REQUEST FOR INFORMATION FOR AN ENTERPRISE-WIDE, WEB-BASED SOFTWARE SOLUTION TO MANAGE HIGHWAY PROJECT MANAGEMENT PROCESSES May 2013
Document Number: RFI_DOT_HWY_CAP_SOLUTION_2013-001 RFI Posting Date:
May 06, 2013
RFI Inquiry Date:
May 24, 2013 (by 5:00 PM)
RFI Submission Date:
May 31, 2013 (by 5:00 PM)
Massachusetts Department of Transportation Ten Park Plaza, Suite 3510 Boston, MA 02116
5/6/13
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1.
TABLE OF CONTENTS
1. 2.
Table of Contents ................................................................................................. 2 Statement from MassDOT .................................................................................. 3 2.1 Confidentiality ...................................................................................................... 3 2.2 RFI Statement ..................................................................................................... 3 2.3 Liabilities ............................................................................................................. 3 2.4 Ownership of RFI Responses ............................................................................. 3 2.5 Cost Estimate ..................................................................................................... 4 2.6 Public records Law .............................................................................................. 4 3. General Instructions For responding to this RFI ................................................ 5 3.1 Issuing Office and RFI Participation / Responses ................................................ 5 3.2 RFI Schedule....................................................................................................... 5 3.3 RFI Submission ................................................................................................... 6 4. Introduction .......................................................................................................... 7 4.1 Document Purpose .............................................................................................. 7 4.2 Background ......................................................................................................... 7 4.3 Overview ............................................................................................................. 7 4.3.1 MassDOT Highway Business Process .......................................................... 8 4.3.2 Current MassDOT Highway Systems and Applications ................................. 8 4.3.3 Users of MassDOT Highway Systems and Applications ................................ 9 4.4 Technology Overview ........................................................................................ 10 4.4.1 Internal Systems Supporting MassDOT Highway ........................................ 10 4.4.2 Statewide Systems Supporting MassDOT Highway Business ..................... 12 4.5 Goals, Objectives and Rationale........................................................................ 13 5. MassDOT Highway’s Vision and Approach ...................................................... 15 5.1 Targeted Solutions for Future State ................................................................... 15 5.1.1 Highway Project Management Process Mapped to Product Capability ....... 16 5.1.2 Standard Features and Functionality relevant to project management ........ 24 Process.................................................................................................................... 24 5.1.3 Systems, Hardware and Technical Requirements ....................................... 27 6. Appendix ............................................................................................................. 29 6.1 A High Level Diagram........................................................................................ 29 6.2 Acronym and definitions .................................................................................... 30
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2.
STATEMENT FROM MASSDOT 2.1
Confidentiality
All information contained within this document is confidential and is provided only to give the vendor community an adequate understanding of the high level requirements for an application to support MassDOT Highway Division’s Capital Project Management Process. Under no circumstances should information be disclosed to any outside party.
2.2
RFI Statement
Respondents to this Request for Information (RFI) are invited to respond to any or all of the RFI response questions in this document. Responses to this RFI shall serve solely to assist MassDOT in the development of a potential future solicitation in the form of a Request for Responses (RFR) or Request for Quotes (RFQ), and therefore this RFI does not in any way obligate MassDOT to issue or amend an RFR or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary, and MassDOT will not pay for the preparation of any information submitted by a respondent or for MassDOT’s use of that information. Furthermore, responding to this RFI will in no way affect MassDOT’s consideration of any proposal submitted in response to any subsequent solicitation, and will not serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be issued or amended. MassDOT reserves the right to suspend, withdraw, or amend this RFI, including the RFI schedule, as provided in this document, at any time, for any reason. MassDOT has determined that the submission of responses to this RFI, through an open and transparent process, is in the best interests of the public and MassDOT. MassDOT’s decision on how to use the responses to this RFI and whether to develop a future RFP shall be final.
2.3
Liabilities
This RFI is only a solicitation of information regarding an enterprise-wide software solution to support MassDOT Highway Division’s Project Management Process. No contractual obligation on behalf of MassDOT whatsoever shall arise from the RFI process. This RFI does not commit MassDOT to pay any cost incurred in the preparation of submission of any response to the RFI. All costs incurred by the Respondents in the preparation and submission of a response are the sole responsibility of Respondents.
2.4
Ownership of RFI Responses
All responses to this RFI shall become the property of MassDOT and will not be returned.
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2.5
Cost Estimate
Through this RFI MassDOT respectfully request the vendor to provide MassDOT with a cost estimate or a range of estimate, as based on vendors understanding of MassDOT’s requirements. The cost estimate may include the cost of the product and any integrated solution as would be recommended by the respondent.
2.6
Public records Law
Pursuant to M.G.L. c. 4, §7(26) and M.G.L. c. 66, § 10, all books, papers, maps, photographs, recorded tapes, financial statements, statistical tabulations, or other documentary materials or data, regardless of physical form or characteristics received or created by MassDOT are considered public records, unless such materials or data fall within an exemption. The Commonwealth of Massachusetts Public Records Law requires that public records be promptly disclosed by MassDOT upon request unless the records are specifically exempted from disclosure. Exemptions are narrow and explicit and are listed in the General Laws. Respondents should be familiar with the Massachusetts Public Records Law and the limits of record disclosure exemptions. For more information, visit the Secretary of State website for the Commonwealth of Massachusetts, at http://www.sec.state.ma.us/pre/preidx.htm. If you have any questions about disclosure of the records you submit with your informational material, please contact the person as identified in section 3.2 of this RFI.
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3.
GENERAL INSTRUCTIONS FOR RESPONDING TO THIS RFI 3.1
Issuing Office and RFI Participation / Responses
This RFI is issued jointly by MassDOT Highway Division and the Department of Information Technology (hereinafter, collectively referred to as “MassDOT Highway”) solely for the purpose of obtaining information from potential vendors. This RFI should not be interpreted as a commitment on the part of MassDOT Highway to enter a contract with any respondent or to make procurement.
3.2
RFI Schedule
Description
Date
Release of RFI to the responders
May 06, 2013 (by 5:00 PM)
Responders to submit email questions to MassDOT by
May 24, 2013 (by 5:00 PM)
MassDOT to respond to vendors’ questions via email by May 28, 2013 Responders to submit their hardcopy responses by
May 31, 2013 (by 5:00 PM)
All questions or clarifications regarding this RFI must be submitted electronically to the following email address, with the subject line of the email to read the title: “RFI_DOT_HWY_CAP_SOLUTION_2013-001”
[email protected] All responses must be referenced by section and by number (as appeared in the RFI). All final RFI responses received by MassDOT by the close of business on May 31, 2013 may be sent either (1) electronically, in PDF format, to the above referenced email address with the subject line to read the title of this RFI, “RFI_DOT_HWY_CAP_SOLUTION_2013-001” or (2) by hardcopy to the address given below. The RFI responses will also include the official name of the firm or entity submitting the responses, in the first page, and the pages to be numbered consecutively. Paul Hubbard, Project Manager Massachusetts Department of Transportation Legal Department 10 Park Plaza, Suite 3510 Boston, MA 02116 ATTN: “RFI_DOT_HWY_CAP_SOLUTION_2013-00X”
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3.3
RFI Submission
All responses to be received on or before the deadline as noted in Section 3.2. Each RFI response to include the following identifying information on the cover page: 1. Vendor name 2. Vendor Address 3. Vendor contact Name, telephone number, and email 4. Title of this RFI Subsequent pages to include the following: 1. Company background and history – include the total number of employees and the number of employees dedicated to research of new products, sales and ongoing support 2. A brief overview of the product or software solution, hosting environment, and operating system 3. A brief description of product functionalities – general modules 4. A brief description of functionalities (or modules) as relevant to highway specific capital project management processes 5.
Proposed (alternative) solutions or recommendations that would potentially meet MassDOT Highway’s needs
6. An estimated cost or a range of cost of the proposed solution and/or the implementation of the solution. Include cost of license (Concurrent users vs. per seat), and price (Hardware, Software, Training, Maintenance, Upgrade/Future training, etc). 7. Responses to RFI questions as included in Sections 5.1.1, 5.1.2 and 5.1.3 8. Comments – Wherever necessary please include a brief comment referenced by ‘Section’ number and ‘Question’ number.
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4.
INTRODUCTION 4.1
Document Purpose
This RFI is intended to provide the vendor community an adequate understanding of the MassDOT Highway’s capital project management processes, and activities, and the high level requirements as needed to support the respective business processes. Through this RFI, MassDOT Highway seeks responses from industry specific vendors to any or all of the requirements, questions and criteria, as listed in this document. The goal is to elicit the advice and best analysis of knowledgeable persons in the vendor community to enable MassDOT Highway to devise a potential future solicitation for an Enterprise-wide, web-based solution to fully support its business needs. A questionnaire that expands on the high-level requirements as listed here, supplements this RFI document. The questions and criteria are tailored to gather more information as warranted.
4.2
Background
MassDOT Highway plays a major role in maintaining and improving the transportation systems and infrastructure within Massachusetts. Approximately 70% of the 4200 MassDOT employees are within MassDOT Highway; other divisions include the Registry of Motor Vehicles, Rail and Transit, MBTA, Aeronautics and the Office of the Secretary. MassDOT Highway employees currently use the existing capital project management system (ProjectInfo). 500 internal users access this system to enter, track and/or edit project data. Fewer users have project management and administrative responsibilities. The application is also accessed by a few external entities and non-users (see section 4.3 for the category of users) to review the project information, including budget, cost and status. Currently 40 project types, under five major programs, are managed in this system to include: several hundred, unadvertised, active, and future projects (capital and maintenance) and several thousand historic, and advertised projects. MassDOT Highway is striving to improve the way all capital and maintenance projects are currently managed within their systems. The focus is on managing the cost of project effectively, and completing the project on time. As a major undertaking, MassDOT Highway is currently seeking an enterprise-wide, web-based software solution to address their growing business needs and concerns.
4.3
Overview
The capital project management process was established to ensure that all projects are managed in a consistent manner.
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4.3.1 MassDOT Highway Business Process The project development and management process, encompassing numerous project activities, takes projects from conception through design and project advertisement, to bids, construction contract initiation and build. Design projects can be proposed by many entities and if state or federal funds will be used, the project development and construction will be overseen by MassDOT Highway. Project proponents include Municipalities, Metropolitan Planning Organizations (MPO), MassDOT Districts and MassDOT Sections. Designs are generated by engineering consultants or in-house staff, and generally follow the process outlined in MassDOT’s ‘Project Development and Design Guide’ (see table below). All projects are reviewed for environmental regulation compliance, alignment and structural code adherence, utility and right-of-way considerations, and budget constraints. Table 1. Overview of MassDOT Highway Capital Project Development Process STEP
PROCESS
OUTCOME
PHASE
I
Project Request
Project Need Form / Submittal
Projects
II
Planning
Project Planning Report
Projects
III
Project Initiation
Projects
IV
Project Development (Environmental / Design / ROW Process)
Collaboration / Workflow Project Initiation Form / Transmittal Appropriation of Funds Project Review Committee Action Plans, Specs and Estimates (PS&E) Environmental Studies and Permits Right-of-Way Plans / Permits
V
VII
Construction
VIII
Project Assessment
Regional and State TIP Programming of funds Construction Bids Contractor Selection (Advertising) Awards / Construction Contract Initiation Construction management and Built Project Completion of Project
Design
VI
Programming and Advertising Procurement
Design
Construction
Construction Construction
4.3.2 Current MassDOT Highway Systems and Applications Major systems and applications supporting MassDOT Highway projects and construction are: Commonwealth Information Warehouse MassDOT Highway’s local data warehouse _________________________________________________________________________________________________ 5/6/2013 RFI_DOT_HWY_CAP_SOLUTION_2013-001 Page 8 of 30
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Massachusetts Management, Accounting and Reporting System (MMARS) Contract Management System (CMS – a web based application as being developed to manage construction contracts and builds) ProjectInfo – a web based application o Projects Module - manages project initiation and design o Contracts Module - manages all contracts (design, vendor and construction) The above application plays a crucial role by linking the project data and financial data with the enterprise-wide document repositories and databases; and allows for data, and document sharing, reporting, and tracking project resources, timelines, and financials. (Also see Section 4.4 – “Technology Overview”, for additional Systems and applications supporting MassDOT Highway)
4.3.3 Users of MassDOT Highway Systems and Applications Most capital and maintenance projects are originated by multiple entities; and users access MassDOT Highway applications and systems on a daily basis to track the activities of these projects. The users and non-users to be managed within the new systems will include: MassDOT Staff
Outside Entities / Users
Non-Users
Boston Project Development Office
FHWA*
General public
Fiscal Management
MPOs
News Media
Boston/District Project Managers
Municipalities
Industry Publications
Boston/District Project Reviewers
Consultants/Contractors
Boston/District Planners Boston/District In-House Design Advertising Staff Procurement Boston/District Senior Managers Boston/District Construction Office Resident Engineers (Field Staff) *Federal Highway Administration
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4.4
Technology Overview
Section 4.4.1 lists internally developed systems and applications which support
MassDOT’s Highway project management processes; and Section 4.4.2 lists other statewide systems and applications serving the same purpose as above. For more details please reference the excel spreadsheet (Attachment A), as linked to this document in Section 5.1.
4.4.1 Internal Systems Supporting MassDOT Highway Internally Developed / Systems and Applications
Short Name
Brief Description
Front End
Back End
ProjectInfo – Projects Module
P-Info Projects
Projects, Fiscal Management, PeopleAndOrgs/CMS, contracts (design, vendor and construction)
Web Application
SQL 2005
ProjectInfo Public
ProjInfoEx
Public Information
Web Application
SQL 2005
Contract Advertising and Planning Estimator
CAPE
A module of ProjectInfo used for design cost estimating
Web Application
SQL 2005
Planning Databases (Purchased and hosted internally)
ArcGIS Application
For asset location and mapping, GIS layers – archiving and cataloging
Web Application
SQL 2005
Mapping Applications
Mapping Apps
For viewing road network maps
Web Application
SQL 2005
4D Bridge Management System
4D
Status of bridges via Bridge Identification Number
Web Application
4D Database
Roadware
Roadware
Pavement Database
Web Application
SQL 2005
Right of Way
Right of Way
Highway Divisions Right-ofWay Acquisitions
Access
SQL 2000
CORS Network
CORS
GPS Network
Web Application
SQL 2005 (server offsite)
Construction Project Estimator
CPE
For bid prices as based on historic data (Cost estimate during design)
Web Application
SQL 2000
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Internally Developed / Systems and Applications
Short Name
Brief Description
Front End
Back End
Weighted Average Bid Prices Application
WABA
A module of construction Project Estimator for Weighted average bid prices
Web Application
SQL 2000
District Construction Databases (DCD – Districts 1-6, shared and Head Quarter, HQ)
DCD
For tracking contracts
Access Database
SQL 2005
Financial Tracking Module
FTS
A module of DCD used for financial tracking
Access Database
SQL 2005
Site Application Module
SAM
For field estimation and invoice generation by construction field engineers
Web Application
SQL 2000
Transact
Transact
Online system allowing contractors to track their payments (info originated from SAM and payments processed in MMARS). However a separate process manages the claims.
Web Application
Access DB
Construction Division System
CDS
For tracking contracts, payments, correspondence log by Boston Head quarter Construction Office
Access
SQL 2000
Contract Management System
CMS
Vendor qualifications, advertising, Estimates and bids, contract initiation and contract management, actual costing and financial tracking, assessment of build
Web Application
SQL 2005
ProjectInfo – Projects Module
P-Info Contracts
For tracking all contracts
Web Application
SQL 2005
Time and Attendance
Being evaluated
For employees working on projects
Workflow Management Central
KRONOS
For time sheet management
Web Application
SQL 2005
Local Data Warehouse
Local DWH
Maintains data to share with business end-users
SQL server
SQL 2005
Highway Cash Flow
MHDCashFlw
Construction budgeting and what if analyses
Web Application
SQL 2000
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Internally Developed / Systems and Applications
Short Name
Brief Description
Front End
Back End
Equitable Business Opportunities
EBO
Contract compliance tracking
Web Application
SQL 2005
Reporting center for FAPO
RptCtrFAPO
Reporting tool used by Federal Aid Program Office to generate reports.
SQL Server Reporting Services
SSRS
This is a reporting tool that is used to access data from any SQL database for generating reports.
Reporting center
SQL 2005
Material Testing
Material Testing
Materials lab sample tracking database
Access
Access DB
4.4.2 Statewide Systems Supporting MassDOT Highway Business Statewide Systems and Applications Hosted Internally or Externally
Short Name
Purpose
Front End
Back End
Asset Management System (MAXIMO)
HAM
For managing highway assets and attributes, project data, employee data etc
Web Sphere
SQL 2008
Massachusetts Management Accounting and Reporting System
MMARS
The Statewide accounting system
SQL 2000
Commonwealth Information Warehouse
CIW
CIW provides access to information through centralized, integrated repository that supports timely, well informed business decisions.
Ciw_prod
State Labor Cost Management System
LCM
Processes and distributes the payroll charges from HRCMS
Fiscal Management Information System
FMIS
This is a Federal Highway Administration’s primary financial information system to manage federally funded highway projects.
Web Application
Human Resources Compensation System
HRCMS
Payroll for all employees
Web Application
Netezz aSQL
Oracle
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4.5
Goals, Objectives and Rationale
MassDOT Highway project activities, including those originating from new project initiatives, to address long-term future needs are growing exponentially. At this rate, the present capacity, capability and performance of the core applications would not fully comply with MassDOT Highway Standards for managing projects consistently across the board. Furthermore, MassDOT Highway currently utilizes multiple applications across divisions, to perform basic tasks and operations. And there is a compelling need to tightly integrate these applications or replace these by integrated enterprise software. Presently, MassDOT Highway is seeking to purchase a Commercial Off-the-Shelf (COTS) product and integrated solution, to support the project development and management processes. The intent is to manage projects from need evaluation to initiation, to planning, design, cost estimating and advertising; and the Contract Management System, as currently being developed, to be used to manage post-design activities, including bids, contract initiation, build and assessment. The underlying business needs and goals are: (1)
Streamlined workflows and data flows within project development and management processes as prompted by electronic data gathering with form submittals
(2)
Centralization of all project information with transmittals, email notifications and alerts for ease of collaboration
(3)
Automated workflows with document generation, storage, management, version controls and approvals
(4)
Improved data consistency and accuracy, and minimized data redundancy
(5)
Reusability of historic data to improve on conceptual cost estimates
(6)
Enhanced role specificity to better manage the input, output, and security of data
(7)
Efficiently and securely manage the level of usage – users and non-users included (information will be made available to the non-users or the public – with access to project information via public pages)
(8)
Reconfigurable processes, workflows, forms, and ad-hoc reporting capabilities with user defined fields and valid values; and with easy to use standard admin tools
(9)
Improved, timely and accurate reporting from reliable and dedicated sources of data
(10) Enhanced asset management capability with access to existing information during planning and design to improve on safety and standards (11) Alignment with performance management and transparency initiatives, and certain daily, ad hoc, and executive reporting initiatives (12) Prioritized and stringently managed projects and programs for timeliness and cost effectiveness
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Current Limitations and Drawbacks of ProjectInfo include the following: (1) Time consuming approach (hard copy forms, multiple entries, inconsistent data) by which the vital information are captured and evaluated today - delays numerous decision making processes (including inappropriate allocation of resources and funding to various entities) and leads to escalating costs (2) Lacking standardization through free style data inputs results in inconsistent, and wrongful data entries, thus causing reevaluations, reworks and doubling of expenses (3) Lacking optimally performing databases delays the availability of data to businesses on a daily basis (Project Modules and Contracts modules) thus impacting timely and crucial decisions (4) Lacking the capability to capture relevant and crucial information, as would be needed to fully evaluate, prioritize and manage, projects originating from new project initiatives (5) Lacking a robust collaboration workspace to manage project need evaluation, planning and design
The proposed approach (COTS with integrated software solutions) would significantly improve process efficiency, thereby reducing the cost of, and the time to complete a project. Furthermore it provides an opportunity to align MassDOT Highway’s business processes, and the systems and applications supporting those processes, with new and emerging technologies.
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5.
MASSDOT HIGHWAY’S VISION AND APPROACH 5.1
Targeted Solutions for Future State
MassDOT Highway is envisioning an enterprise-wide, web-based system with an integrated software solution to support their business processes and activities, including project initiation, approval, planning, design, construction, payroll, and contracts and fiscal management. The high level requirements and criteria, as targeted to elicit responses from the vendors, are grouped under: 1. Product Capability to match the specifics of MassDOT Highway construction projects 2. Standard features and functionalities to match project management process 3. Systems, and Technical Requirements, including Vendor Qualifications, to match the platform to include enterprise-wide, web-based systems and standards These requirements and criteria are suggestive of MassDOT Highway’s future needs and longterm vision for capital project development, initiation and management. However, MassDOT is open to recommendations and comments from both vendor product and implementation specialists. Deriving from their experience and expertise, the vendors are encouraged to comment on their product capabilities, and to propose alternative solutions that would potentially meet MassDOT Highway’s goals and innovation.
The excel sheet, linked above (Attachment A), includes a list of applications and systems which currently support MassDOT Highway; and this list would facilitate the vendors to respond to questions on “Product Capability to match the specifics of MassDOT Highway Project Management Process”.
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5.1.1
Highway Project Management Process Mapped to Product Capability
1.0
DESCRIPTION Process:
Project Request, Project Planning and Project Initiation
Activity:
Project Need Form / Submittal Planning and Reporting Collaboration, Project Initiation Form / Transmittal Project Review Committee Action
Phase:
Projects
Application 1: ProjectInfo ‘Projects Module’ (internally developed) Application 2: ProjectInfoEx ‘ProjectInfo Public’ (internally developed) Application 3: Bridge Management System (internally developed) Application 4: Planning Database and Mapping Applications (GIS – Hosted internally) Application 5: Pavement Management System (internally developed) Application 6: MAXIMO (Purchased and hosted solution) Application 7: SQL Server Reporting Services (internally developed) *For details refer to Attachment A
1.0
Requirements / Criteria
Questions to Vendor
Business Processes and Rules Engine
1.1 Does the software have the capability to create business processes as based on business rules? 1.2 Does the software have the capability and flexibility to reconfigure and reuse business processes and/or process templates? 1.3 Does the software have the capability for business end-users and non-technical personnel to modify or change processes without incurring any development? 1.4 Does the software have the capability and flexibility to allow business end-users and non-technical personnel to create new or modify existing forms, screens and interfaces? 1.5 Is there a limit on the number of custom fields and valid values that can be added? 1.6 Does the software have the capability and flexibility to allow business end-users and non-technical personnel to add, delete or modify user defined fields and valid values? 1.7 Does the software have the capability to enforce security and permissions to add, modify or delete user defined fields and valid values? 1.8 Does the software have the capability to tag metadata to files, documents and work packages according to specified naming convention? 1.9 Does the software allow for secure portals to facilitate ‘Submittals’ and ‘Transmittals’ (send /
User Interface (UI), Electronic Forms, screens, user defined fields, and tools to create, add, change or modify
Metadata and Naming Convention Web Portals
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Y/N
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1.0
Requirements / Criteria Public Information
Data / Content
Workflow Workflow management and collaboration
Document Routing
Communications, Alerts and notifications Schedule Management
Project Interface
Work breakdown structure
Questions to Vendor receive)? 1.10Does the software allow for secure web portals to provide access to media and public with design or construction project information (status, timeline and budget)? 1.11 Does the software have the capability to apply rules and criteria for data gathering, data validations, and Content management? 1.12 Does the software have the capability and flexibility to reconfigure and reuse work flows? 1.13 Does the software have the capability for business end-users and non-technical personnel to modify or change workflows and activities without incurring any development? 1.14 Does the software have the capability to manage roles and permissions for records and documents to be routed through work flow? 1.15 Does the software have the capability to assign, add or delete users, reviewers and approvers by project and / or by activity? 1.16 Does the software have the capability to manage Concurrent activities during a workflow? 1.17 Does the software have the capability to manage workflows (check points) through approvals, signatures (possibly ‘esigns’) and statuses? 1.18 Does the software have the capability to manage and route forms, files, documents and workflow packages according to specified rules, criteria and threshold? 1.19 Does the software have the capability to set alerts and email notifications as based on rules, criteria and threshold? 1.20 Does the software have the capability to create and maintain project schedules, with milestones? 1.21 Can documents, and work packages be linked to a particular task within schedule? 1.22 Does the software have the capability to accept project files from Microsoft Project and Primavera P6 etc? 1.23 Can an existing project schedule from another scheduling tool be imported to be managed within this software? Microsoft Project, Primavera P6 etc? 1.24 Does the software have the capability to interface with other project management applications (e.g., Microsoft Project, Primavera P6)? 1.25 Does the software have the capability to manage multiple projects with different time lines and work breakdowns?
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Y/N
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1.0
Requirements / Criteria
Task and event
Bridge Status
Planning data
Asset Location Mapping
Asset Management
Pavement conditions
Reporting
Questions to Vendor 1.26 Does the software have the capability to link activities with WBS (work breakdown Structure) elements for cash flow calculations? 1.27 Could the schedule management link to the cost management module of this software? 1.28 Does this product have a separate task and event management tool / module? 1.29 Does this software have the capability to record the Task and events with a date and time stamp? 1.30 Does the software have the capability to interface with a bridge management system that is used to track the conditions using their bridge identification number (BIN)? 1.31 Does the software have the capability to interface With planning databases (e.g.,GIS) that are used to maintain and catalog data on road networks? 1.32 Does the software have the capability to interface with asset location mapping systems that are used to map the location of assets? 1.33 Does the software have the capability to interface with an asset management system (e.g., MAXIMO) that will be used to manage and track the asset inventory, attributes and other project data? 1.34 Does the software have the capability to interface with an Pavement Data management system that will be used to manage pavement data? 1.35 Does the software have a reporting tool (or a module) create customizable, standard and ad-hoc reports?
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Y/N
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2.0
DESCRIPTION Process:
Project Development (Environmental / Design / ROW Process / Programming, and Advertising)
Activity:
Plans, Specs and Estimates (PS&E), Costing and Accounting, Regional and State TIP, Programming of Funds, and Advertising
Phase: Design Application 1: ProjectInfo ‘Projects Module’ Application 2: ProjectInfoEx ‘ProjectInfo Public’ Application 7: SQL Server Reporting Services Application 8: ProjectInfo ‘Contract Module’ (internally developed) Application 9: Contract Advertising & Planning Estimator (CAPE, internally developed) Application10: Construction Project Estimator and Weighted Average Bid Prices Module (CPE and WABA - internally developed) *For details refer to Attachment A
2.0
Requirements / Criteria Standard features as listed under, Rules Engine, User Interface (UI), Forms, screens and tools, Web Portals to manage project data and public information, Data / Content, Security, work flow, Collaboration work space, Document, Communications, Schedule, Task, interface, and public project information Collaboration
Project Management and Tracking Send and receive CAD files and project documents for design collaboration
Questions to Vendor Questions 1.1 – 1.29 from Section 1.0 also pertain to Section 2.0; Also certain questions in Section 3.0 under financials may pertain to Section 2.0.
2.1 Does the product have a collaboration workspace (or module) to allow internal and external designers, consultants and engineers to collaborate on project design? 2.2 Does the product have the capability (or a module) to allow internal and external designers, consultants and engineers to track status of projects? 2.3 Does the software have the capability to allow internal and external designers, consultants and engineers to send and receive CAD files through secure portals? 2.4 Does the software support revision and version control? 2.5 Does the software have the capability to send electronic notification to the project team if changes are made to the drawings and other project documents? 2.6 Does the software have the capability to search for,
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Y/N
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2.0
Requirements / Criteria Preliminary cost estimates, Budgeting
Multiple Funding sources
Alignment of funding sources and total estimates Rules based on Funding sources contingencies and allowances Rules based on program and funding percentages
Rules based on costs and estimates
Advertising
Procurement and invoice matching for design contracts and projects
Questions to Vendor and access current and historical documents? 2.7 Can the software be configured to perform preliminary cost estimates for design? 2.8 Can the software be configured to calculate average weighted bid prices for bid items? 2.9 Can the software be configured to access and use historic data to calculate bid item prices? 2.10 Can the software be configured to update bid item prices? 2.11 Can the software be configured to perform a breakout on estimates? 2.12 Can the software be configured to attribute funding to a breakout on estimates? 2.13 Can the software be configured to manage multiple funding sources by projects? 2.14 Can the software be configured to manage multiple funding sources within a project? 2.15 Can the software be configured to align funding sources and preliminary estimates throughout the workflows? 2.16 Can the software be configured to manage business rules around funding sources, project costs, contingencies, and allowances? 2.17 Can the software be configured to manage any business rule changes based on program and funding percentages (Federal, State and Municipality)? 2.18 Does the software have the capability to set rules and a threshold around project estimates and cost throughout the workflow? 2.19 Does the software have the capability to set up alerts and notifications if the cost estimate exceeds the specified threshold? 2.20 Does the software have the capability to search and schedule projects for advertising? 2.21 Does the software have the capability to create standard and ad-hoc reports for the business end-users to review the status of projects prior to advertising? 2.22 Can the product be configured to match procurement invoices for design contracts and projects (to handle scenarios with one design and many projects)?
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Y/N
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3.0
DESCRIPTION Process:
Construction and Project Assessment
Activity:
Construction Management and Build, including management of Cost and Accounting, Time and Attendance, and Time and Cost Management (With the exception of ‘Procurement’, including, Bids, Estimates, Vendor Qualifications, Awards, Contract creation and Initiation – these activity to be supported by the web application, Contract Management System - CMS, as being developed internally.) Completion of Project Phase: Construction Application 1: ProjectInfo ‘Projects Module’ Application 2: ProjectInfoEx ‘ProjectInfo Public’ Application 7: SQL Server Reporting Services (internal developed) Application 9: ProjectInfo ‘Contract Module’ (internally developed) Application 11: Fiscal Management Information System (FMIS) Application 12: Contract Management System (CMS, internally developed) Application 13: Site Application Module (SAM, internally developed) Application 14: District Construction Database (DCD, internally developed) and Financial Tracking System (FTS, a module of DCD) Application 15: Transact (Internally developed) Application 16: Commonwealth Information Warehouse (Hosted by Commonwealth) Application 17: Local Data Warehouse (Hosted internally) Application 18: Highway CashFlow (Hosted Internally) Application 19: Massachusetts Management Accounting and Reporting System (MMARS – System owned by the Commonwealth) Application 20: Construction Division System (CDS, Internally developed) Application 21: Reporting Center for FAPO (Internal) Application 22: State Labor Cost Management System (LCM, Statewide and hosted) Application 23: A solution to manage Time and Attendance of Employees, and Time and Cost of project, is being evaluated *For details refer to Attachment A
3.0
Requirements / Criteria Standard features as listed under, Rules Engine, User Interface (UI), Forms, screens and tools, Web Portals to manage project data and public information, Data / Content, Security, work flow, Collaboration work space, Document, Communications, Schedule, Task, interface, and public project information Contracts
Questions to Vendor Questions 1.1 – 1.29 from Section 1.0 and questions from Section 2.0 also pertain to Section 3.0
3.1 Can the software be configured to track encumbrances, invoices, payments, and payment
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Y/N
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3.0
Requirements / Criteria
Field estimation and invoice 1.3 generation Contractors tracking their payments Claims Processing and Tracking
Questions to Vendor modifications for design contracts and / or construction contracts? 3.2 Can the software be configured to support field engineers to track their items on a contract for field estimation and invoice generation? 3.3 Can the software be configured to allow contractors to access and track their payments as associated with field estimates and invoices? 3.4 Can the software be configured to process and track Contractor’s payment claims (Claim Approval or Rejection Process)?
Costing and Accounting Interface with the State accounting system to send files
3.5 Can the software be configured to interface with the State accounting system to send purchase orders and invoices for payments?
Actual Costs
Project Management and Tracking
3.6 Can the software be configured to perform actual cost estimation associated with vendor or sub contractor invoice payments, labor and overhead costs, fees etc.? 3.7 Can the software be configured to track required cash flow for construction projects from design to the construction completion date? 3.8 Can the software be configured to perform cost estimation for construction? 3.9 Does the product have the capability (or a module) for Project Management and Tracking?
Calculations with rules around state funded versus federal funded
3.10 Can the software be configured to set up rules and calculations around state funded projects versus federal funded projects?
Change Orders
Interface to CMS
3.11 Can the software be configured to manage change orders (i.e., extra work orders associated with time and material, etc.)? Workflow / Activities within Contract Management System
Procurement Management (encumbrance or purchase orders)
3.12 Does the product have the capability to interface with CMS for tracking encumbrance (purchase Orders)?
Procurement and invoice matching for contracts and projects
3.13 Does the product have the capability to interface with CMS for matching of procurement invoices for contracts and projects (to handle scenarios with one contract and many projects or one project with many contracts)? 3.14 Does the product have the capability to interface with CMS for tracking the actual cost estimation associated with vendor or sub contractor invoice payments, labor and overhead costs, fees etc.?
Cash Flow
Cost estimation
Also see 3.6
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Y/N
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3.0
Requirements / Criteria Contract Creation
Questions to Vendor 3.15 Does the product have the capability to interface with CMS for tracking new and existing contracts?
Other Tracking contracts, payment and correspondence log FAPO Reports on Capital Spending
Time and Attendance for payroll
Contractor Payroll and Participation Labor Costs / Payroll Charges – posting to department / Cost centers Material testing
Project Management
Standard and Ad-hoc Reporting
3.16 Can the software be configured to allow the “Head Quarters” to track contracts, payments and correspondence logs? 3.17 Can the software be configured to allow the Federal Aid Program Office to access necessary Data – via reporting tool / module - to generate reports on Capital Spending etc.? 3.18 Does the application have the capability (or workforce management module) to track time and attendance of employees on construction projects, onsite and offsite, for payroll management? 3.19 Does the application have the capability (or module) to track contractors’ payroll and participation? 3.20 Does the application have the capability (or module) to process payroll charges and to post these charges to the respective department or cost center? 3.21 Can the software be configured to track and approve material samples and testing data? 3.22 Can the software be configured to associate ‘Material Certification’ with payment to ensure conformance? 3.23 Can the application interface with other Project Management applications (e.g., Microsoft project, Microsoft Outlook, Primavera P6, etc.)? 3.24 Does the product have the capability to allow Business-end users to access necessary Data – via a reporting tool / module - to generate Standard, ad-hoc and / or custom reports?
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Y/N
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5.1.2 Standard Features and Functionality relevant to project management Process 4.0
Requirements / Criteria Tools for Business users and nontechnical personnel for reconfiguration and rules management
Dashboards
Reporting
Business Intelligence and analytical Tools
Accounting and Financials
Questions to Vendor 4.1 Does the product include security management tool, in each of the functional modules, so that the business end-users and non-technical personnel can manage security – role, privilege and permission? 4.2 Does the product include development tool, in each of the functional modules, so that the business end-users and non-technical personnel can handle changes and modifications? 4.3 Does the product include admin too, in each of the functional modules, so that the business end-users and non-technical personnel can manage changes and modifications? 4.4 Are the layouts, including graphical display, reconfigurable by role, business, program and project? 4.5 Can the dashboards be configured for executives to view and report on data for informed decision making? 4.6 Can the dashboards be configured for Program Managers and Funding Officers to manage programs and projects? 4.7 Can the dashboards be configured for Project Managers, maintenance, and support staff to view and manage schedule, events, workflows and tasks? 4.8 Does the product have the capability of easy navigation to, and segregation of data at Portfolio, Program, Project, and organizational level? 4.9 Does the product have standard and custom reporting capabilities at various organizational levels (as indicated above)? 4.10 Does the product have business intelligence and analytical tools within each functional module? 4.11 Does the product have the capability to review and analyze reports? 4.12 Does the product have the capability for scoring and to create matrices? 4.13 Does the product have the capability for performance measurement? 4.14 Does the product have the capability to interface with a local data warehouse to access the necessary data to perform ‘What if’ analyses? 4.15 Does the product have the capability to interface with a local data warehouse to access the necessary data to support the budgeting effort?
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Y/N
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4.0
Requirements / Criteria
Collaboration Workspace
Document and file management
Questions to Vendor 4.16 Can the software be configured to track required cash flow for construction projects from design to the construction completion date? 4.17 Does the product have the capability to upload / download or link to the following financial documents – contracts, purchase orders (encumbrances), invoice and payment information? 4.18 Does the product have the capability to validate ‘General Ledger Accounting Codes’ with other sources (MMARS)? 4.19 Does the product have the capability to set up rules on ‘General Ledger Accounting Codes’ based on program, project, phase, activity etc.? 4.20 Does the product have the capability to set up rules on financial document identifiers? 4.21 Does the product have the capability to perform ‘Electronic’ financial document tracking and audit history for contracts, procurement, invoices, and time sheets? 4.22 Does the product have the capability to accept ‘Electronic Signatures’ of invoices from the subcontractors? 4.23 Does the product have the capability to ‘process invoices’ with percentage completion, batch invoices for payment, payments (done by MMARS), credits, refunds and retainage? Team Collaboration and Communication 4.24 Does the product provide a collaboration workspace with secure web portals? 4.25 Does the product have the capability to handle electronic form submittals (project requests and information gathering) and data validations? 4.26 Does the product have the capability for transmittals (work packages) for collaboration, information sharing, updates, reviews and approvals (Project Initiation)? 4.27 Does the product have the capability to assign roles for work flow management, approvals and signatures? 4.28 Within this workspace, does the product have the capability for automatic routing of work packages? 4.29 Does the product have the capability for automatic routing of documents and work packages? 4.30 Does the product have the capability to maintain electronic document history with version control? 4.31 Does the product have the capability to approve electronic documents with electronic signature , ‘esign’?
Project Management 4.32 Does the product have the capability to manage schedule and track tasks, events and workflow packages? 4.33 Does the product have the capability to maintain audit trails, and logs for all activities? 4.34 Does the software have the capability to set communication
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Y/N
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4.0
Requirements / Criteria
Questions to Vendor parameters, criteria and thresholds to generate alerts and email notifications? 4.35 Does the software have the capability to track cost and accounting, procurement, subcontract invoicing, internal labor tracking, budgeting and forecasting?
Program Management
4.36 Does the product have the capability to manage multiple projects in one contract? 4.37 Does the product have the capability to manage multiple projects across multiple programs?
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Y/N
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5.1.3 Systems, Hardware and Technical Requirements 5.0
Requirements / Criteria
Questions to Vendor
Platform
5.1 Is this an enterprise-wide and web-based application / solution?
Software Application and layers
5.2 Does the product offer capability to seamlessly interface with back-end legacy systems, functional modules and applications?
Functional Modules
5.3 Does the product adhere to Federal 508 and W3C accessibility and compliance standards? 5.4 Is this software sold modularly? 5.5 Does the software need to be purchased as a package? 5.6 Can you add functionality / module as needs grow?
Hardware minimum Requirements
Deployment Configuration Conversion and Migration
Type of support
5.7 Will there be a separate database server? 5.8 Will there be a separate web based server? 5.9 Will the product has the capability to communicate with mobile Phones, ipads and other devices? 5.10 Could the software be configured to handle enterprise wide User environment – by division, department, business group, etc.,? 5.11 Do you have an established strategy & methodology for data conversions? 5.12 Do you have an established strategy & methodology for data migrations? 5.13 Does the product have the capability to upload / download data from existing systems to the new product database? 5.14 Will this product support web services? 5.15 Will this product support one time scripts?
Type of Service Integration
5.16 Do you support database importing and exporting and SQL Scripting? 5.17 Does your solution include publish APIs (Application programming Interfaces)? 5.18 Do you support integration via web services? – Restful 5.19 Do you support integration via web services? – XML 5.20 Does this product support any data import tools?
Software hosting, operation and support
Technical Requirements 5.21 Will this product run on Internet browser only or require any add-ons? 5.22 Does this product support multiple browser types?
Integration (Dev
5.23 Will this product integrate with internal and external systems
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Y/N
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5.0
Requirements / Criteria tool)
Questions to Vendor requiring minimum development?
Implementation and Training
5.24 Is the product used in a multi-site implementation?
Vendor Information and Qualifications
5.25 For how long has your company been in business? How many employees do you have? 5.26 Does the company hold regular user meetings? 5.27 Is your company involved in any litigation with a customer? 5.28 Has your company ‘s contracts been terminated in the past three years?
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Y/N
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6.
APPENDIX 6.1
A High Level Diagram ProjectInfo – A web based application
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6.2
Acronym and definitions
Acronym
Definition / Description
Comm-PASS
Commonwealth Procurement Access and Solicitation System. Today, contractors receive the bid information from this system. Commercial Off-the-Shelf product Cost Project Estimator used for 25%, 75% and 100% design milestones. Federal Highway Administration Federal Aid Program Office (formerly CEPO). FAPO consists of four divisions and is responsible for the following activities: Capital Budget Section, Capital Project Programming and Tracking Section, Federal Aid Program Administration and Reporting Section and Local Aid Section Massachusetts Department of Transportation Metropolitan Planning Organization Massachusetts Management Accounting and Reporting System. A right-of-way is a strip of land that is granted, through an easement or other mechanism, for transportation purposes, such as for a trail, driveway, rail line or highway. A right-ofway is reserved for the purposes of maintenance or expansion of existing services with the right-of-way. Transportation Improvement Program
COTS CPE FHWA FAPO
MassDOT MPO MMARS Right of Way (ROW)
TIP
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