Change Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Change Type:

/ Project Name Scope / Budget / Schedule
Project Governance

Project Name

/ ARNOLD - All Roads Network Of Linear Referenced Data - Phase II
(Requesting name change to Roadway Inventory System Replacement)
Project Phase / Planning
Date / July 27, 2016
Lead Agency / New Mexico Department of Transportation
Other Agencies / N/A

Executive Sponsor

/ Tom Church, Cabinet Secretary/ Tamara Haas P.E., Asset Management and Planning Division Director
Agency Head / Tom Church, Cabinet Secretary
Agency CIO/IT Lead / Eric Roybal
Project Manager / Yolanda Duran/Joann Girard
Project Abstract (Provide a brief description and purpose for this project)
The NMDOT Data Management Bureau Roadway Inventory Program is responsible for assuring that adequate highway transportation data and systems performance information is available to support its functions and responsibilities, including the annual submittal of the HPMS Report and Certified Mileage Report. During the development of the ARNOLD network it was determined that the current data inventory system could not support the requirements of the Federal Highway Administration’s (FHWA) Highway Performance Monitoring System (HPMS) report. Leading to the need of replacing the Roadway Inventory System spatial database. This project focuses on migration of the ARNOLD network into the Roadway Inventory System spatial database and deployment to NMDOT users of the Roadway Inventory System.
The Scope of Work for this project includes the following:
·  IV&V and Project Management activities throughout the project
·  Design refinement
o  Review of the ARNOLD Phase I and Requirements Traceability Matrix
o  Initial Design of ESRI Roads and Highways Database
·  Implementation
o  Migration of Existing Route and Event Data into Test Staging R&H Database Model
o  LRS calibration of State Maintained Roads
o  Configuration of R&H Model and Interim File Geodatabase, the Roadway Characteristic Editor (RCE) and the QA/QC toolkit
o  Development of an alternate street naming convention to improve long-term maintainability
o  Deployment support, including end-user and admin training
Start Date / August 2015 / Planned End Date / December 2017

Justification for Change in Certification (Include budget adjustment request; Business Value and/or program Results)

The Change requested includes a project name change to “Roadway Inventory System Replacement,” Calibration of the LRS to the State Maintained Roads with the Mandli Network Data, Alternate Street Naming Convention and the need for supplemental technical support. These changes were not included in the original certification for this project.
During validation of the LRS created under the NMDOT certified project, All Roads Network of Linear-Referenced Data (ARNOLD) Phase 1, it was determined additional tasks were needed. This included deliverables to develop an alternate street naming convention, supplemental technical support, additional hours to address specific technical tasks and issues which are anticipated to arise during stand-up and migration of the LRS into its final form within ESRI Roads and Highways which will house the LRS. Plus, an additional calibration task to be performed on the LRS as part of the implementation phase.
The project was formerly named “All Roads Network of Linear-Referenced Data (ARNOLD) Phase 2 - Data Migration and ESRI Roads and Highways Implementation.” The name change is being performed, as the new name is more descriptive of the scope and intent of this project.
These changes do not impact the project goals and objectives, because changes were determined during the contract negotiation so it will be included in the project from the onset to ensure the goals and objectives can be met with high quality. These changes do increase the scope by adding the indicated deliverables to the project, the project budget by $293,840.31, and the projected finish date, moving it to December, 2017.
Amount Requested this Certification / $ 0.00
Amount Previously Certified / $ 116,477.00
Remaining Appropriation not Certified / $ 624,415.31
Total Appropriated Amount (include any new funds) / $ 447,052.00 (Original appropriation)
$ 293,840.31 (Addl to cover inc. scope)
------
$ 740,892.31 (Total)

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
11/16/2015 / $116,477.00 / NMDOT Federal AWP Funds 2 CFR 200 – Subpart E
TOTAL: / $116,477.00

Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)

Fiscal Year
/ Amount / Funding Source
FFY 2016 / $477,052.00 / NMDOT Federal AWP Funds 2 CFR 200 - Subpart E original appropriation
Federal FY16 / $293,840.31 / FHWA AWP Funds 2 CFR 200 – Subpart E
AWP funds were increased in the last federal amendment to include the extra deliverable cost.
TOTAL: / $740,892.31
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

Project Management / $40,800.00 / Ongoing through the term of contract
December 2017 / Initiation - Close
Review of Arnold Phase 1 / $37,621.00 / 30 From Start of the contract / Planning
Initial Design of Roads and Highways Database / $29,301.00 / 60 Days From start of the contract / Planning
Project Startup Workshop and Kickoff / $39,555.00 / 105 Days from start of contract / Initiation
Migration of Existing Route and Event Data into staging R&H Database / $62,109.00 / 195 Days from start of contract / Implementation
Calibrate LRS on State Maintained Roads with Mandli Network Data / $80,000.00 / 285 Days from start of the contract / Implementation
System Architecture Recommendations / $9,670.00 / 135 Days From Start of the Contract / Implementation
Configuration of Roads and Highways Model and Interim file geodatabase / $77,650.00 / 345 Days from the start of the contract / Implementation
Configuration of Roadway Characteristic Editor / $21,850.00 / 345 Days from the start of the contract / Implementation
On Site System Implementation / $27,787.00 / 390 Days from the start of the contract / Implementation
Training and Onsite support / $95,419.00 / 450 Days from start of the contract / Implementation
License for Quality Assurance and Quality control Toolkit / $6,400.00 / 495 Days from the start of the contract / Implementation
Alternate Street Naming Convention / $80,000 / December 15, 2017 / Implementation
On Call Technical Support / $100,000 / Ongoing through the term of contract
December 2017 / Implementation
IV/V Contract / $32,730.31 / December 30, 2017 / Initiation - Close
TOTAL: / $740,892.31
Budget
Comments: This project is funded100% funded by The Federal Highway Administration
Description
/

Federal

FY16& Prior

/ Federal FY17 / Federal FY18 / Federal FY19 / Total
Staff - Internal
Consulting Services / Roadway Inventory System Replacement / $708,162.00 / $708,162.00
IV&V / $32,730.31 / $32,730.31
Hardware
Software
Total / $ 740,892.31 / $740,892.31

Independent Verification & Validation (Include summary of the latest IV & V report)

NMDOT is currently finalizing an IV & V contract with POD for this project.

Impact of Change (May Include Significant Risks & Mitigation Strategy; SECURITY, Consolidation & Maintenance Strategies; Records Retention; & Business Performance Measures)

The Change requested includes a project name change, Calibration of the LRS to the State Maintained Roads with the Mandli Network Data, Alternate Street Naming Convention and the need for supplemental technical support.
These changes do not impact the project goals and objectives, because changes were determined during the contract negotiation so it will be included in the project from the onset to ensure the goals and objectives can be met with high quality. These changes do increase the scope by adding the indicated deliverables to the project, the project budget by $293,840.31 and the projected finish date, moving it to December, 2017.

Revision: 6/18/13 Page 3