Consulting Services LOC
Revised: 2/17/2010
Memorandum for General RFP Services
To: Vendor with current valid proposal for General RFP #36183618 for Consulting Services
From: David L. Litchliter
Date: April 30, 2010
Subject: Letter of Configuration (LOC) Number 3845938459 for consulting services to implement a document/data management system utilizing ProjectWise V8iconsulting services to implement a document/data management system utilizing ProjectWise V8i for the Mississippi Department of TransportationMississippi Department of Transportation MDOT(MDOT)
Contact Name: Bo DickersonBo Dickerson
Contact Phone Number: 601-359-26652665
Contact E-mail Address:
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Consulting Services LOC
Revised: 2/17/2010
The Mississippi Department of Information Technology Services (ITS) is seeking the services described below on behalf of the Mississippi Department of Transportation (MDOT). Our records indicate that your company currently has a valid proposal on file at ITS in response to General RFP #3618 for Consulting Services. Our preliminary review of this proposal indicates that your company offers services that are appropriate to the requirements of this project. Written responses for the requested services will be considered.
1. GENERAL LOC INSTRUCTIONS
1.1 Beginning with Item 3, label and respond to each outline point as it is labeled in the LOC.
1.2 The Vendor must respond with “ACKNOWLEDGED,” “WILL COMPLY,” or “AGREED” to each point in the LOC including the attached Standard Professional Services Agreement, Attachment D.
1.2.1 “ACKNOWLEDGED” should be used when a Vendor response or Vendor compliance is not required. “ACKNOWLEDGED” simply means the Vendor is confirming to the State that he read the statement. This is commonly used in sections where the agency’s current operating environment is described or where general information is being given about the project.
1.2.2 “WILL COMPLY” or “AGREED” are used interchangeably to indicate that the Vendor will adhere to the requirement. These terms are used to respond to statements that specify that a Vendor or Vendor’s proposed solution must comply with a specific item or must perform a certain task.
1.3 If the Vendor cannot respond with “ACKNOWLEDGED,” “WILL COMPLY,” or “AGREED,” then the Vendor must respond with “EXCEPTION.” (See instructions in Item 10 regarding proposal exceptions.)
1.4 Where an outline point asks a question or requests information, the Vendor must respond with the specific answer or information requested in addition to “WILL COMPLY” or “AGREED”.
1.5 In addition to the above, Vendor must provide explicit details as to the manner and degree to which the proposal meets or exceeds each specification.
2. GENERAL OVERVIEW AND BACKGROUND
MDOT currently has an Enterprise License Subscription from Bentley Systems, Inc. that includes ProjectWise V8i software. MDOT is seeking consulting services to implement ProjectWise V8i in a four phase approach. ProjectWise will provide MDOT with a centralized depository for their computer aided drafting and design (CADD) data and provide MDOT with a CADD Data Management System.
3. PROCUREMENT PROJECT SCHEDULE
Task / DateRelease of LOC / April 30, 2010
Deadline for Vendors’ Written Questions / May 6, 2010 at 3:00 p.m. (Central Time)
Addendum with Vendors’ Questions and Answers / May 14, 2010
Proposals Due / May 21, 2010 at 3:00 p.m. (Central Time)
Proposal Evaluation/Interviews / May 21 – June 9, 2010
Notification of Award / June 10, 2010
Contract Negotiations/Execution / June 10 – June 23, 2010
Awarded Work to Begin / July 1, 2010
4. STATEMENTS OF UNDERSTANDING
4.1 From the issue date of this LOC until a Vendor is selected and the selection is announced, responding Vendors or their representatives may not communicate, either orally or in writing regarding this LOC with any statewide elected official, state officer or employee, member of the legislature or legislative employee except as noted herein. To ensure equal treatment for each responding Vendor, all questions regarding this LOC must be submitted in writing to the State’s Contact Person for the selection process, and not later than the last date for accepting responding Vendor questions provided in this LOC. All such questions will be answered officially by the State in writing. All such questions and answers will become addenda to this LOC. Vendors failing to comply with this requirement will be subject to disqualification.
4.1.1 The State contact person for the selection process is: Bo Dickerson, Technology Consultant, 301 North Lamar Street, Ste. 508, Jackson, Mississippi 39201, 601-359-2665, .
4.1.2 Vendor may consult with State representatives as designated by the State contact person identified in 4.1.1 above in response to State-initiated inquiries. Vendor may consult with State representatives during scheduled oral presentations and demonstrations excluding site visits.
4.2 The anticipated start date is July 1, 2010. Awarded Vendor will be notified of the actual start date upon completion of the evaluation and contract negotiation process.
4.3 Vendor acknowledges that if awarded, it will ensure its compliance with the Mississippi Employment Protection Act, Section 71-11-1, et seq. of the Mississippi Code Annotated (Supp2008), and will register and participate in the status verification system for all newly hired employees. The term “employee” as used herein means any person that is hired to perform work within the State of Mississippi. As used herein, “status verification system” means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. Vendor will agree to maintain records of such compliance and, upon request of the State, to provide a copy of each such verification to the State.
Vendor acknowledges and certifies that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Mississippi.
Vendor acknowledges that violating the E-Verify Program (or successor thereto) requirements subjects Vendor to the following: (a) cancellation of any state or public contract and ineligibility for any state or public contract for up to three (3) years, with notice of such cancellation being made public, or (b) the loss of any license, permit, certification or other document granted to Vendor by an agency, department or governmental entity for the right to do business in Mississippi for up to one (1) year, or (c) both. Vendor would also be liable for any additional costs incurred by the State due to contract cancellation or loss of license or permit.
4.6 Subject to acceptance by ITS, the Vendor acknowledges that by submitting a proposal, the Vendor is contractually obligated to comply with all items in this LOC, including the Standard Professional Services Agreement, Attachment D if included herein, except those listed as exceptions on the Proposal Exception Summary Form. If no Proposal Exception Summary Form is included, the Vendor is indicating that he takes no exceptions. This acknowledgement also contractually obligates any and all subcontractors that may be proposed. Vendors may not later take exception to any point during contract negotiations.
5. PROJECT APPROACH
5.1 MDOT has planned a four phase approach to implement ProjectWise V8i. These phases will consist of the following:
5.1.1 Phase 1, Planning/Analysis
5.1.2 Phase 2, Development and pilot (Preliminary Configuration)
5.1.3 Phase 3, Development and use-case study
5.1.4 Phase 4, Full implementation
5.2 MDOT requires a pilot implementation to allow the Roadway Design Division to evaluate the system before moving to full implementation throughout MDOT’s Districts and Divisions.
5.3 Once MDOT has evaluated the pilot system they will make a determination on whether they wish to move on with the full implementation of ProjectWise. Vendor must be aware that MDOT may decide not to move forward with full implementation after the pilot system has been evaluated.
5.4 MDOT will review and approve each phase before the Vendor moves to the next task.
5.5 MDOT anticipates a maximum of 600 hours to complete the first three phases, planning/analysis, development of pilot, and development of use-case study.
5.6 MDOT anticipates a maximum of 1,000 hours for phase 4, the full implementation of ProjectWise.
6. PROJECT DETAILS
6.1 Phase 1, Planning/Analysis Phase
6.1.1 This phase will focus on planning and analysis task necessary to capture information required for completing the development, piloting, and implementation phases of the project. This phase is the basis for determining a linear project approach to completing a full implementation of ProjectWise.
6.1.2 At a minimum the Vendor must work with MDOT to gather, analyze, and plan for the following items:
6.1.2.1 Current MDOT workspace configurations;
6.1.2.2 Project folders;
6.1.2.3 CADD standards folder structures;
6.1.2.4 Current “last know good” CADD standard files;
6.1.2.5 Securities and permissions;
6.1.2.6 User groups and login ID’s;
6.1.2.7 Project workflows;
6.1.2.8 Title block attributes;
6.1.2.9 Project attributes;
6.1.2.10 Standard design templates;
6.1.2.11 MDOT’s Geopak (survey coordinate geometry software) configuration and overall system architecture.
6.1.3 MDOT requires the Vendor to provide, but not limited to, the following tasks. The Vendor must describe the approach for completing each of the following tasks:
6.1.3.1 Conduct planning meeting with MDOT;
6.1.3.2 Determine location and configuration of cache servers;
6.1.3.3 Identify network speed with MDOT’s grid;
6.1.3.4 Identify and recommend hardware requirements;
6.1.3.5 Indentify and recommend software requirements;
6.1.3.6 Analyze MDOT’s current environments;
6.1.3.7 Determine method to populate the users into ProjectWise;
6.1.3.8 Determine security policies that need to be applied with regards to folder creation and document security;
6.1.3.9 Determine project folder structure and project template structure;
6.1.3.10 Determine consultant project creation methods;
6.1.3.11 Determine requirements for consultant access via external connections (ProjectWise webserver);
6.1.3.12 Determine licensing for consultant access;
6.1.3.13 Determine login methods;
6.1.3.14 Identify specifics for managed workspace development for all Divisions;
6.1.3.15 Determine and prepare for interim dual CADD environment and transition;
6.1.3.16 Identify training schedule for all users;
6.1.3.17 Determine an implementation plan for Divisions and Districts;
6.1.3.18 Identify and recommend technical documentation including CADD standards, consultant deliverable guidelines and internal ProjectWise training material;
6.1.3.19 Identify and determine standardizing on Bentley software releases for all Bentley products;
6.1.3.20 Identify document attributes for MDOT;
6.1.3.21 Identify and determine Workflows and specifics of such to be used;
6.1.3.22 Identify and determine Workflow states and specifics of such to be used;
6.1.3.23 Determine the CADD standards folder structure;
6.1.3.24 Identify all “last known good” CADD standards for all Divisions;
6.1.3.25 Identify and determine title block integration and associated tag data;
6.1.3.26 Identify any potential 3rd party applications currently in use and effected by ProjectWise;
6.1.3.27 Identify local system specifications for ProjectWise V8i compatibility;
6.1.3.28 Develop a project schedule using Microsoft Project;
6.1.3.29 Coordinate meetings with MDOT Project Manager;
6.1.3.30 Vendor must provide project status reports to MDOT throughout the various phases of the project.
6.1.4 At the conclusion of this phase, the Vendor must provide the following:
6.1.4.1 Three day on-site planning meeting to be conducted by the Vendor with MDOT
6.1.4.2 One printed hardcopy of the ProjectWise Deployment Plan and Analysis Report that includes all requirements listed above for MDOT’s review and written approval
6.2 Phase 2, Development and Pilot Phase
6.2.1 This phase will focus on the interim configuration, testing and piloting necessary to implement a fully configured MDOT ProjectWise environment.
6.2.2 This phase will be critical in developing the system in preparation for the use-case study indentified in Phase 3.
6.2.3 It will be necessary to utilize an identified “Master” system provided by MDOT to accomplish this phase; therefore the Vendor must work with MDOT and describe their approach to accomplish the following tasks.
6.2.3.1 Work with MDOT to setup and define the Master piloting system.
6.2.3.2 Work with MDOT to install and configure applications pertaining to Roadway Design Division.
6.2.3.3 Work with MDOT to setup and configure the managed workspaces limited to Roadway Design Division.
6.2.3.4 Work with MDOT to setup and create an environment with identified workflows and states.
6.2.3.5 Work with MDOT to create attributes identified and limited to Roadway Design Division.
6.2.3.6 Work with MDOT to setup and create titleblock integration.
6.2.3.7 Perform pilot testing.
6.2.3.8 Coordinate meetings with the MDOT Project Manager.
6.2.3.9 Provide to MDOT a project status report.
6.2.4 At the conclusion of this phase, the Vendor must provide a ProjectWise preliminary configuration for review and evaluation by MDOT.
6.3 Phase 3, Development of use-case study.
6.3.1 This phase will focus on the initiation of the Roadway Design Division and gather their feedback results from both the planning meeting and the use-case study.
6.3.2 This phase’s primary intent is to focus in on adjustments to the system that Roadway Design may encounter as part of the use-case study, and therefore complete a final state ready for Phase 4 full implementation.
6.3.3 The Vendor must work with MDOT to complete the following tasks. The Vendor must describe their approach to accomplish the following:
6.3.3.1 Conduct a Roadway Design ProjectWise system presentation and planning meeting with MDOT.
6.3.3.2 Adjust any ProjectWise configurations as required and necessary by MDOT.
6.3.3.3 Conduct a Roadway Design use-case piloting session with MDOT.
6.3.3.4 Develop implementation documentation material to be reviewed and approved by MDOT.
6.3.3.5 Coordinate meetings with MDOT Project Manager during this phase.
6.3.3.6 Provide to MDOT a project status report.
6.3.4 At the conclusion of this phase, the Vendor must provide the following:
6.3.4.1 One day final Roadway Design Division ProjectWise pilot presentation and planning meeting.
6.3.4.2 Two day Roadway Design Division use-case piloting session.
6.3.4.3 Implementation documentation material to be reviewed and approved in writing by MDOT.
6.3.5 At the conclusion of this phase MDOT will make a determination on moving forward with the full implementation of ProjectWise.
6.3.6 The Vendor will be required to give an on-site presentation to the MDOT CADD Committee, to help MDOT determine if they will move forward with full implementation.
6.4 Phase 4, full ProjectWise implementation.
6.4.1 This phase will focus on completing the configuration and implementation of ProjectWise for the remaining Divisions and Districts throughout MDOT.