes unavailable during the evaluation period ODOT must be notified prior to award and the Proposer is to send to ODOT the replacement individuals role, responsibilities, and a brief résumé of experience.

- If the Proposer is awarded the project, all key individuals presented at the time of response are to be the individuals executing the project. If any resource on key individual becomes unavailable during the execution of the project, ODOT must be notified as soon as the Proposer is made aware. The Proposer is to present a replacement resource to ODOT for review and approval by sending his/her role, responsibilities, and a brief résumé of experience for the newly proposed individual.

The Proposer must have a demonstrated track record of successfully delivering the proposed solution. Include one completed Proposer Experience Summary (see Attachment Four) with specific details on Company/DOT where the module is being used in production, Contact information, Project information, Key dates and Duration of the module in production.

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A Proposal that details how the Proposers Solution Proposal will meet the System Solution Requirements outlined in Section 2.

A Proposal that details how the Proposers Solution Proposal will meet the Project Management Requirements outlined in Section 2.

A Proposal that details how the Proposers Solution Proposal will meet the Pricing Requirements outlined in Section 3.

All proposal submissions must include, one original proposal, six (6) printed copies w/ sealed pricing envelopes, one electronic copy (CD/DVD or flash drive), and one electronic redacted copy with all trade secrets/proprietary information removed. The Proposal number should be clearly marked on the outside of the envelope that conforms with the Instructions for Submitting Proposals and satisfies the Proposal Content Requirement. The proposal shall be submitted on 8 1/2” by 11” paper, using Arial type, 12 font. Diagrams or pictures are included in the maximum page count. Fold outs, if included, will be counted as two pages. The proposal must be compatible with Microsoft Word application.

Note for the redacted, electronic copy of your proposal: File name must indicate that it is a redacted version Do not include any audited or reviewed financial statements in the redacted file. Redact all trade secrets and proprietary information Proposers cannot claim their entire Proposal and/or Pricing are trade secrets. Please note: ODOT will share this redacted version with any party that submits a public

records request pertaining to this RFP. Copies of Proposals are subject to public records

laws only after a contract has been executed.

1.8. Proposal Delivery

Sealed proposals to this invitation must be received at the following address on or before 2:00 p.m. on Tuesday, July 28, 2015 at the following location:

Ohio Department of Transportation Office of Contract Sales, Purchasing Services

1980 W. Broad Street, 1st Floor, Mail Stop 4110 Columbus, OH 43223

Office Hours 7:00 a.m. to 4:30 p.m., M-F

No proposals will be accepted after the time specified. No facsimile transmissions will be accepted. ODOT reserves the right to reject any and all proposals.

Timely receipt of proposals will be determined by the date and time the proposal is received at the address specified. Receipt of proposals in the ODOT Mail Room or any other ODOT office shall not be considered timely. Hand delivery is encouraged to assure timely receipt. Proposals received after the deadline will be stamped for time and date and returned unopened.

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until the Proposer is selected at which time all submitted information becomes a part of the public record.

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Proposals should be packaged in such a manner that the outer wrapping clearly indicates the following information:

Request for Proposal #514-15 UAS Operations Management Application Application Proposer Name

1.9. Proposal Evaluation

1.10.1. Evaluation Process Proposal Evaluation begins when proposals are delivered and the Office of Contract Sales has verified compliance with the Instructions for Submitting Proposals. The Office of Contract Sales provides the Review Panel with all responsive Proposals. The Review Panel will follow the instructions provided by the Review Panel Coordinator for Proposal Evaluation and must sign an “Ethic/Conflict of Interest/Confidentiality Statement”. The Review Panel consists of employees from the ODOT UASC and the ODOT Division of Information Technology.

1.10.2. Selection of Qualified Proposers

At the conclusion of the Evaluation Process, the Review Panel will select Proposers whom ODOT considers qualified to deliver a system which meets the requirements defined in this document. In the event the Review Panel does not identify qualified Proposers, ODOT reserves the right to cancel this request for proposal without further notice.

The selected qualified Proposers will be notified of its selection by the Review Panel Coordinator. ODOT reserves the right to request the following information from qualified Proposers:

Answers to questions from the Review Panel. Pricing clarification or adjustments. An audited financial statement of the Proposer, prepared by a certified public accountant,

substantiating the Proposer’s financial capacity to administer the UAS Operations Management Application.

1.10.3. Solution Presentations

Prior to finalizing proposal scoring, ODOT reserves the right to ask the qualified Proposers to give a Solution Presentation to the Review Panel for the purposes of explaining, elaborating, or otherwise clarifying the major elements or features of its proposal. The Solution Presentation would be held within two or three weeks after the opening date of this Request for Proposal. Chosen Proposers will be notified of date(s) and times available for their oral presentation. Attendance at the presentation is restricted to representatives of the Proposer, staff members of ODOT, and Review Panel members. Oral presentations will be held in Columbus, OH, Date TBD:

The following guidelines apply to the Solution Presentation:

Audio/visual aids may be used. A video and computer capable multi-media projector will be available. If any other equipment is needed, it will be the Proposer’s responsibility to provide those items.

The content of the presentation must support the solution as submitted by the Proposer. The inclusion of new materials, products, strategies, recommendations, or other solution-based subjects that deviate from the Proposer’s original proposed solution may constitute grounds for rejecting the written proposal as incomplete or informal. Brochures, forms, or other items mentioned in the submitted proposal shall not constitute new material.

The content must demonstrate how the solution will satisfy business requirements through existing capabilities or development.

Demonstration of existing or similar capabilities is preferred.

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1.10.4 Proof of Concept A proof of Concept demonstration will be performed by the successful Proposer. The proof of concept will provide the following: 1) An opportunity to demonstrate the proposed software solution on ODOT’s Network. 2) Determine whether the software is appropriate for use. 3) Show how easily it can be administered by ODOT. The timeline for the proof of concept may have a duration of several weeks, which will be negotiated with the winning proposer. At the end of the negotiated period, ODOT will evaluate the vendor’s progress.

The goals of the Proof of Concept are as follows:

Evaluate technical capabilities of the service to ensure they comply with all requirements. Demonstrate how the service solution meets selected agency business needs. Provide opportunities for agency staff to gain practical experience with the service. Gain acceptance by users.

At the conclusion of the proof of concept phase, ODOT will conduct a final evaluation of the Proposer’s technical capabilities and proposed solution. The Department shall reserve the right to terminate the executed agreement with the Proposer if in the opinion of the Department the Proposer’s solution does not fit the Department’s needs. In the event the Department wishes to cancel the agreement, the Proposer shall be entitled to only five percent (5%) of the not-to-exceed fixed price submitted by the Proposer for implementation activities.

In the event an agreement is cancelled by the Department as a result of a failed proof of concept phase, ODOT shall retain any data collected by the Proposer and any documentation completed by the Proposer pertaining to the ODOT project up through the date of cancellation.

1.10.5 Scoring Evaluation: In the Proposal evaluation phase, a team of ODOT personnel will rate the solution merits of the Proposal based on the following requirements and the weight assigned to each requirement.

Solution Proposal Evaluation- 50%

Application Solution Requirements as outlined in sections 1.0 – 10.0 (broken down below) 1.0 – General Requirements

2.0 – Tracking UAS Flight Operations Requirements

3.0 – Training Documentation for Pilots in Command (PIC) Requirements 4.0 – Scheduling Requirements 5.0 – Certificate of Authorization (COA) Application Management and Tracking Requirements 6.0 – Notifications and Alerts 7.0 – Reporting Requirements 8.0 – Supporting Documentation for UAS Airworthiness Requirements 9.0 – End User Support Requirements 10.0 – Weather Requirements Section 2.2: Support & Training Requirements Section 2.4: Project Management Expectations

Past Performance Evaluation- 20% Past performance and relevance

Price Realism and Not-to-Exceed Fixed Price Sheet- 30%

Cost reflects a clear understanding of contract requirements

Cost elements are realistic for the work to be performed

Costs are consistent with the unique methods of performances, products, and materials

Cost Proposal by Requirement and Not-To-Exceed Fixed Price Sheet

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1.10.6 Decision Scoring Formula

The evaluation team will rate all responsive Proposals received based on the following criteria and respective weights.

Criteria Percentage Solution Proposal / Project Management 50% Past Performance 20% Price of Proposed System and Price

Realism 30%

1.11. Award of Contract

It is ODOT’s intention to award the UAS Operations Management Tool Application to the top scoring Proposer upon ODOT’s completion of Solution Presentation (if applicable), the evaluation period, or any additional negotiations or follow ups ODOT deems necessary. ODOT reserves the right to cancel this request for proposal at any time and without further notice. In the event that establishing contractual terms with the top scoring Proposer is unsuccessful, ODOT reserves the right to begin negotiations with the second highest scoring Proposer. This process may continue until ODOT has successful negotiated an agreement.

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2. SYSTEM SOLUTION REQUIREMENTS

2.1. Application Solution Requirements

ftp://ftp.dot.state.oh.us/pub/Contracts/purchase/514-15/

(File name: Business Requirements RFP 514-15.docx)

2.2. Support and Training Requirements

During the life of the project, the Successful Proposer will be responsible for training the project resources, Division of UAS (approximately 10 users), and system support users including ODOT agency users, district oversight users, and any user groups ODOT deems necessary for the success of the project. Training sessions should be no less than 5.

The solution should have minimal requirements for in-house technical maintenance resources, specialized training or knowledge in order to implement, configure, update, and/or maintain the System. The Successful Proposer shall be capable of agreement to provide ongoing maintenance, training, support, upgrades, and troubleshooting.

2.2.1. Training and Reference Materials

The successful Proposer is responsible for providing the following as part of the proposed system solution:

Online user help integrated into system and configured specific to ODOT

requirements will be provided as an integrated deliverable in the system. Training Manuals and Training Materials in printed and MS Word document

format will be required as part of the ”Train the Trainer” deliverable prior to User Acceptance Testing.

“Train the Trainer” Training Sessions will be provided by the vendor prior to User Acceptance Testing using the Training Manuals and Materials that have been provided by the vendor.

Proposer will support the transition of maintaining the Training Manuals and Materials to ODOT Trainers following the “Train the Trainer” Sessions.

Proposer will support ODOT Trainers as they train the remainder of the users prior to Installation.

2.3. Technology Solution Requirements

ftp://ftp.dot.state.oh.us/pub/Contracts/purchase/514-15/

(File name: IT Technical Requirements RFP 514-15.docx)

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2.4. Project Management Expectations

Proposals shall detail how the Proposer will use Project Management best practices to ensure their solution is implemented successfully. Proposals will list the key individuals from the Proposer’s organization who will be involved in delivering the Proposer’s web-based solution. For each individual, include his/her role, responsibilities, and a brief résumé of experience.

Proposers must schedule a face-to-face meeting with the ODOT’s Project Manager before project start and must advance notice of any personnel change of that role.

2.4.1. Project Management Success Goals

Proposers shall demonstrate the following as part of their Project Management Plan

1. UAS Center must sign-off on project milestones including Proof of Concept,

Completion of System Test, Training, and completion of UAT setup prior to beginning UAT.

2. Demonstrate weekly progress reports with progress tied to the BRS Requirement ID’s, not to exceed two pages.

3. Demonstrate that Requirements Traceability will be used to tie the BRS Requirements with deliverables for each phase of the project.

4. Demonstrate that Communication on Change Requests, with required sign-off, occur for the duration of the project.

2.4.2. Project Tasks

The following tasks are expected to be performed by the Vendor as part of the implementation and shall be included in the Project Plan. The State will provide oversight for the entire Project, but the Vendor must provide overall project management for the tasks under this Contract, including the day- to-day management of its staff. The Vendor has primary responsibility for the successful completion of project activities, in accordance with the approved project plan, and the transfer of knowledge to State staff. The Vendor also must assist the State with coordinating assignments for State staff working on the Project. In addition, the Vendor must provide all administrative support for its staff and activities. Throughout the Project, the Vendor must employ ongoing project management techniques to ensure a comprehensive Project Plan is developed, executed, monitored, reported on, and maintained while maintaining traceability to BRS Requirement ID’s at all times.

2.4.2.1. Discovery

The goal is to diagram the ODOT Environment Architecture for the Proposed Solution, identify the configuration and customization work packages to meet all RFP requirements, build a work breakdown structure, determine specific resources needed for the project, and build a project plans that includes all remaining tasks through deployment (construction, integration, system testing, training, user acceptance testing, data management, deployment).

During discovery, the Vendor will elicit and document additional detailed screen or feature requirements beyond the original BRS provided. Additional details must include, but not be limited to, user interface requirements and the screen rules. The vendor will also update the screen or feature requirements as changes are agreed upon with the vendor and ODOT. All Vendor- generated and updated screen or feature requirements are to be provided to ODOT during the project for review.

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2.4.2.2. Development

The goal is to install, configure, and customize the solution to satisfy all Business Solution Requirement Specifications. This phase includes multiple work packages. The State desires methodologies that allow the State multiple opportunities to validate requirements and design. This includes a desire to view rapid prototypes of requirements and design concepts, screens, content, and application flow. Prototypes do not necessarily need to become operational or be reused during development.

2.4.2.3. System testing

The system must be subjected to system testing. System testing will occur in an established test environment that mirrors ODOT’s production environment. The Vendor will support the installation of the system on all machines used in ODOT’s Software Development Lifecycle (SDLC) process. Along with users within ODOT, the Vendor will function as system users during system testing and will assist in evaluation of all test outcomes. The Vendor must direct system testing and operate the system in accordance with the system testing plans. The Vendor must provide all error resolution and other technical support as required. At the end of system testing, ODOT will sign-off on acceptance of system testing and setup of the system for User Acceptance Testing.

2.4.2.4. User Acceptance Testing (UAT)

The user acceptance testing (UAT) must verify the full functionality and technical usability of the system. At the end of UAT, ODOT will sign-off on acceptance of the full system functionality and usability giving approval to move forward to Implementation.

2.4.2.5. Training

ODOT requires the Vendor to provide training as necessary for the previous tasks of Discovery, Construction, and System Testing. Prior to Task 5, User Acceptance Testing, the Vendor will conduct a “Train the Trainer” session with a hands-on, instructor led, presentation style training session that provides UAT resources sufficient knowledge of operating the system to execute UAT. The Vendor will provide the Training Manual and Training Materials to train the UAT staff, and ODOT Trainer(s) composed of select users and technical staff - approximately 10 resources. At the end of training, ODOT will sign-off on acceptance of training, training manuals and materials, UAT setup and configuration, and defect resolution of the system for User Acceptance Testing.

2.4.2.6. Deployment

The Vendor will support the ODOT IT department during deployment to all ODOT environments. During implementation, the Vendor will be responsible for the operation and maintenance of the system until the implementation task has been successfully completed.

2.4.2.7. Deployment + 270 Days

The post implementation support will be 270 days after successful implementation.

2.4.2.8. Application Support and Maintenance

The Vendor will support the ODOT IT Department following deployment as follows:

Support: The process of resolving software conflicts and usability problems, day to day issues that come in the application, and in supplying updates and patches for bugs and security holes in the program, without changes in the source code. Maintenance: The process of supporting the application and/or component after delivery to

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correct defects, maintain performance and/or maintain compatibility with other elements in the technical environment to ultimately ensure the existing system and/or business functionality continues to operate as already designed. The maintenance of the application and/or component is not constrained by the time and/or size of the effort.

The vendor shall provide communication for all functions via telephone, email, and internet support.

Minimum Service Levels:

Issue: Service Level:

System down Response to ODOT within 2 business hours System down no longer than 24 hours Updates every 2 business hours until system is working

(This applies during the hours of 6:00AM to 6:00PM)

Bug critical One Week

Defect critical 24-48 hours

Bug non-critical 48–72 hours

Defect non-critical 48–72 hours

2.4.3. Projected Milestones and Fee Structure

The following milestones are projected for the project. ODOT anticipates a total project time span of approximately 6 months from date of purchase. Vendors anticipating a longer time frame should outline, in detail, why they anticipate a longer time span.

Payment Milestone/Deliverable Payment

Proof of Concept

Five Percent (5%) of the Purchase Price not-to- exceed fixed price for implementation

Acceptance of Task 1 - Discovery

Fifteen Percent (15%) of the Purchase Price not- to-exceed fixed price for implementation activities.

Acceptance of Task 2 – Development

Twenty-Five Percent (25%) of the Purchase Price not-to-exceed fixed price for implementation activities.

Acceptance of Tasks 3 – System Testing

Acceptance of Task 4 - User Acceptance Testing

Twenty Percent (20%) of the Purchase Price not- to-exceed fixed price for implementation activities.

Acceptance of Task 5 – Training

Ten Percent (10%) of the Purchase Price not-to- exceed fixed price for implementation activities.

Acceptance of Task 6 - Deployment Fifteen Percent (15%) of the Purchase Price not-

to-exceed fixed price for implementation activities.

Acceptance of Task 7 – Deployment + 270 Days Ten Percent (10%) of the Purchase Price not-to- exceed fixed price for implementation activities.

Support and Maintenance (See Task 8). Annual payment.

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Upon receipt of a signed Deliverable/Milestone Submittal Form (Attachment Two) indicating the State agrees that the Deliverable identified in the work breakdown structure is compliant or that the Proposer has met an applicable milestone and payment should be made; the Proposer may submit an invoice for that Deliverable or milestone, according to the payment schedule identified above.

Reimbursable Expenses. None. Bill to Address. [Insert Payee Name]

[Insert Location Name ex: “Office of Aviation”] [Insert Full Address of Location] Mailstop [Insert Mailstop #] [Insert City, State and Zip of Location]

(This information will be shared with winning Proposer)

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3. PRICING REQUIREMENTS

3.1. Departments Pricing Requirements The Proposal must include the cost (in $US) to ODOT for the proposed system. At a minimum, the pricing section must account for the following:

Initial Commercial software license fees: Total license cost and total support cost during the Life of the project and the first year in production.

Costs for Proposer-related project management, customization, and implementation tasks.

Costs for training/mentoring ODOT personnel in the use and installation of the proposed solution, including all training materials.

Annual fees for commercial software license for first five years of license.

Annual fees for commercial software support for first five years of support.

Annual fees for system maintenance for the first five years of maintenance (excluding warranty work).

Submit one Proposer Not-To-Exceed Fixed Price Sheet for the Combined Commercial Software and Service Solution detailed in the Proposal.

Please submit pricing in a separate sealed and clearly marked envelope labeled “Price Proposal for <Insert Company Name>”.

Include six (6) printed copies (in six sealed envelopes) of the pricing proposal in its entirety in your proposal package

Completed Implementation Cost Estimation Form

3.2. Proposer Not-to-Exceed Fixed Price Sheet Requirements The Proposer will complete one Proposer Not-to-Exceed Price Sheet for each Commercial Software Product Module. If the Proposer has a State Term Schedule, this Proposer Price Sheet needs to use the existing Manufacturer Part No. that matches exactly with the State Term Schedule (STS). The price sheet has two parts; the Costs by Product Module for Commercial Software License, Maintenance, and Support Costs, and the Personal Services related to the Product Module. It will be important that this offer makes it very clear which modules are included in the STS Manufacturer Part No. The Personal Services will also need to be priced using the existing Manufacturer Part No. Whenever the module or service to be priced is not given on the STS Price list, it must be fully explained and disclosed in the Proposal. The Department shall not accept any Proposal that fails to include completed Proposer Not-To-Exceed Fixed Price Sheet for the entire Proposer’s web-based Solution Proposal.

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4. INSTRUCTIONS FOR SUBMITTING PROPOSALS

1. The original Proposal response must be submitted in a sealed envelope (envelope means any

type of sealed, opaque container) with the RFP number clearly marked on the outside of the envelope. If Proposer is using an “Express Mail” or similar type of service, the Proposal response must be contained in a sealed envelope within the “Express” mailer (the Proposal number must be listed on the exterior of the sealed envelope contained within the “Express” mailer). Failure to submit the Proposal in a sealed envelope without the Proposal number clearly marked on the exterior shall result in immediate disqualification and no further consideration given for the award.

2. The original Proposal response (unless otherwise stated, hereinafter referred to as "Proposal")

must be submitted to ODOT Purchasing on or prior to 2:00 p.m., on the scheduled day of opening as listed on the Request for Proposal (RFP). Postmarks, or other times/dates appearing will not be considered as the official time/date of receipt. Proposals may be submitted or delivered to ODOT Office of Contract Sales, Purchasing Services – Mail Stop 4110, 1980 W. Broad Street, Columbus, Ohio 43223. Delivery to any other location does not constitute the Proposal being received by ODOT Purchasing. Proposals submitted with insufficient postage will not be accepted. Proposals will be received during regular business hours, 7:00 a.m. - 4:30 p.m., Monday through Friday, excluding recognized holidays. Proposals with stamped or copied signatures will be considered non-responsive. Telegraphic, facsimiles, or any other mode of transmission other than stated above shall not be considered as a valid submission to ODOT Purchasing. Proposers using "express mail" or similar types of service, should verify with the service as to which address is required to ensure proper delivery of the response to ODOT Purchasing. ODOT will not be held liable for non- delivery and/or late delivery of any Proposal response due to a Proposer listing an incorrect address.

3. The original Proposal response with all pages and addenda must be properly completed,

signed by the Proposer, accompanied by six (6) printed copies of all necessary supportive documentation and returned in its entirety. The original Proposal response must contain an authorized original signature of the Proposer on the Signature Page. If the entire RFP is not submitted with all pages and addenda, the Proposal will be deemed non-responsive and ineligible for award.

4. Any Proposal received after 2:00 p.m., on the scheduled day of opening, will be marked as

late, remain sealed, and will receive no further consideration for award. Late Proposals will be returned to the Proposer. Proposers should allow sufficient time for mailing their proposals to ensure delivery to ODOT Purchasing prior to the opening time and date. ODOT will not be responsible for a late Proposal due to failure of the Proposer to allow sufficient time for delivery of the Proposal.

5. In order to protect the integrity of the RFP process, Proposals shall not be prepared, completed

or altered on the premises of ODOT Purchasing. Any Proposal which is prepared, completed or altered on the premises of ODOT Purchasing shall be immediately disqualified and receive no further consideration for award.

6. A copy of this RFP may be obtained by visiting the Office of Contract Sales during regular

business hours. Proposers, who wish to become registered to receive RFPs by mail, should contact Purchasing Services Section at (614) 466-3778 or 800-459-3778 for further information.

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Section Guidelines Solution Approach Volume The Proposer’s solution will address the technical and

management approach, supporting infrastructure, and other efforts as needed to achieve the capabilities identified. The Proposer’s solution will also address long term support and project plan/integrated master schedule required to achieve needed capabilities. The solution approach will be limited to 15 pages. The project plan and integrated master schedule will be limited to 5 pages.

Past Performance Volume The Proposer’s past performance will be limited to 3 examples of recent (last 3 years) past performance. Each past performance reference will briefly address relevance of the application to ODOT requirements. A description of the customer experience addressing Proposer’s ability to achieve committed performance, schedule and cost is required. Customer reference letters are encouraged. Customer contact information must be included. Each past performance submittal will be limited to 2 pages plus customer reference letter as needed.

Price Volume The pricing volume page count is unlimited.

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5. GENERAL DEFINITIONS

When used in this Request for Proposal or any ensuing contract, the following definitions shall apply. If a conflict exists between these definitions and any definition listed in the Proposal specifications, the Proposal specifications shall prevail.

1. AGENCY: Ohio Department of Transportation.

2. EQUIPMENT: Items, implements and machinery with a predetermined and considerable usage life.

3. INVOICE: An itemized listing showing delivery of the commodity or performance of the service described in the order, and the date of the purchase or rendering of the service, or an itemization of the things done, material supplied, or labor furnished, and the sum due pursuant to the contract or obligation.

4. LOWEST RESPONSIVE\RESPONSIBLE PROPOSER: An Proposer who offers the lowest cost for the goods or services listed in the proposal; and whose proposal responds to request for proposal specifications in all material respects and contains no irregularities or deviations from the specifications which would affect the amount of the pricing proposal or otherwise give him a competitive advantage; and whose experience, financial condition, conduct and performance on previous contracts, facilities, management skills evidences their ability to execute the contract properly.

5. MATERIALS: Items or substance of an expendable or non-expendable nature from which something can be made, improved or repaired.

6. PROPOSER: A Person, as an authorized representative of the firm, or firm who submits a proposal in response to a Request for Proposal.

7. PROPOSER: The company and/or authorized representative of the company who has signed and is submitting the signed proposal response and who will be responsible to ensure proper performance of the contract awarded pursuant to the proposal.

8. PURCHASE: To buy, purchase, installment purchase, rent, lease, lease purchase or otherwise acquire equipment, materials, supplies or services. "Purchase" also includes all functions that pertain to obtaining of equipment, materials, supplies or services, including description of requirements, selection and solicitation of sources, preparation and award of contracts, and all phases of contract administration.

9. REQUEST FOR PROPOSAL: All documents, whether attached or incorporated by reference, utilized for soliciting proposals. Upon completion of the evaluation of the Proposer's response, the Request for Proposal then becomes contract between ODOT and the successful Proposer, both governed by the laws of the State of Ohio.

10. SERVICES: The furnishing of labor, time or effort by a person, not involving the delivery of a specific end product other than a report which, if provided, is merely incidental to the required performance. "Services" does not include services furnished pursuant to employment agreements or collective bargaining agreements.

11. SPECIFICATION: Any description of the physical or functional characteristics or of the nature of supplies, equipment, service, or insurance. It may include a description of any requirements for inspecting, testing, or preparing supplies, equipment, services, or insurance.

12. SUBPROPOSER/SUBCONTRACTOR: An individual, firm or corporation to whom the Proposer sublets part of the contract to be performed.

13. SUPPLIES: Provisions and items normally considered expendable or consumable.

14. VENDOR: The Proposer or Proposer who, upon awarding of a contract, becomes the prime Vendor who is considered to be the primary source for providing the goods or services listed in the awarded contract and the party to whom payment will be made upon delivery of the goods and/or completion of the contract.

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6. GENERAL TERMS AND CONDITIONS

A. All expenses incurred by Proposer in responding to this RFP shall be borne by the Proposer. In no event shall ODOT be responsible for any such expenses.

B. Addenda may be issued in response to changes in the RFP and at the sole discretion of the Department. All issued addenda must be submitted in the Proposer’s completed proposal package. Failure to properly acknowledge all issued addenda will result in the proposal being deemed non- responsive and ineligible for award.

C. In order to protect the integrity of the RFP process, proposals shall not be prepared, completed or altered on ODOT premises. Any proposal which is prepared, completed or altered on ODOT premises may be disqualified.

D. Responses to this RFP will not be opened publicly. Proposers will be notified of advancement through the RFP process as described in this RFP.

E. Responses may not be amended after they are received by ODOT.

F. ODOT is exempt from federal excise taxes and all state and local taxes. Proposer shall not charge or withhold any taxes on commodities, goods, or services provided to ODOT.

G. The Director of ODOT reserves the right to reject any and all proposals submitted. Additionally, the Director may cancel and/or re-issue this RFP at any time.

H. Any of the following reasons may be considered sufficient for rejection of a proposal:

1. Proposer or any subsidiary or related company submits more than one proposal for the same RFP under the same or different name.

2. Proposer colludes in any manner in responding to this RFP. ODOT will not award a contract for goods or services to a Proposer who has been suspended or debarred from doing business with the State of Ohio or who appears on the Federal List of Excluded Parties Listing System.

I. ODOT will not enter into a contract with any Proposer who has provided material assistance to any organization on the United States, Department of State’s terrorist exclusion list.

J. ODOT will not enter into a contract with any Proposer who is subject to a finding for recovery under Ohio Revised Code Section 9.24. The successful Proposer will be required to affirm that it is not subject to a finding for recovery prior to executing a contract pursuant to this RFP.

K. Proposer may be disqualified from consideration if, as applicable to it, any party listed in Division (I) or (J) of Section 3517.13 of the Revised Code or spouse of such party has made, as an individual, within the two previous calendar years, one or more contributions totaling in excess of $1,000.00 to the Governor or to his campaign committees.

L. Proposer shall comply with all applicable state and federal laws regarding drug-free workplace. The Proposer shall make a good faith effort to ensure that its employees, while working on state property, will not purchase, transfer, use or possess illegal drugs or alcohol or abuse prescription drugs in any way.

M. Proposer shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, disability, sexual orientation, gender identity, genetic information or age. Proposer will ensure that applicants are hired and that employees are treated during employment without regard to their race, religion, color, sex, national origin, disability, sexual orientation, gender

19

identity, genetic information or age. Such action shall include, but not be limited to, the following: Employment, Upgrading, Demotion, or Transfer; Recruitment or Recruitment Advertising; Layoff or Termination; Rates of Pay or other forms of Compensation; and Selection for Training including Apprenticeship. N. Proposer shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Proposer will, in all solicitations or advertisements for employees placed by or on behalf of Proposer, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, disability, sexual orientation, gender identity, genetic information or age. Proposer shall incorporate the foregoing requirements of this paragraph in all of its contracts for any of the work prescribed herein (other than subcontracts for standard commercial supplies or raw materials) and will require all of its subcontractors for any part of such work to incorporate such requirements in all subcontracts for such work. O. Proposer agrees to fully comply with Title VI of the Civil Rights Act of 1964, 42 USC Sec. 2000. Proposer shall not discriminate on the basis of race, color, or national origin in its programs or activities. The Director of Transportation may monitor the Proposer’s compliance with Title VI. P. Proposer shall comply with the requirements of Ohio Ethics law as provided by Section 102.03 and 102.04 of the Ohio Revised Code. Q. Proposer shall comply with Executive Order 2011-12K issued by Ohio Governor John R. Kasich and shall abide by those requirements. R. Proposer shall maintain all records and files generated as a result of this RFP. All records are to be considered the property of ODOT and shall be made available to ODOT staff on or off of Proposer’s premises for review and audit. Upon completion of the contract, the Proposer shall deliver all records and files to ODOT in a format to be determined by ODOT (allowing for electronic vs. paper) or otherwise shall dispose of them as directed by ODOT. S. Proposer shall permit ODOT or its designee access to all original books, records, invoices, and accounting procedures and practices of the Proposer relevant to this RFP. The Proposer’s financial records shall be kept in accordance with Generally Accepted Accounting Principles (GAAP). The Proposer shall retain all records for three years after the termination of a contract with ODOT. T. Proposer shall, when requested, provide the name and version of all financial software, program software, and inventory software to be used by the Proposer for this RFP. The Proposer must also demonstrate sound IT security and data retention policies, and comprehensive data recovery and back up plans to prevent unauthorized access or destruction of data. U. No person, broker or selling agency shall be employed, retained or given anything of monetary value to solicit or secure this contract, except bona fide employees of ODOT. For breach or violation of this provision, ODOT shall have the right to reject the proposal or annul any resulting contract. V. Proposer shall clearly mark any information submitted through this RFP process in which the Proposer considers either proprietary or a trade secret. A trade secret is defined in Section 1333.61(D) of the Ohio Revised Code. ODOT shall not be held responsible or liable in any way for a Proposer’s failure to follow all instructions regarding trade secrets and proprietary information contained herein.

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7. ATTACHMENTS

Attachment One: Signature Page

Attachment Two: Sample Deliverable/Milestone Submittal Form

Attachment Three: Proposer Certification Form

Attachment Four: Proposer Experience Summary

Attachment Five: High Value Data Indemnification Agreement

Attachment Six: Proposer Not-To-Exceed Fixed Price Sheet

21

SIGNATURE PAGE

RFP No: 514-15

Title: Operations Management Application

Failure to return all the pages, including any issued addenda, of this RFP and sign on this signature page as indicated shall render a proposal non-responsive and ineligible for award.

The Proposer’s signature below indicates that it attests to all statements, claims, and warranties made in this Request for Proposal and that it has read, understands, and hereby agrees to be bound by all Department of Transportation terms, conditions, specifications, requirements and addenda relating to this Request for Proposal.

Date:

By: Authorized signature by Officer of the Company (Signature must be in a color other than Black)

Type or print name shown above

Title of Officer Signing

Name of Company

NOTICE: The Department will not provide Proposers or Proposers or other interested parties an opportunity to review Proposals on the day of the opening. This prohibition is necessary in order to facilitate the opening and reading of the Proposals in a timely and professional manner.

Pursuant to Section 149.43 of the Ohio Revised Code, interested parties may however; request to view previously submitted Proposals by sending a Public Records Request to ODOT:

Attn: Lauren Purdy

Administrator Construction Management 1980 W. Broad Street, 1st floor Columbus, Ohio 43223

22

SAMPLE DELIVERABLE/MILESTONE SUBMITTAL FORM

Client Name: [Insert Client Name]

Project Name: [Insert Project Name]

Contract Number: [Insert Contract Number]

Deliverable To Be Reviewed or Milestone Attained:

[Insert Deliverable/Milestone Name and Work Breakdown Structure Task #]

Date Deliverable Submitted for Review or Milestone Achievement Date:

[Insert Applicable Date]

The [insert Deliverable/milestone name] Deliverable/milestone is complete. This Deliverable/milestone has been completed/attained by [insert Corporate name] in accordance with the requirements specified in the [Insert requesting ODOT entity] Online [Insert Project Name] RFP, BRS [Insert Project Name] Documents, and Project Plan. Please obtain signatures below indicating the compliance of [insert Deliverable/milestone name]. Please obtain all signatures within 15 calendar days of the Submitted or Achievement Date, above,

Please contact at XXX-XXX with any questions.

Sincerely,

[Insert Company Name] [Insert Project Name] Project Manager

Printed Name Proposer Project Manager {Same as person signing above}

COMPLIANT: Deliverable Payment Authorized: Yes No N/A

Signature of State Project Representative/Date

NOT COMPLIANT: Describe reason(s) for non-compliance: (Continue on back if necessary)

Signature of State Project Representative/ Date Payment Not Authorized

23

PROPOSER CERTIFICATION FORM

1. The Proposer is not currently subject to an “unresolved” finding for recovery under Revised Code

Section 9.24, and the Proposer will notify the Procurement Representative any time it becomes subject to such a finding before the award of a Contract arising out of this RFP.

2. The Proposer certifies that it will comply with Executive Order 2011-12K; all services must be performed within the United States. Furthermore, the Proposer will not allow others to perform work for the State of Ohio outside the United States.

3. The Proposer certifies that it will provide a letter stating the location and handling of State data for approval by the ODOT Information Technology Department. Furthermore, the Proposer understands: State data must be maintained in a secure manner; the data must not be used for any purposes other than those required to fulfill the contract; and upon completion of the project the data must be destroyed.

4. The Proposer certifies that its responses to the following statements are true and accurate. The Proposer’s answers apply to the last seven years. Please indicate yes or no in each column.

Yes/No Description The Proposer has had a contract terminated for default or cause.

The Proposer has been assessed any penalties in excess of $10,000.00, including liquidated damages, under any of its existing or past contracts with any organization (including any governmental entity).

The Proposer was the subject of any governmental action limiting the right of the Proposer to do business with that entity or any other governmental entity.

Trading in the stock of the company has ever been suspended with the date(s) and explanation(s).

The Proposer, any officer of the Proposer, or any owner of a 20% interest or greater in the Proposer is currently under litigation or has had a judgment against on any legal claim related to the product or services being offered.

The Proposer, any officer of the Proposer, or any owner of a 20% interest or greater in the Proposer has filed for bankruptcy, reorganization, a debt arrangement, moratorium, or any proceeding under any bankruptcy or insolvency law, or any dissolution or liquidation proceeding.

The Proposer, any officer of the Proposer, or any owner with a 20% interest or greater in the Proposer has been convicted of a felony or is currently under indictment on any felony charge.

The Proposer is an affected party to any known potential, impending, or existing litigation in direct relation to any of the products or services the Proposer intends to offer for consideration of the Department through this solicitation process.

If the answer to any item above is affirmative, the Proposer must provide complete details about the matter. While an affirmative answer to any of these items will not automatically disqualify a Proposer from consideration, at the sole discretion of the State, such an answer and a review of the background details may result in a rejection of the Proposal. The State will make this decision based on its determination of the seriousness of the matter, the matter’s possible impact on the Proposer’s performance under the Contract, and the best interest of the State.

5. The Proposer certifies that neither it nor any of its people that may work on or benefit from the

Contract through the Proposer has a possible conflict of interest (e.g., employed by the State of Ohio, etc.) other than the conflicts identified immediately below:

24

Potential Conflicts (by person or entity affected)

(Attach an additional sheet if more space is need.)

25

Proposer Certification Form

The State may reject a Proposal in which an actual or apparent conflict is disclosed. And the State may cancel or terminate the Contract for cause if it discovers any actual or apparent conflict of interest that the Proposer did not disclose in its Proposal.

6. The Proposer certifies that all its and its subcontractors’ personnel provided for the Project will have

a valid I-9 form on file with the Proposer or subcontractor, as appropriate, and will have presented valid employment authorization documents, if they are not United States citizens.

7. The Proposer is not currently involved in any known potential or existing litigation proceedings regarding

Please provide the following information for a contact person(s) who has authority to answer questions regarding the Proposer’s Proposal:

Name:

Title:

Mailing Address:

Office Phone Number:

Cell Phone Number:

Fax Number:

Email Address:

Date

Signature

Type or print name shown above

Title of Officer Signing

Name of Company

26

PROPOSER EXPERIENCE SUMMARY

Mandatory Proposer Experience Requirement: The Proposer must have a demonstrated track record of successfully configuring and installing each proposed module in the web-based Solution. Include one completed Proposer Experience Summary for each proposed module in the web-based Solution with specific details on Company/DOT where the module is being used in production, Contact information, Project information, Key dates and Duration of the module in production.

Note: The Proposer must duplicate and complete this form for each module of the web-based solution proposed.

Proposer Experience with (Identify module):

F I R S T

Company/DOT Name: Company/DOT Address:

Contact Name:

Contact Title:

Contact Phone Number:

Contact Email:

Date Sold Month/Year:

Project Start Date Month/Year:

Project End Date Month/Year:

Date Module in Production Month/Year:

Duration to Configure Circle one Months/Years

Duration in Production Circle one Months/Years

Attach a detailed description of how the web-based module is operating in production with Company/DOT

S E C O N D


Contact Name:

Contact Title:


Contact Email:








T H I R D


Contact Name:

Contact Title:


Contact Email:








27

HIGH VALUE DATA INDEMNIFICATION AGREEMENT

The Ohio Department of Transportation maintains information in its data stores to which personnel, subcontractors, or others within your control, have access. This access is obtained typically when your company provides support for the Ohio Department of Transportation’s hardware, or the software systems we have obtained, and properly license from your company, or you provide services to the Ohio Department of Transportation which either provides access to, or generates high value data relating to the Ohio Department of Transportation. This document is meant to place the responsibility on your company to maintain control measures on those within your control, and who do have, or who may have, access to the Ohio Department of Transportation’s high value data.

THIS AGREEMENT, made and entered into this day of , ,

by and between the Ohio Department of Transportation, 1980 W. Broad Street, Columbus, Ohio 43223,

hereinafter called "ODOT", and with its principal offices

at, hereinafter

called the "VENDOR":

WHEREAS, the ODOT, desires to make use of, and continue to receive the software hosting, consulting, and/or support services offered by VENDOR in support of the ODOT operations; and

WHEREAS, the ODOT maintains high value data within the software system for which VENDOR provides software, support, and maintenance, or to which VENDOR may have access; and

WHEREAS, the VENDOR, while providing hosting, consulting, support and maintenance services on the software system it licenses to the ODOT, does have access to high value data stored by the ODOT; and

WHEREAS, VENDOR is desirous of providing support services as outlined in its hosting, support, consulting and/or maintenance agreements, which are re-issued each year by VENDOR and purchased by ODOT.

NOW, THEREFORE, said ODOT and said VENDOR, for the considerations hereinafter set forth, mutually agree as follows:

1. Definitions.

a. High Value Data. The term High Value Data, as used throughout this agreement shall mean any data, whether specifically identified or not, which, if released to the general public would constitute protected data under any Freedom of Information Act (state or federal) or its accompanying regulations, any Health Insurance Portability and Accountability Act (HIPAA) law or regulation, or other data which the ODOT deems to be confidential in nature, and which is stored in the VENDOR-licensed, supported, and maintained system. A non-exhaustive list of the types of information the ODOT deems to be High Value Data includes: social security numbers, medical records of any kind, and restricted address and contact information.

b. ODOT Systems. This term is meant to include all software and hardware systems within the control of the ODOT. Such systems include the hardware and software system to which VENDOR provides maintenance and support services. The term also includes all network apparatus, routers, switches, telephone systems, and other devices physically located on ODOT premises, or under its control.

c. Authorized Users. An Authorized User is a VENDOR employee, contractor, or subcontractor who has been specifically delegated the responsibility for providing support or maintenance for a general or specific task for VENDOR to ODOT under the Hosting, Maintenance or Support agreements between the ODOT and VENDOR, or which has agreed to provide services to the ODOT which involve access to, generation of High Value Data, or both, and who has agreed to the terms of this Agreement.

28


d. Unauthorized User. As it relates to this Agreement, an Unauthorized User is a user, regardless of whether that user is a person, a company, a contractor, subcontractor or other, who obtains access to information, and either attempts access, or obtains access to ODOT Systems or ODOT High Value Data without the knowledge of VENDOR, or in contravention of direct orders from VENDOR, and/or who has not agreed to the terms of this Agreement.

2. ODOT Obligations.

a. ODOT agrees to continue to pay the fees related to the hosting, maintenance or support cost, or other fees associated with the Services provided by VENDOR.

b. ODOT agrees to provide a secure VPN through which VENDOR must provide support services to VENDOR’s software system, if applicable.

3. VENDOR Obligations.

a. VENDOR agrees to continue to provide hosting, maintenance and support, or other Services as outlined in its prior agreements, and to do so through the ODOT VPN provided, if applicable.

b. VENDOR agrees to maintain control measures on the use, and dissemination of VPN-specific information, or other access information, which would permit Unauthorized Users to access ODOT Systems.

c. VENDOR agrees to maintain adequate measures to prevent the dissemination of viral or other malware intrusions or infections on the ODOT’s systems through VENDOR connections.

d. VENDOR agrees to maintain control measures on the use and dissemination of VPN-specific information, and other access information, used by Authorized Users of VENDOR.

e. VENDOR agrees to obtain agreement to this Agreement from all support personnel providing support and maintenance, or other Services under VENDOR’s agreement with ODOT.

f. VENDOR agrees not to export any personally identifiable information, or other High Value Data from ODOT systems to any other systems, intentionally, or unintentionally.

g. VENDOR agrees to indemnify, hold harmless and defend ODOT, its officers, directors, employees and agents from and against all third party claims, including payment of damages, costs, losses and expenses (including but not limited to attorneys’ fees) caused by, arising out of or related to the negligence of VENDOR, its partners, officers, employees, agents, subconsultants and subcontractors in the performance or furnishing of services under the support and maintenance agreements, or other Services Agreements as that negligence is related to the misuse, unauthorized dissemination, and collection, or other non-ODOT use of High Value Data, if VENDOR is determined to be the pathway or vector, either directly through Authorized Users, or indirectly through Unauthorized Users, where the VPN-specific connection, or other access information, is obtained through VENDOR, and the purpose of the misuse, dissemination, collection, or other use was for other than providing support or maintenance to ODOT.

h. VENDOR agrees to notify ODOT immediately if ODOT’s VPN information, or other access information, has been disseminated to any person not affiliated with VENDOR, or if persons, contractors, subcontractors, or otherwise, with no VENDOR-related business obtain ODOT VPN connection, or access information. Further, VENDOR agrees to notify ODOT of a change in personnel, such that password access, or other configuration information may be changed immediately upon obtaining such changes at VENDOR.

4. Both ODOT and VENDOR agree that this is a very sensitive issue, and agree to cooperate to find ways to effectively protect ODOT High Value Data.

5. This Agreement is not intended to modify the terms of any license agreement between ODOT and

VENDOR.

29


6. This agreement shall remain in effect while ODOT is a licensed user of VENDOR software systems, and while it maintains hosting, support, and/or maintenance, or other Services of VENDOR. No further executions shall be required, and the terms of this Agreement are hereby incorporated by reference into VENDOR’s support and Maintenance Agreement(s).

Accepted and Agreed:

(Vendor Name) (Title)

(Authorized Signature) (Date)

Ohio Department of Transportation

(Authorized Signature) (Date)

30

RFP No. 514-15 Implementation Cost Proposal

(by Requirements Section) INSTRUCTIONS: Multiply hours x rate to compute total cost. Add all three “totals” columns (design + build + test) and record in the “Final Total Cost” column. Failure to complete this form will result in disqualification from consideration for this RFP. ALL REQUIREMENTS SECTIONS MUST BE FILLED OUT.

1.0 General Requirements Cost Evaluation

Description Roles: Design Hours

Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Final Total Cost

This estimate is for all combined requirements under the General Requirements section in the Business Requirements Specifications document.

Notes:

2.0 Tracking UAS Flights Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Tracking UAS Flights section in the Business Requirements Specifications document.

Notes:

3.0 Tracking Documentation for Pilots in Command (PIC)

Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Tracking Documentation for PIC section in the Business Requirements Specifications document.

Notes:

31


(by Requirement Section)

4.0 Scheduling Requirements Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Scheduling section in the Business Requirements Specifications document.

Notes:

5.0 Certificate of Authorization (COA) Requirements

Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Certificate of Authorization (COA) section in the Business Requirements Specifications document.

Notes:

6.0 Notifications and Alerts Requirements

Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Notifications and Alerts section in the Business Requirements Specifications document.

Notes:

32



7.0 Reporting Requirements Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Notifications and Alerts Requirements section in the Business Requirements Specifications document.

Notes:

8.0 Supporting Documentation for UAS Airworthiness Requirements

Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

TotalTest Cost

Total Cost

This estimate is for all combined requirements under the Supporting Documentation for UAS Airworthiness section in the Business Requirements Specifications document.

Notes:

9.0 End User Support Requirements Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the End User Support section in the Business Requirements Specifications document.

Notes:

33



10.0 Weather Requirements Cost Evaluation


Design Rate

Total Design Cost

Build Hours

Build Rate

Total Build Cost

Test Hours

Test Rate

Total Test Cost

Total Cost

This estimate is for all combined requirements under the Weather section in the Business Requirements Specifications document.

Notes:

34

RFP No. 514-15

PROPOSER NOT-TO-EXCEED FIXED PRICE SHEET

Note: In the tables below all Proposer Price Sheets with the Product Module marked as included are aggregated into the tables below.

Commercial Software Product Module Name and Version/Release #:

License Type: License Count: User Count:

Check the box to indicate if the above named product module is included in the proposed solution: Included Optional

*Note: Additional Costs and Fees for the web-based Solution not included in the Product Module Proposer Price Sheets.

Total Personal Services

Part Name or Manufacturer Part

Number

HOURS

RATE

COST

ROLE: Advisory SME Program Manager Project Manger Business Analyst Systems Architect Data Base Administrator Technical Lead Technical Specialist Trainer System Analyst Technical Developer Level 1 Technical Developer Level 2 Quality Assurance Analyst

Technical Writer

TOTAL

Not-To-Exceed Fixed Price

Part Name or Manufacturer Part

Number Project

Duration

Implemen- tation Cost

First Year

Second Year

Third Year

Fourth Year

Fifth Year

Fixed Implementation Cost (See Section 2.4.3 for Payment Schedule)

All Commercial Software License Fees All Annual System Maintenance Costs All Annual System Support Costs Additional Commercial Software License Fees* Additional Annual System Maintenance Costs* Additional Annual System Support Costs* Total Personal Services from table below Other Costs Total Not-To-Exceed Fixed Price