Project Management Info System Feasibility Study

The Vendor is required to provide to conduct a feasibility study for a new Project Management Information System (PMIS) that will provide a centralized, integrated platform to improve project management efficiency, reduce operational costs, and enhance the employee experience while supporting consistent project delivery across the organization. 
- The feasibility study will help agency document the current state, determine business and functional requirements for a PMIS, understand and assess available technology in the market, and develop a roadmap for implementation.
- The PMIS would improve transparency, accountability, and decision-making, while ensuring compliance with Agency policies, regulatory requirements, and sound financial stewardship.
- The Agency manages a diverse portfolio of capital and operational projects delivered through multiple funding sources, delivery methods, and organizational units.
- We plan to utilize a PMIS primarily for capital, technology and other complex projects including the design and construction of transit facilities and software selection and implementation.
- Project information, such as cost, invoices, schedule, project status is currently maintained across multiple systems, spreadsheets, and manual processes, limiting visibility into cost, schedule, risk, and performance at the project and portfolio levels.
- System Requirements:
1. Program & Portfolio Management
•    Maintain a centralized portfolio of all capital projects
•    Support grouping by program, mode, delivery method, department and ad-hoc grouping
•    Roll up project data to program- and agency-level views
•    Track baseline vs. current cost and schedule at project and portfolio levels
•    Support project prioritization and sequencing
•    Provide executive- and board-level summary views
2. Cost Management & Financial Controls
•    Establish and maintain project budgets
•    Support cost breakdown structures (CBS) and work breakdown structures (WBS)
•    Track commitments, expenditures, and remaining balances
•    Forecast final cost at completion
•    Track contingencies and management reserves
•    Control and document contingency drawdowns
•    Track costs by funding source (federal, state, local)
•    Maintain audit trails for all budget changes
•    Support earned value or equivalent performance metrics (as appropriate)
3. Schedule Management
•    Develop and maintain baseline project schedules
•    Track milestones and key deliverables
•    Identify and monitor critical path activities
•    Track schedule progress and variance
•    Manage schedule changes and re-baselining
•    Roll up schedules to program-level summaries
•    Support multiple delivery methods (DBB, DB, CM/GC, etc.)
4. Change Management
•    Log and track scope, cost, and schedule changes
•    Assess change impacts to budget, schedule, and funding
•    Route changes through configurable approval workflows
•    Track change status and disposition
•    Maintain historical record of approved and rejected changes
•    Link changes to contract modifications and budget updates
5. Risk Management
•    Maintain project-level risk registers
•    Support qualitative risk scoring (probability and impact)
•    Support quantitative risk analysis (as needed)
•    Link risks to mitigation actions
•    Track risk status and trends over time
•    Associate risks with contingencies
•    Roll up key risks to program and executive views
6. Document and Submittal Management & Controls
•    Provide centralized document and submittal repository
•    Support document and submittal version control
•    Enable document and submittal approval workflows
•    Track status of submittals
•    Link documents to projects, contracts, and changes
•    Support search and retrieval
•    Comply with State public records retention requirements
•    Support audit and claims documentation needs
7. Contract & Procurement Tracking
•    Track contracts and contract values
•    Track contract amendments and modifications
•    Link contracts to projects, budgets, and funding sources
•    Track procurement milestones and status
•    Monitor high-level contractor performance
•    Support public-sector procurement compliance
8. Grant & Regulatory Compliance
•    Track projects by grant, program year, and funding eligibility
•    Support federal and state grant reporting requirements
•    Maintain documentation for audit and compliance reviews
•    Track grant milestones and deliverables
•    Support reporting to agency, and other oversight agencies
9. Reporting, Dashboards & Analytics
•    Provide standardized cost, schedule, and risk reports
•    Support role-based dashboards
•    Enable customizable reports and views
•    Support data export for reporting
•    Reduce reliance on manual spreadsheets
10. Workflow, Governance & Controls
•    Support configurable approval workflows
•    Enforce role-based access and permissions
•    Support segregation of duties
•    Maintain audit logs for key actions
•    Align with agency phase gates and governance processes
11. System Integration & Data Management
•    Integrate with financial/ERP systems
•    Interface with Microsoft Project for scheduling
•    Support integration with asset management systems
•    Minimize duplicate data entry
•    Support data standards and governance policies
12. Usability, Training & Adoption
•    Intuitive user interface for non-technical users
•    Role-based views tailored to user responsibilities
•    Scalable functionality for small and large projects
•    Support phased implementation
•    Provide training materials and user support
13. Security & IT Requirements
•    Role-based security and access controls
•    Compliance with agency cybersecurity standards
•    Support cloud or on-premises deployment
•    Support data backup and recovery
•    Align with agency IT policies and architecture