The vendor is required to provide that utility conflict management solution for utility conflict management (UCM), computer aided design and drafting (CADD), and building information modeling (BIM).
- The last year of contract execution date and must be completed on any new employees throughout the life of the contract.
- The background checks must include, but not be limited to, the following:
• Social security number verification.
• Statewide criminal and sex offender records for all state counties and out-of-state county equivalents based on the current and previous addresses of the applicant for the past seven years.
- A software product to replace the legacy system(s) with a department approved secure web-based software product that meets the requirements in the functional and technical requirements schedule.
- Begin work within 5 business days after the issuance of the contract.
- Provide reporting capabilities to department as defined, including but not limited to statutory reports.
- Successfully transition existing processes and functionality to the new software product in terms of, testing, training, and interfaces between various applications.
- Work with department designated project manager, staff, and contractors.
- Obtain written approval from the designated department representative for all work and material required to correct any problems diagnosed by the vendor, prior to work being performed.
- Effectively communicate with all groups related to the project.
- Designate the specified personnel with the listed qualifications.
- Department reserves the right to request proof of qualifications.
- Ensure all key personnel and team members have and maintain all applicable licenses, certifications, and permits necessary to perform assigned duties.
- Provide department proof of active licenses, certifications, and permits request by department and throughout the term of the contract.
- Utilize employees that have experience in working in a cooperative team environment.
- Have available additional staff or subcontractors to respond to multiple requests for services simultaneously, as requested by the designated department representative, on an as needed basis.
- Identify which products or services will be provided by a subcontractor.
• Vendor is responsible for the delivery of all tasks assigned to the subcontractor.
• Vendor must be actively involved throughout phases of subcontracted work.
• Provide active project planning and collaboration between vendor and subcontractor to ensure prompt and effective issue resolution.
• Provide contact information to include direct work phone number and email address for all vendor and subcontractor staff.
• Provide a project organization chart and escalation path with phone number and email addresses for vendor team and subcontractor team.
- Project management reports:
• Reports and format standards will be approved by department and must be delivered on the date specified by the designated department representative.
• Reports must include but not limited to the following:
• Weekly project status reports send to department pm on an agreed upon timeframe.
• Status report will include planned tasks with status of in progress or completed.
• Status report will provide explanation for tasks that are behind or failed to meet the schedule and provide a plan in having task completed or back on track.
• Report must include, at a minimum, an assessment of progress against project plan and schedule, each task percentage completed and details of slipping tasks.
• Weekly project status reports must report on the following project key performance indicators:
• % complete for tasks in progress and completed.
• Open issues with details & elapsed time of being open
• Issues and risks with mitigation plan.
- Complete at the end of implementation, department requires a software product and services for UCM, CADD, and BIM that meets the requirements in the functional and technical requirements schedule and delivers the following capabilities:
• Needs to be 3-d compatible for open roads designer (ORD) for clash detection. Solution must be capable of importing 3d conflicts from BIM and ORD models.
• Need a conflict matrix that is populated by standard outputs for ORD clash detection and other project-specific information inputted by users.
• Department requires 3d viewing of conflicts in GIS.
• Detailed requirements and user stories related to utilization of GIS layers.
• Models that can be plugged into the system.
• Templates and models must populate the conflict matrix, to help standardize the process of conflict data collection and upload into the system.
• Integration with multiple department systems, including but not limited to department connect, GIS data warehouse, site manager.
• Other system may include, but are not limited to on base, utility permitting module, open roads designer (ORD).
• Project management plan:
1. Vendor must provide a preliminary project management plan (PMP) that conveys all the components of its technical approach to implementing the solution.
2. This implementation plan must provide the overarching methodology to incorporate project planning, knowledge transfer, user acceptance and quality assurance methodology of the life of the project.
3. The PMP must be scaled to the proposed length of time by which the solution must be developed, tested, piloted, and accepted, documentation produced, users trained, and implemented, following contract award.
4. Within an agreed to number of business days of the project kick off date, vendor must provide the PMP that addresses all required project management components as identified below.
5. The PMP must be updated, as necessary, to ensure the successful completion of the project.
6. Vendor must submit two versions of the project management plan:
7. Version 1.0 must be submitted within 15 business days of the project kick off date.
8. Version 2.0 must be submitted at the end of phase 1 and will not be final unless revised per department approval.
9. Department approval is required.
• project schedule: provide and keep current an integrated schedule that includes all project milestones and deliverables, activities performed by department and vendor, critical path, dependencies, work product, and results.
1. All project schedules must be in a department approved application; MS project preferred.
2. THE project schedule for the first six weeks of the project must be submitted to department within the first two weeks of the issuance of the po, with the detailed critical path for the entire project provided to department within four weeks of project start.
3. The project schedule must be updated as requested by the department project manager.
4. The project schedule is to be baselined within four week of project start.
5. Department approval is required.
• Detailed work breakdown structure (WBS): Include all project dependencies, tasks, major deliverables, milestones, timelines, and vendor and department resources assigned to each task as a detailed project schedule and work plan baseline.
• The WBS must provide a reference point for managing project progress as it pertains to schedule and timelines. Include submission and approval of deliverables and gated phases.
• The project manager must monitor and update the schedule and work plan, revising as appropriate, with approval from department.
• The plan must include, but is not limited to the following:
1. A logical sequence of deliverables.
2. A clear definition of each deliverable.
3. Vendor stakeholder register and staffing requirements.
4. An implementation schedule.
5. A specific target completion date for each task and deliverable.
6. Tasks and high-level deliverable and dependencies for milestone levels.
7. Individual schedule tasks should be no longer than four weeks in duration
8. Project requirements such as communication, risk, quality, etc. Should be clearly delineated in the schedule
9. Define a firm timeline for all aspects of the project from initiation to close of the project.
10. Coordinated work efforts to align with department project expectations.
11. Managed schedule dependencies and critical paths to align all project interfaces and needs with other cross functional teams including but not limited to security, it, and asset management.
12. All project milestones and deliverables.
13. Activities performed by department and the vendor.
14. Resources defined.
15. Critical path
16. Dependencies.
17. Work product and results.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Response Conference: Date: March 10, 2025
- Questions/Inquires Deadline: March 14, 2025