view ifp - state of ohio procurement · web viewall contract terms and conditions follow from the...

NOTICE

This opportunity is being released to DBITS Contractors pre-qualified as a result of Open Market RFP #0A1147.

ONLY Contractors pre-qualified in the Application Development and Maintenance Transition Planning Category are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in this Technology Category.

An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:

AccentureAdvocate Consulting GroupAdvocate Solutions LLCArdent TechnologiesCapTech VenturesCardinal Solutions GroupCareworks TechCDI CorpCentric Consulting LLCCGI Technologies and Solutions, Inc.CMA Consulting ServicesComputer Aid, Inc.Crowe Horwath LLPData Transfer SolutionsData-Core Systems, Inc.enfoTechHalcyonHMB, Inc.IBMIIT ContactsInfojiniInformation Control CompanyJMT Technology GroupKunz, Leigh & AssociatesLochbridgeMapsys Systems & SolutionsMAXIMUS Human Services, Inc.

McGladrey LLPMGT of America, Inc.Navigator Management Partners LLCPeerless TechnologiesPersistent SystemsPlanet TechnologiesPrelude SystemQuantrum LLCQuick SolutionsR. Dorsey & CompanySense CorpSogeti USA, LLCSondhi SolutionsSystem Soft TechnologiesSystems Technology Group, Inc.TCC Software SolutionsTeam Ray Technologies, LLCTEK SystemsTeranomicThe Greentree GroupTruven Health AnalyticsUnicon International. Inc.VertexWindsor SolutionsXLN Systems

D B D O T - 1 8 - 0 3 - 0 0 1 O D O T A u t o m a t e d QC / QA S y s t e m

Statement of Work Solicitation

State of OhioOhio Department of TransportationAutomated QC/QA SystemProject Statement of Work

DBITS Solicitation ID No. Solicitation Release Date

DBDOT-18-03-001 06-01-2017

Section 1: Purpose

The purpose of this Project Statement of Work (SOW) is to provide the Ohio Department of Transportation (ODOT) with information technology services in Technology Category: Application Development and Maintenance Transition Planning, a qualified Contractor, herein after referred to as the “Contractor”, shall furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 3, Scope of Work.

Table of ContentsSection 1: PurposeSection 2: Background InformationSection 3: Scope of WorkSection 4: Deliverables ManagementSection 5: Response Submission RequirementsSection 6: Evaluation CriteriaSection 7: Solicitation Calendar of EventsSection 8: Inquiry ProcessSection 9: Submission Instructions & LocationAttachment 1: ODOT IT Technical RequirementsAttachment 2: ODOT and the Office of Materials Management ReferencesAttachment 3: ODOT Web Application Architecture Attachment 4: SiteManager Data Model (example) Attachment 5: Original RFP 0A1147 that selected the pre-qualified ContractorsSupplement 1: State of Ohio DAS/OIT Security and Privacy Policy

TimelineSolicitation Release to Pre-Qualified Contractors: June 1, 2017Inquiry Period Begins: June 1, 2017Inquiry Period Ends: June 16, 2017 8:00 AMProposal Response Due Date: June 21, 2017 1:00 PM

Section 2: Background Information

2.1 Agency Information

Agency Name Ohio Department of Transportation (ODOT)

Contact Name Lisa Zigmund, Administrator Contact Email [email protected]

2 D B D O T - 1 8 - 0 3 - 0 0 1 O D O T A u t o m a t e d QC / QA S y s t e m

mailto:[email protected]

Bill to Address Email bills: [email protected]

Ohio Department of Transportation

Office of Research & Development

1980 W. Broad Street, Mail Stop 3280, Columbus, OH 43223

2.2 Project Information

Project Name Automated QC/QA System

Project Background & Objective

The current quality control/quality assurance (QC/QA) process implemented by ODOT for asphalt and aggregate materials involves: (1) the submission of paper or electronic documents by Contractors to ODOT Central and District Offices; (2) review of this information by ODOT; (3) contacting Contractors by phone or by e-mail to provide feedback and/or request additional information; (4) notifying Contractors regarding acceptance or rejection of materials; and (5) entering selected information into ODOT’s system for construction management (AASHTOWare SiteManager {Oracle}) for archival purposes. The current process is time consuming due to the lack of automation in Steps 1, 2, 3, and 4, and involves a step of redundant data entry in Step 5.

The Department has underwent an effort in the past to address requirements for input, up to and including wireframes, but has not progressed to interoperability of desired outcome. Past effort will be made available to selected Contractor, to include, but is not limited to: WBS, Scope, process flow, aggregate and asphalt wireframes, infrastructure, system architecture, system requirements, permission levels, glossary.

Additionally, the worksheets used to provide the information to the Department by Contractors/suppliers, which contain the specifications (which are subject to change by project/date range) to report and include Job Mix Formulas. Examples will be provided after award.

Currently ODOT has maintained fixed staffing levels while increasing the amount of road construction contracts. To achieve the same level of effectiveness, ODOT must find ways to help its current staff handle the increasing amount of work. Improving the QC/QA process by reducing the duplicity of data entry and increasing the efficiency of the overall process by automating several processes will help ODOT maintain an effective and efficient QC/QA process with its current staffing levels.

Expected Project Duration Estimated duration approximately six (6) months. The selected Contractor will be notified by ODOT when work may begin. The estimated start date for this project is August 1, 2017. This project is expected to be completed within six (6) months after the project start date.

2.3 Project Schedule

Date Task

30 days after award Project Start

Kickoff Meeting

Meetings with key stakeholders and Requirements/Validation

Build

6 months after start Deployment


mailto:[email protected]

2.4 Project Milestones

Date Milestone

Kickoff Meeting

Completion of discovery/requirements

Completion of design

Completion of construction

Completion of testings/Signoffs

Deployment

2.5 Contractor’s Work Effort Requirement

The Contractor’s full-time regular employees must perform at least 50% of the effort required to complete the Work. The Contractor may use its personnel or subcontractor personnel to meet the remaining 50% of the effort.

Section 3: Scope of Work

3.1 Description of Scope of Work

The automated process will provide asphalt Contractors and aggregate suppliers with the tools to submit data and Job Mix Formula’s

(JMF) and quickly validate their submissions for input errors and potential problems with the materials thus improving the reliability

of the data leading to better assessment of the quality of aggregate and asphalt production in Ohio. In addition, the automated

process will eliminate the need for data entry by ODOT personnel, allowing for more efficient use of agency personnel and resources

and minimizing errors associated with data entry. The automated QC/QA process developed as part of this project can be further

expanded to include other materials (such as Portland cement concrete) used in ODOT highway projects.

Specifications for an approved JMF are maintained for the life of a project; however, specifications can be changed as often as quarterly. Additional specifications can be added with each quarterly update. Integration with internal/existing application, along with providing an integration strategy, network diagram and any supporting documentation.

The following are the current three functional areas for this project; however, there are requirements that are similar for each area though listed separately to ensure the integrity of the data/functionality of each area is not compromised in the deliverable:

Aggregate FunctionalityThe web portal must include an interface for aggregate suppliers to submit their QC data for review and evaluation. The aggregate functionality must have the following capabilities:- A training module for new users.- A function that allows aggregate suppliers to upload their QC data. The aggregate suppliers will have the option to provide this

data in the form of weights retained or percent passing.- A function that allows aggregate suppliers to request a modified gradation for certain aggregate sizes and specifications. - Notify ODOT of modified gradation requests. - An ODOT function for review, acceptance, or rejection of modified gradation requests.- Notify supplier of acceptance or rejection for modified gradation requests. - A function that allows aggregate suppliers to view pending data submissions.


- A function that allows aggregate suppliers to access approved QC/QA test results.- Provide automated checks and notify aggregate suppliers of input errors.- Include an analytical tool to compare the supplier QC data to ODOT QA test results and specifications.- Provide aggregate suppliers with confirmation regarding data submission.- Notify ODOT of pending QC data.- Have secure access so that each aggregate supplier can only view its own QA data.- Have secure access so that each aggregate supplier can only submit/view its own QC data. - Allow ODOT district monitors and testers to access QC and QA data.- Allow ODOT to accept or reject aggregate QC data.- Have an automated process to store QC data in a centralized database upon final approval.- A function that allows ODOT to upload and manage a list of Annual Specific Gravity & Absorption aggregate properties for

comparison to submitted Asphalt JMF values for Aggregates.

Asphalt JMF FunctionalityThe web portal must include an interface for asphalt Contractors to submit new asphalt JMFs for review and evaluation. The asphalt JMF functionality must have the following capabilities:- A training module for new users.- A function that allows asphalt Contractors to upload and/or manually enter their JMF information.- A function that allows asphalt Contractors and ODOT to view pending, approved, expired, withdrawn, and rescinded JMF’s.- A function that allows asphalt Contractors to withdraw a pending JMF submission.- A function that allows asphalt Contractors to access approved JMF submissions.- A function that allows asphalt Contractors to request that ODOT terminate an approved JMF. - A function that allows ODOT to terminate an approved JMF. - Include an analytical tool to compare the JMF to some ODOT specifications. Note: There will be multiple ODOT specifications that

are updated quarterly. For each project, the specs stay the same even if the following quarter that spec was revised.- Provide automated checks and notify Contractors of input errors or missing information prior to getting to ODOT’s approval

queue. In some instances, asphalt Contractors will be allowed to submit a JMF even if certain items don’t meet specifications, which is typically the case for plan note changes.

- Provide asphalt Contractors with confirmation regarding their JMF submissions.- Notify asphalt Contractors of status changes to their JMF submissions.- Notify ODOT through the system of pending JMF submissions.- Notify ODOT through the system of any items that do not meet specifications in a JMF submission.- Allow ODOT to notify Contractor through the system that the JMF submission has corrections or input errors. Option for ODOT

to correct errors.- Allow ODOT to accept, reject, or send JMF submissions back to Contractors for revisions.- Upon approval, provide asphalt Contractors with an approval letter regarding their JMF submission.- Have secure access so that asphalt Contractors can only access their JMF submittals.- Notify Contractors and ODOT district offices of JMF approvals through the system.- Allow ODOT district monitors and testers to access approved JMF submissions.- Have an automated process to upload selected information from the JMF packet to ODOT SiteManager upon final approval.

Asphalt QC FunctionalityThe web portal must include an interface for asphalt Contractors to submit their QC data for review and evaluation. The asphalt functionality must have the following capabilities:- Include a training module for new users.- Incorporate a function that allows asphalt Contractors to upload their QC data.- Incorporate a function that allows asphalt Contractors to view pending submissions.- Incorporate a function that allows asphalt Contractors to access all QC/QA test results including ODOT QA and 446 data stored in

SiteManager.- Provide automated checks and notify Contractors of input errors.- Include an analytical tool to compare the Contractor QC data to ODOT QA test results and specifications.- Provide asphalt Contractors with confirmation regarding their submissions.- Notify ODOT through the system of pending QC data.- Have secure access so that asphalt Contractors can only access their own QC data.- Have secure access so that asphalt Contractors can only access their own QA data once authorized by the district office.- Allow ODOT district monitors and testers to access QC and QA data.


- Allow ODOT to accept or reject asphalt QC data that’s used for acceptance.- Have an automated process to store all QC data in a centralized database upon final approval.- Allow data to be shared with local public agencies for non-ODOT projects.



3.2 Assumptions and Constraints.

Assumptions The Contractor has staff with project management, business analyst, quality assurance, programming and interfacing knowledge.

In order to achieve its intended functionality, the automated system will require the ability to:

• Read from and write to ODOT SiteManager database. Consideration (flexibility) given to future integration such as AASHTOWare Project Construction & Materials module.

• Save submitted QC/QA data and JMF information.

• Store electronic files.

• System needs to allow for input validation of desired range (Example: desired input from Contractor is 5”, but a ½” variance is allowed, therefore an input of 4.5” to 5.5” is acceptable. The allowable amount/ranges may change and might need changed in future).

• Create pdf files.

• Send e-mail notifications.

The automated QC/QA system will be housed and maintained by ODOT Department of Information Technology (DoIT). DoIT will work with the project team to identify the best ways to transfer information and interact with SiteManager databases to retrieve and store data. In addition, the project team will work with DoIT to finalize details regarding hardware, programming requirements, security features, and size.

Following is guidance from ODOT Default Web Application Architecture (Attachment 3) for required development of proposed solution.

1. Application shall make use of the ODOT Default Web Template to build the initial structure. ODOT shall provide the generated template. The following technologies will be incorporated.

- ASP.NET 4.0, C#- Ext JS 5.1.2- Log4Net 1.2.10- Spring.NET 1.3.2

- OAAS (Client library to connect to ODOT Authentication And Authorization Service which in turn talks to the ODOT Active Directory).

If there is a need to generate reports, application shall make use of the Aspose.NET library. ODOT can provide.

If there is a need to FTP files, application shall make use of WinSCP or ComponentPro library. ODOT can provide.

Any new library being introduced needs ODOT IT approval.

2. Application shall use the ODOT Active Directory for authentication & authorization.

3. Application shall support both IE (Version 11), MS Edge & Google Chrome (Version 55 & above).

4. Application shall follow OWASP security standards.

5. Application will be required to clear ODOT security scan (OIT’s AppScan).

6. Application shall make use of Oracle 11g or SQL Server 2012 for backend storage.

7. Application shall not make use of any ORM framework.

8. Application shall not make use of database triggers.

9. Vendor shall provide application source code.

10. Application shall go through periodic code reviews by ODOT staff.

3.3 Detailed Description of Deliverables

• Deliverables must be provided on the dates specified by the agency. Any changes to the delivery date must have prior approval (in writing) by the Agency project manager or designee.

• All deliverables must be submitted in a format approved by the Agency’s project manager. • All deliverables must have acceptance criteria established and a time period for testing or acceptance. • If the deliverable cannot be provided within the scheduled time frame, the Contractor is required to contact

the Agency project manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.

• A request for a revised schedule must be reviewed and approved by the Agency project manager before placed in effect.

• The Agency will complete a review of each submitted deliverable.• A kickoff meeting will be held at a location and time selected by the Agency where the Contractor and its

staff will be introduced to the Agency.

Deliverable NameEligible for Payment (Yes/no) Deliverable Description

Detailed project plan & schedule No Provide project plan/schedule to complete application

Weekly status reports No Provide weekly report of activities for the current week and plans for the next

Detailed requirements document No Provide a detailed requirements document to ensure all functionality has been included

Detailed wireframes No Provide detailed mock ups/designs of screens for the application

Software architecture diagram (SAD) Yes Provide a diagram of the architecture of the application

Approval from ODOT Project Manager and/or ODOT Project Sponsor

Delivery of built elements via bi-weekly sprints

No Demonstrate developed working code during bi-weekly sprint reviews

Completion of system testing/signoff Yes Provide documented results of testing including bugs and resolutions


Completion of UAT testing/signoff No Agency

Deployment plan No Develop a detailed deployment plan

Deployment Yes Lead and supervise technical deployment


3.5 Roles and Responsibilities

Project or Management Activity/Responsibility Description Contractor Agency

Project Schedule and Deliverables X


Project or Management Activity/Responsibility Description Contractor Agency

Stakeholder meeting scheduling X

3.6 Restrictions on Data Location and Work

• The Contractor must perform all Work specified in the SOW Solicitation and keep all State data and all work within the United States, and the State may reject any SOW Response that proposes to do any work or make State data available outside the United States.

• The Contractor will comply with all state and federal laws regarding equal employment opportunity and fair labor and employment practices, including Ohio Revised Code Section 125.111 and all related Executive Orders.

3.7 Resource Requirements

On-site work is preferred, but is not a mandatory requirement of this solicitation. However, ODOT will provide hoteling cubical space, telephones and guest Wi-Fi access at 1600 W. Broad Street, Columbus, Ohio 43223 for up to two (2) Contractor staff members.

Section 4: Deliverables Management

4.1 Submission/Format

PM Artifact/Project Work Product Submission Format

Project plan tasks and Gantt chart Via email and within 14 days of project start

Microsoft Project compatible format

All project documents are to be delivered electronically Via email as required Microsoft Office compatible format

4.2 Reports and Meetings

• The Contractor is required to provide the Agency project manager with weekly written progress reports of the project. Reports are due to the Agency project manager by the close of business on the first business day of each week throughout the life of the project.

• The progress reports shall cover all work performed and completed during the previous week and present the work to be performed during the current week.

• The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.

• The Contractor will be responsible for conducting weekly status meetings with the Agency project manager. The meetings will be held at a time and place so designated by the Agency project manager – unless revised by the Agency project manager. The meetings can be in person or online at the discretion of the Agency project manager.

4.3 Period of Performance

This project is expected to be completed within 6 months. Performance is based on the delivery and acceptance of each deliverable.


4.4 GENERAL CONTRACT TERMS AND CONDITIONS INCLUDING REPRESENTATIONS, WARRANTIES, AND LIABILITIES

All Contract Terms and Conditions follow from the original solicitation which selected the pre-qualified Contractors. A copy of the original solicitation (RFP 0A1147) can be found on the details page of this solicitation on the State of Ohio Procurement website.

4.5 State Staffing Plan

Staff/Stakeholder Name Project Role Percent Allocated

Lee Thatcher Project Manager 10% or as needed

Lisa Zigmund Project Sponsor 5% or as needed

Dave Powers Asphalt POC 10% or as needed

Mickey Cronin Aggregate POC 10% or as needed

Lee Ninde Tech Lead, SiteManager 10% or as needed

Section 5: Response Submission Requirements

Response Format, Content Requirements

An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered.

Each Proposal must contain the following:

Cover Letter Contractor Experience Requirements Subcontractors Documentation Assumptions Payment Address Staffing plan, personnel resumes, time commitment, organizational chart Project Plan Project Schedule (WBS using MS Project or compatible) Communication Plan Supplement 1 affirmation Fee Structure including Estimated Work Effort for each Task/Deliverable Rate Card

Include the following:

5.1. Cover Letter:

a. Must be in the form of a standard business letter;

b. Must be signed by an individual authorized to legally bind the Contractor;

c. Must include a statement regarding the Contractor’s legal structure (e.g. an Ohio corporation), Federal tax identification number, and principal place of business; please list any Ohio locations or branches;

d. Must include a list of the people who prepared the Proposal, including their titles; and

e. Must include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Proposal.

1 0 D B D O T - 1 8 - 0 3 - 0 0 1 O D O T A u t o m a t e d QC / QA S y s t e m

5.2. Contractor’s Experience Requirements

a. Each proposal must include a brief executive summary of the services the Contractor proposes to provide and one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);

b. Each proposal must describe the Contractor’s experience, capability, and capacity to provide Application Development, Integration and Maintenance Transition Planning and optional Solicitation Assistance. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW for each of the resources identified in Section 5.2.

c. Mandatory Requirements: The Contractor must possess knowledge of the following:

o The Contractor must have performed similar work for at least three projects within the past 60 months. Contractors must demonstrate that they meet this requirement by including a list of at least three references from current or past customers, served in the past 60 months for whom the Contractor performed similar work. The list must contain current contact persons and contact information for those work engagements. Contractors not meeting this requirement to the satisfaction of ODOT may be disqualified. The proposal must contain a brief summary of each of those work engagements, how they are similar in size, scope, and purpose, to the project described in this SOW solicitation document, and the level of success attained.

d. Project Team Qualifications

Provide an outline of the project team and a brief description on the approach for the project. At a minimum the proposal must

contain:

1) Proposed project manager and team members resume/qualifications demonstrating that the team has the necessary

professional experience and background.

2) Three references where the proposed project manager has managed a similar project. This must outline how the previous

work supported coordinating collecting requirements and specifications from multiple users across geographical sites.

3) Team member(s) have program knowledge (see Attachment 1: ODOT IT Technical Requirements).

4) Team members must have experience analyzing business processes that integrate data.

5) Minimum Project Manager Qualifications:

A. Sixty months experience as a project manager developing project plans, defining schedules, developing project

approach, budgeting, monitoring and project change management processes.

6) Desirable team member experience:

a. Business use case and systems design specifications for data integration.

b. Experience building interfaces (API), use of Oracle (to integrate with SiteManager), .NET, C#, ASP.NET.

ODOT may disqualify, at its discretion, candidates for whom any of the above requirements are not adequately documented in the

Contractor’s proposal.

5.3. Subcontractor Documentation:

a. For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:

i. The subcontractor’s legal status, federal tax identification number, D-U-N-S number if applicable, and principal place of


business address;

ii. The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;

iii. A description of the work the subcontractor will do and one representative sample of previously completed projects as it relates to this SOW (e.g. detailed requirements document, analysis, statement of work);

iv. Must describe the subcontractor’s experience, capability, and capacity to provide Information Technology Assessment, Planning, and Solicitation Assistance. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW from each of the resources identified in Section 5.2;

v. A commitment to do the work if the Contractor is selected; and

vi. A statement that the subcontractor has read and understood the RFP and will comply with the requirements of the RFP.

5.4. Assumptions: The Contractor must list all assumptions the Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFP that the assumption is applicable to. The Contractor should not include assumptions elsewhere in their response.

5.5. Payment Address: The Contractor must give the address to which the State should send payments under the Contract.

5.6. Staffing plan, personnel resumes, time commitment, organizational chart

Identify Contractor and subcontractor staff and time commitment. Identify hourly rates for personnel, as applicable.

Include Contractor and subcontractor resumes for each resource identified and organizational chart for entire team.

Contractor Name RoleContractor or Subcontractor?

No. Hours Hourly Rate

5.7 Project Plan

Identify and describe the plan to produce effective documents and complete the deliverable requirements. Describe the primary tasks, how long each task will take and when each task will be completed in order to meet the final deadline.


5.8 Project Schedule (WBS using MS Project or compatible)

Describe the Project Schedule including planning, planned vs. actuals for monitoring performance, including milestones, and time for writing, editing and revising. Using MS Project or compatible, create a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project with each descending level representing an increasingly detailed definition of the project work.

5.9 Communication Plan

Strong listening skills, the ability to ask appropriate questions, and follow-up questions will be required to capture the information necessary to complete the deliverable requirements. Describe the methods to be used to gather and store various types of information and to disseminate the information, updates, and corrections to previously distributed material. Identify to whom the information will flow and what methods will be used for the distribution. Include format, content, level of detail, and conventions to be used. Provide methods for accessing information between scheduled communications.

5.10 Supplement 1 Affirmation

The Contractor must provide a statement that it has read and will abide by all of the requirements of Supplement 1.

5.11 Fee Structure including Estimated Work Effort for each Deliverable

Payment will be scheduled upon approval and acceptance of each applicable Deliverable by the ODOT Project Sponsor and ODOT Project Manager within the usual payment terms of the State.

Deliverable NameTotal Estimated Work Effort (Hours)

Not-to-Exceed Fixed Price for Deliverable

Detailed project plan & schedule N/A

Weekly status reports M/A

Detailed requirements document N/A

Detailed wireframes N/A

Software Architecture Diagram (SAD) $

Delivery of development elements via bi-weekly sprints N/A

Completion of system testing/signoff $

Completion of UAT testing/signoff N/A

Deployment plan N/A

Deployment/signoff $


Deliverable NameTotal Estimated Work Effort (Hours)

Not-to-Exceed Fixed Price for Deliverable

Total Cost for all Deliverables

$

5.12 Rate Card

The primary purpose of obtaining a Rate Card is to establish baseline hourly rates in the event that change orders are necessary. The DBITS contract is not intended to be used for hourly based time and materials work. (NOTE – Section 5.6 collects rate information for named resources) Contractors must submit a Rate Card that includes hourly rates for all services the Contractor offers, including but not limited to those listed in Section 5.2. Enter the Rate Card information in this section.

Section 6: Evaluation Criteria

Mandatory Requirement:

The Contractor must have performed similar work for at least three projects within the past 60 months. Accept / Reject

Scored Requirements WeightDoes Not

MeetMeet Exceeds

Contractor or subcontractor summary show(s) company experience in application development using .NET framework (refer to Attachment 3: ODOT Web Application Architecture).

7 0 5 7

Contractor or subcontractor summary identified resource(s) with experience in application development using .NET framework (refer to Attachment 3: ODOT Web Application Architecture).

7 0 5 7

Contractor or subcontractor summary must describe the approach for developing the application/interface.

5 0 5 7

Contractor project plan. 3 0 5 7

Contractor staffing plan. 3 0 5 7

Demonstrated ability to complete the project in the available timeline based on the proposed project plan.

5 0 5 7

Price Performance Formula. The evaluation team will rate the Proposals that meet the Mandatory Requirements based on the following criteria and


respective weights.

Criteria Percentage

Technical Proposal 70%

Cost Summary 30%

To ensure the scoring ratio is maintained, the State will use the following formulas to adjust the points awarded to each Offeror.

The Offeror with the highest point total for the Technical Proposal will receive 700 points. The remaining Offerors will receive a percentage of the maximum points available based upon the following formula:

Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700

The Offeror with the lowest proposed total cost for evaluation purposes will receive 300 points. The remaining Offerors will receive a percentage of the maximum cost points available based upon the following formula:

Cost Summary Points = (Lowest Total Cost for Evaluation Purposes/Offeror’s Total Cost for Evaluation Purposes) x 300

Total Points Score: The total points score is calculated using the following formula:

Total Points = Technical Proposal Points + Cost Summary Points

Section 7: Solicitation Calendar of Events

Provide SOW Solicitation Schedule. Add or delete from the sample language, as applicable.

Firm Dates

SOW Solicitation Released to Pre-qualified Contractors June 1, 2017

Inquiry Period Begins June 1, 2017

Inquiry Period Ends June 16, 2017 8:00 AM

Proposal Response Due Date June 21, 2017 1:00 PM

Anticipated Dates

Estimated Date for Selection of Awarded Contractor July 1, 2017

Estimated Commencement Date of Work August 1, 2017

All times listed are Eastern Standard Time (EST).

SECTION 8: Inquiry Process

Contractors may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Contractors must use the following process:


Access the State’s Procurement Website at http://procure.ohio.gov/;

From the Navigation Bar on the left, select “Find It Fast”;

Select “Doc/Bid/Schedule #” as the Type;

Enter the DBITS Solicitation ID number found on the first page of this SOW Solicitation;

Click the “Find It Fast” button;

On the document information page, click the “Submit Inquiry” button;

On the document inquiry page, complete the required “Personal Information” section by providing:

o First and last name of the Contractor’s representative who is responsible for the inquiry,

o Name of the Contractor,

o Representative’s business phone number, and

o Representative’s email address;

Type the inquiry in the space provided including:

o A reference to the relevant part of this SOW Solicitation,

o The heading for the provision under question, and

o The page number of the SOW Solicitation where the provision can be found; and

Click the “Submit” button.

A Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Contractor will not receive a personalized response to the question nor notification when the State has answered the question.

Contractors may view inquiries and responses on the State’s Procurement Website by using the “Find It Fast” feature described above and by clicking the “View Q & A” button on the document information page.

The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this RFP.

Section 9: Submission Instructions & Location

Each Contractor must submit THREE (3) complete, sealed and signed copies of its Proposal Response and each submission must be clearly marked “Automated QC/QA System” on the outside of its package along with Contractor’s name.

A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions should be on a CD, DVD.

Each proposal must be organized in the same format as described in Section 5. Any material deviation from the format outlined in Section 5 may result in a rejection of the non-conforming proposal. Each proposal must contain an identifiable tab sheet preceding each section of the proposal. Proposal Response should be good for a minimum of 60 days.

The State will not be liable for any costs incurred by any Contractor in responding to this SOW Solicitation, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Contractors responding to this SOW Solicitation.

Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:

Lisa Zigmund


Ohio Department of TransportationOffice of Materials Management1600 W. Broad St.Columbus, OH 43223

Proprietary information

All Proposal Responses and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a Proposal Response or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Contractor. Additionally, all Proposal Response submissions will be open to the public after the contract has been awarded.

The State may reject any Proposal if the Contractor takes exception to the terms and conditions of the Contract.

Waiver of Defects

The State has the right to waive any defects in any quotation or in the submission process followed by a Contractor. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Contractors.

Rejection of Submissions

The State may reject any submissions that is not in the required format, does not address all the requirements of this SOW Solicitation, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any responses from companies not pre-qualified in the Technology Category associated with this SOW Solicitation. In addition, the State may cancel this SOW Solicitation, reject all the submissions, and seek to do the work through a new SOW Solicitation or other means.

Solicitation Attachments and Supplement

All of the Attachments and Supplement can be found on the details page of the solicitation on the State of Ohio procurement website.

Attachment/Supplement Number Attachment Name/TitleAttachment 1 ODOT IT Technical Requirements

Attachment 2 ODOT and the ODOT Office of Materials Management References

Attachment 3 ODOT Default Web Application Architecture

Attachment 4 SiteManager Data Model (example)

Attachment 5 Original RFP containing all Terms and Conditions for this solicitation

Supplement 1 State IT Computing Policy RequirementsState Architecture and Computing Standards RequirementsState Security and Privacy Requirements


State Data Handling Requirements


view ifp - state of ohio procurement · web viewall contract terms and conditions follow from the...

Documents