texas department of transportation …ftp.dot.state.tx.us/pub/txdot-info/gsd/pdf/tss/tss540.pdf ·...

TEXAS DEPARTMENT OF TRANSPORTATION

GENERAL SERVICES DIVISION SPECIFICATION NO. TxDOT 920-64-50 DATED: OCTOBER 2008

IMPLEMENTATION AND TRAINING OF PRIMAVERA® P6 AND P6 WEB SOFTWARE

PUBLICATION

This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity.

1. SCOPE: This solicitation is a Request for Offer (RFO) for services for the implementation and training of Primavera® P6 and P6 Web software for highway design projects at TxDOT. Implementation services include planning, configuration, installation, user interface and report development, and acceptance testing of the software. Training services include preparing customized training materials and providing knowledge transfer and training for TxDOT technical support staff, TxDOT highway design project managers and other identified end users. Training services include providing train-the-trainer materials and five vendor-led project manager classes to ensure a successful implementation. Additional training materials will be provided for other roles (Ref. Attachment A – PDMS Primavera® P6 and P6 Web Implementation, Para. 1.). The goals and objectives of this procurement are to successfully implement Primavera® P6 and P6 Web software and train TxDOT users to support the following project goals:

1.1. EFFECTIVE RESOURCE UTILIZATION: Provide a method to view and manage resource commitment and availability throughout TxDOT for highway design projects.

1.2. EFFECTIVE PROJECT SCHEDULING: Provide a method to view and manage highway design project schedules throughout TxDOT.

1.3. EFFECTIVE CONSTRUCTION COST MANAGEMENT: Provide a method to view and track construction cost estimates and authorized amounts (currently available in Design and Construction Information System).

1.4. PROVIDE PROJECT AND TASK STATUS: Provide a consistent method to plan highway design project tasks and monitor status.

1.5. SHARED DATA ACCESS: Make data available to appropriate resources throughout TxDOT for highway design projects.

1.6. EFFECTIVE REPORTING CAPABILITIES: Make reports available detailing schedule and budget information for highway design projects.

1.7. CONSISTENT REPORTING ACROSS THE DEPARTMENT: Define business processes to be used for all highway design projects.

1.8. Design and configure the database and software to accommodate future conversion of highway construction projects from P3 to P6.

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SPECIFICATION NO. TxDOT 920-64-50 DATED: OCTOBER 2008

1.9. Design and configure the database and software to accommodate future conversion of, or interface with, other project development databases such as Environmental Tracking System, Right of Way Information System, Design and Construction Information System, and Unified Transportation Program.

1.10. Design and configure the database and software to accommodate a future interface with Human Resources Online System to access resource information.

1.11. Design and configure the database and software to accommodate future management of non-highway projects in a variety of disciplines.

2. DEFINITIONS OF TERMS AND ACRONYMS

2.1. PDMS – Project Development Management System.

2.2. PM – Project Manager.

2.3. PMI – Project Management Institute.

2.4. PMP – Project Management Professional.

3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to:

3.1. TxDOT’s Data Architecture, Version 4.0

3.2. TxDOT’s Information Security Manual, November 2007

4. BACKGROUND: TxDOT construction offices currently use Primavera® P3 software to manage highway construction projects. TxDOT is expanding its use of Primavera® to P6 and P6 Web software with 2100 users, to achieve greater consistency and efficiency in managing and monitoring internal and contracted highway design projects. The implementation of Primavera® P6 and P6 Web software will facilitate the transparent conveyance of project development status to the legislature and the public. Primary users will include highway design project managers and functional managers in the districts and divisions to deliver highway design projects on schedule and within budget. At the same time, executive management wants to see resource utilization and monitor project progress.

5. RESPONDENT QUALIFICATIONS: The respondent shall:

5.1. Be a company engaged in the business of providing implementation and training services for Primavera® software for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise.

5.2. Be a company that has successfully implemented Primavera® P6 and P6 Web software at three major companies or government agencies with a minimum of 300 users in multiple roles and multiple organizational units and physical locations.

5.3. Be a company certified by Primavera® as a Primavera® Premier Service Provider.

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5.4. Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent’s audited or un-audited financial statement. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007 to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include:

5.4.1. Balance sheets.

5.4.2. Net working capital.

5.4.3. Current asset ratio.

5.4.4. Liquidity ratio.

5.4.5. Auditor(s) notes.

5.4.6. Any notes to the financial statements.

6. KEY PERSONNEL QUALIFICATIONS: The respondent shall designate specific members of the project team considered to be essential to the services to be provided as key personnel. Specific conditions and requirements shall apply to key personnel. Key personnel may fill more than one role.

6.1. PM: The PM shall meet all of the following minimum skills and qualifications required to ensure the tasks defined in this specification can be successfully performed. PM skills and qualifications shall include the following:

6.1.1. Minimum Skills and Qualifications: The PM shall:

6.1.1.1. Have PMP certification from PMI.

6.1.1.2. Possess excellent written and oral communication skills with the ability to communicate with people of all technical levels.

6.1.1.3. Have experience leading a team that successfully implemented Primavera® P6 and P6 Web software at one or more major companies as described in Para. 5.2.

6.1.2. Preferred Skills Qualifications: Experience supporting one or more state departments of transportation with the implementation of Primavera® P6 and P6 Web software for the purpose of managing highway design projects.

6.2. TRAINERS: The trainers shall meet all of the following minimum skills and qualifications required to ensure the tasks defined in this specification can be successfully performed. Skills and qualifications shall include the following:

6.2.1. Minimum Skills and Qualifications: Trainers shall:

6.2.1.1. Be certified by Primavera® as a Primavera® Certified Trainer for Primavera® P6 and P6 Web software.


6.2.1.3. Have trained users as part of a team that successfully implemented Primavera® P6 and P6 Web software at one or more major companies as described in Para. 5.2.

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6.2.2. Preferred Skills Qualifications: Experience training users at one or more state departments of transportation with the implementation of Primavera® P6 and P6 Web software for the purpose of managing highway design projects.

6.3. IMPLEMENTATION ANALYST: The Implementation Analyst shall meet all of the following minimum skills and qualifications required to ensure the tasks defined in this specification can be successfully performed. Skills and qualifications shall include the following:

6.3.1. Minimum Skills and Qualifications:

6.3.1.1. Have PMP certification from PMI.


6.3.1.3. Have participated as an implementation analyst on a team that successfully implemented Primavera® P6 at one or more major companies as described in Para. 5.2.

6.3.2. Preferred Skills and Qualifications: Experience as an implementation analyst supporting one or more state departments of transportation with the implementation of Primavera® P6 and P6 Web software for the purpose of managing highway design projects.

6.4. OTHER TEAM MEMBERS: The respondent shall designate other key personnel with a minimum of three years of experience within the last five years in the services referenced in Para. 5. These individuals shall have the knowledge and experience to implement the software and service requirements in this solicitation.

7. VENDOR REQUIREMENTS: The vendor shall:

7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation.

7.2. Keep all management plans and documents current during the term of the purchase order.

7.3. Begin work on this project within five state working days of the award of the purchase order or on the date agreed upon between TxDOT and the vendor.

7.4. Complete the project tasks and deliverables within six months from the date work is begun on the project.

8. KEY PERSONNEL REQUIREMENTS

8.1. The PM’s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order.

8.2. The PM shall serve as the primary point of contact for the vendor.

8.3. Key personnel assigned to this project shall be subject to TxDOT approval.

9. PROJECT MANAGEMENT APPROACH: The vendor shall provide a project management methodology and approach that will ensure completion of the project to specified quality standards. The vendor’s project management approach shall include but is not limited to:

9.1. PROJECT OVERVIEW

9.1.1. Background: Description of the approach, business objectives and critical success factors.

9.1.2. Assumptions: Regarding implementing Primavera® 6 and P6 Web software as defined within this RFO.

9.1.3. Scope: Understanding of the scope of the project, including what is considered in and out of scope.

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9.2. PROJECT MANAGEMENT AND IMPLEMENTATION PLAN (REF. ATTACHMENT A – PDMS PRIMAVERA® P6 AND P6 WEB IMPLEMENTATION): The vendor shall provide a detailed project schedule and work plan for all project tasks. The PM shall monitor and update the project schedule and work plan, revising as appropriate, with approval from TxDOT. The plan shall be accessible via Primavera® P6 and P6 Web software. The plan shall include, but is not limited to, the following:

9.2.1. A logical sequence of tasks and deliverables included in each project period.

9.2.2. A clear definition of each task and deliverable.

9.2.3. Staff requirements for each task and deliverable.

9.2.4. A specific target completion date for each task and deliverable.

9.2.5. Task and deliverable relationships and dependencies.

9.2.6. Use of a gated approach.

9.3. STATUS AND MEETING REPORTING: The vendor shall:

9.3.1. Weekly: Submit weekly status reports as requested by TxDOT. Reports and format standards will be approved by TxDOT and shall be delivered to the designated TxDOT project manager.

9.3.2. Monthly: Meet with TxDOT at a minimum monthly for project status and performance reviews to ensure that measurable progress has been achieved and that standard practices are being adhered to. The vendor shall submit monthly progress reports detailing work completed and project milestones reached. This report shall be due to the TxDOT project manager not later than the tenth calendar day of each month. TxDOT may require this report in an electronic format that shall be agreed upon between the vendor and TxDOT. The report shall contain at a minimum the following items:

9.3.2.1. Description of the progress of each task and percentage completed.

9.3.2.2. Meetings attended, purpose, dates, attendees, description and outcomes and decisions.

9.3.2.3. Major problem areas and anticipated solutions.

9.3.2.4. Work planned for the following month.

9.3.2.5. Updated project schedule.

9.3.3. Meetings: Document meetings attended with purpose, dates, attendees, description, and outcomes and decisions.

9.4. PROJECT METHODOLOGY: The vendor shall establish a plan including written project controls, standards and procedures for all project tasks. This plan includes, but is not limited to:

9.4.1. Processes for managing project documentation.

9.4.2. Requirements management.

9.4.3. Business process reviews.

9.4.4. Submission and approval of deliverables.

9.4.5. Submission and approval of the gated phases.

9.5. GATED APPROACH: The vendor shall use gates within the project work plan:

9.5.1. Gates are decision points that precede every phase. Until specific deliverables are accepted by TxDOT, the project shall not move forward into the next phase.

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9.5.2. At each gate TxDOT and the vendor will review the accepted deliverables in the previous phase to determine whether the project is on target.

9.6. COMMUNICATION PLANNING: The vendor’s communication plan shall facilitate organizational communication and identify strategies for effective communication throughout the term of the purchase order.

9.6.1. The vendor shall administer the work by establishing and maintaining communication with all project stakeholders to ensure the project meets all requirements and is completed on schedule. The activities of the vendor project team shall be directed, coordinated and communicated to ensure the project progresses as outlined in the approved implementation plan and is completed on schedule.

9.6.2. Meetings other than the monthly status and performance reviews shall be scheduled as required by the TxDOT Project Management Team or the vendor. The PM and personnel shall be available to provide information reports, audits or other special reports as required by TxDOT. Meetings will be held at a TxDOT facility in Austin, Texas, other TxDOT locations, or via teleconference.

9.6.3. The vendor shall have personnel on-site at a minimum during requirements clarification sessions, design review, walk through and testing the first week of implementation and other times as mutually agreed.

9.7. RISK MANAGEMENT: The vendor shall identify and assess potential risks to the project and identify and manage actions to avoid, mitigate, or manage those risks. This shall include, but not be limited to, the following:

9.7.1. Provision of the appropriate methods, tools, and techniques for active identification and assessment of project risks.

9.7.2. Development of risk mitigation actions.

9.7.3. Risk response planning and management strategies.

9.7.4. Monitoring and reporting of risk status throughout the term of the project.

9.8. ISSUE MANAGEMENT: The vendor’s Issue Management process shall include:

9.8.1. Issue identification and tracking.

9.8.2. Time frames for resolution.

9.8.3. Responsible parties.

9.8.4. Specific steps to be taken on issues or disputes arising during the implementation process, including approval and escalation procedures.

9.8.5. Issue Resolution Plan addressing each issue identified.

9.9. CHANGE MANAGEMENT: The vendor’s process shall include:

9.9.1. Change identification and tracking.

9.9.2. Timeframes for resolution, responsible parties, and specific steps to be taken on issues or disputes arising during the implementation process, including approval and escalation procedures.

9.10. ACCEPTANCE MANAGEMENT: The vendor’s proposed process shall be negotiated and shall include, but is not limited to:

9.10.1. Deliverable identification and tracking.

9.10.2. Timeframes for proposed acceptance gate work sessions based on the implementation plan.

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9.10.3. Responsible parties.

9.10.4. Specific steps to be taken on issues or disputes arising with the deliverables, including approval and escalation procedures.

9.10.5. Criteria for acceptance or rejection that is approved by both the vendor and TxDOT within the early phase of the project.

10. PERSONNEL CONTINUITY AND REPLACEMENT

10.1. TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of any key personnel will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT.

10.2. The vendor agrees that the key personnel assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor.

10.3. If TxDOT determines the key personnel is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person.

10.4. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) shall be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel.

11. QUALITY ASSURANCE PLAN: The vendor shall provide a comprehensive, continuous, and measurable quality assurance plan. The plan shall include:

11.1. Strategies and processes to promote quality.

11.2. Procedures to periodically measure and report quality performance to TxDOT throughout the contract period.

11.3. Controls to be used within the project to assure quality and consistency throughout the term of the project.

12. SUBCONTRACTING

12.1. Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor.

12.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services.

12.3. The vendor shall be the primary contact for TxDOT and subcontractor(s).

12.4. The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted.

12.5. TxDOT retains the right to check subcontractor's background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor.

12.6. TxDOT reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by TxDOT.

12.7. Subcontracting shall be at the vendor’s expense.

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12.8. During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within three days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT.

12.9. SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent’s determination if they choose to subcontract any of the work under this purchase order with a Texas Certified Historically Underutilized Business (HUB) or other businesses.

12.9.1. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation.

12.9.2. The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/

12.10. HUB SUBCONTRACTING PLAN (HSP) PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-HUB subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors.

13. TRAVEL: All travel and per diem shall be included in the unit price.

14. CONFLICT OF INTEREST: The vendor, vendor’s personnel, and vendor’s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor’s obligations in regards to services authorized.

15. PAYMENT REQUIREMENTS: Payment will be based on the gate completed with an itemized list of deliverables completed and approved by the designated TxDOT representative.

15.1. The vendor shall submit each deliverable on or before the due date. Any deliverable specified in the approved project plan which has not been accepted or rejected within ten working days or less after receipt of the deliverable by TxDOT shall be deemed accepted.

15.2. Written acceptance or rejection of a deliverable shall be accompanied by a statement of known defects in the deliverable. If a deliverable is rejected, the vendor shall correct and resubmit it promptly.

15.3. Written acceptance or rejection of a deliverable shall be effective when it is posted in the mail, faxed, or sent electronically to the vendor.

15.4. After every deliverable within a gate has been accepted or deemed accepted by TxDOT, the vendor may submit the invoice for that gate. TxDOT shall pay the invoice within the limits established by state law.

15.5. If vendor completes the deliverables included within a gate payment, and these deliverables are accepted by TxDOT before the agreed upon gate due date, then invoicing and payment may be accelerated accordingly.

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SPECIFICATION NO. TxDOT 920-64-50 DATED: OCTOBER 2008 16. TxDOT RESPONSIBILITIES: TxDOT will:

16.1. Provide a contract manager.

16.2. Provide a point of contact.

16.3. Provide workspace, workstations and access to the TxDOT network as needed to perform requirements of the purchase order.

16.4. Provide training facilities.

16.5. Provide access to appropriate data systems and information.

16.6. Provide Primavera® P6 and P6 Web software.

16.7. Provide infrastructure for test and production environments.

16.8. Perform data conversion.

16.9. Perform interfaces with other applications.

16.10. Plan, develop and test Wizards (TxDOT developed software based on a series of highway design questions, builds the work breakdown structure for a new project to be loaded into the Primavera® database).

17. RESPONSE SUBMISSION: Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration. The response submission shall be submitted in the following format:

17.1. GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and five copies (marked Copy). The submission shall be in separate loose leaf binders on one sided 8-1/2 x 11 inch paper and shall be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire bound submittals are highly discouraged. Include only the information specified for each section.

17.2. ORIGINAL RESPONSE: The original response shall include the following:

17.2.1. Section 1 – Schedule 1 – Pricing Schedule.

NOTE TO RESPONDENT: If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section 1

17.2.2. Section 2 – Schedule 2 – Original, signed and dated Execution of Offer (RFO).

17.2.3. Section 3 – Financial Standing: The respondent shall submit the most recent three years audited financial statements, or if audited financial statements are unavailable, un-audited financial statements shall be submitted and certified as true, correct and accurate by the chief financial officer or treasurer of the respondent’s company (Ref. Para. 5.4.).

17.2.4. Section 4 –Schedule 3 – Company Qualifications and Experience: The respondent shall demonstrate successful past performance through submission of documentation of relevant qualifications and experience:

17.2.4.1. Name, address, phone number, and email address of the person TxDOT should contact with any questions regarding the response submission.

17.2.4.2. Provide a brief description of related or similar services performed within the last five years.

17.2.4.3. Managing related or similar services of comparable size and scope to the services within the solicitation.

17.2.4.4. Include proof of Primavera® Premier Service Provider certification.

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17.2.5. Section 5 – Schedule 4 – Key Personnel Qualifications and References: Complete and return for each proposed key personnel position.

17.2.6. Section 6 – Project Management Approach: The respondent’s shall describe the approach and ability to meet the project management requirements in the order presented in Para. 9.

17.2.7. Section 7 – PDMS Implementation Plan: The respondent shall provide a plan describing the approach to meeting the PDMS Primavera® Implementation requirements specified in Attachment A – PDMS Primavera® P6 and P6 Web Implementation (Ref. Para. 9.2.).

17.2.8. Section 8 – Quality Assurance Plan : The respondent shall submit a Quality Assurance plan describing their approach to ensuring the successful and timely completion of this project (Ref. Para. 11.).

17.2.9. Section 9 – Schedule 5 – Respondent References: Respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for services completed within the past five years. References shall illustrate respondent’s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent’s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references.

17.3. COPIES: The five reproduced copies (marked Copy) shall include only the following tab-indexed sections:

17.3.1. Section 4 – Company Qualifications and Experience.

17.3.2. Section 5 – Key Personnel Qualifications.

17.3.3. Section 6 – Project Management Approach.

17.3.4. Section 7 – PDMS Implementation Plan.

17.3.5. Section 8 – Quality Assurance Plan.

18. RESPONSE EVALUATION: Only a complete response with the listed required submittal documents (Ref. Attachment B – Minimum Response Submission Requirements) and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

18.1. STEP 1 – INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements.

18.1.1. Respondent qualifications and response submission information will comprise 60 percent of the evaluation total.

18.1.2. Pricing submitted for the solicitation requirements will be 40 percent of the evaluation total.

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18.2. STEP 2 – DISCUSSION PRESENTATION: TxDOT may request selected respondents, including key personnel participate in a discussion or oral presentation meeting.

18.2.1. Discussion Meeting: The respondent and TxDOT may discuss and clarify various requirements of the solicitation, vendor response, discuss any negotiable points, further confirm proposed personnel qualifications and determine the respondent’s capability to perform the service. A TxDOT evaluation committee may evaluate and score each discussion.

18.2.1.1. TxDOT will advise each respondent in writing of the location, date and time of the scheduled discussion meeting. A minimum of one week notice will be given to the respondent(s) selected for the discussion meeting phase.

18.2.1.2. TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting.

18.2.1.3. Respondent and proposed key personnel should be prepared to address any questions that may be asked by TxDOT evaluators.

18.2.2. TxDOT reserves the right to continue discussions or negotiations with selected respondent(s).

18.3. NEGOTIATIONS: Upon completion of discussion meeting evaluation scoring. TxDOT reserves the right to enter into negotiations with one or more selected respondents.

18.4. STEP 3 – BEST AND FINAL OFFER (BAFO): TxDOT reserves the right to request a BAFO from selected respondent(s).

18.4.1. The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be the considered in the award. TxDOT will make the final determination on the best value.

18.4.2. TxDOT may award the purchase order for the service without requesting a BAFO.

19. AWARD: TxDOT reserves the right to award a purchase order to the company that provides the best value to TxDOT in performance of this service.

19.1. BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but is not limited to:

19.1.1. Best meets the goals and objectives of the solicitation as stated in Para. 1.

19.1.2. Best meets the quality and reliability of the proposed goods and services.

19.1.3. Effect of the proposed solution on agency productivity.

19.1.4. Experience in successfully providing services in the solicitation.

19.2. TYPES OF AWARD – SINGLE AWARD: One purchase order awarded to a single vendor.

20. POST AWARD MEETING: Vendor may be required to attend a post award meeting in Austin, Texas or other TxDOT location with the TxDOT division responsible for the solicitation within five calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. Vendor and TxDOT shall identify specific goals, strategies and activities planned for meeting particular program area objectives.

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SPECIFICATION NO. TxDOT 920-64-50 DATED: OCTOBER 2008 21. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of

the TxDOT Contract Administrator and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor.

21.1. Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent.

21.2. Upon issuance of purchase order, TxDOT will designate an individual who will serve as the Contract Manager and point of contact between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual’s contract management and contract administration responsibilities include, but are not limited to:

21.2.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

21.2.2. Managing the financial aspects of the contract including approval of payments.

21.2.3. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

21.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

21.2.5. Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition.

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ATTACHMENT A PDMS PRIMAVERA® P6 AND P6 WEB IMPLEMENTATION

SOLICITATION NO. Q442009003781000

SERVICE REQUIREMENTS

1. TRAINING: The vendor shall provide training to ensure all TxDOT users have the knowledge and capabilities necessary to independently use the Primavera® P6 and P6 Web software. Knowledge transfer shall be accomplished through a combination of documentation and training provided by the vendor. The vendor shall meet the following minimum training requirements:

1.1. Design and produce training modules customized to highway design projects for all user roles (e.g., project manager, end users, supervisors, management).

1.2. Provide a Train-the-Trainer approach to support long term training needs. The train-the-trainer approach shall include instruction and instructor manuals.

1.3. Provide a vendor-led project manager course customized to highway design projects. This course shall be piloted in Austin, Texas or another TxDOT location. The course shall be modified based upon feedback from TxDOT’s Project Team. The course shall be offered in four other TxDOT locations throughout the state.

1.4. Use a variety of training methodologies to meet training requirements for specified roles.

1.5. Provide TxDOT Project Team training from configuration standpoint, with specific module training and including overview of system administration topics. Use a prebuilt highway design project schedule.

1.6. Provide technical training and knowledge transfer for TxDOT’s Technical Support staff.

1.7. Provide training and user documentation including manuals, quick reference guides, tutorials, help, and other techniques as appropriate to ensure TxDOT’s ability to effectively utilize Primavera® P6 and P6 Web software following implementation and full deployment.

1.8. Provide a Training Plan and schedule for TxDOT’s approval as outlined in the Implementation step that follows.

2. DELIVERABLES: For all deliverables produced for this project, TxDOT will own the entire rights (including copyrights, copyright applications, copyright renewals, and copyright extensions). All deliverables will be delivered in the native format (such as Word, or Excel) as well as in printed form. TxDOT will have the rights to reuse and modify any deliverables as needed. TxDOT will maintain all deliverables in a project repository.

3. IMPLEMENTATION – PHASE 1 – READINESS ASSESSMENT

3.1. REQUIREMENTS: Shall include but is not limited to the following:

3.1.1. Review and validate PDMS Project Plan. Update as needed. Keep plans current throughout project.

3.1.2. Produce plans as identified in Para. 9. of specification.

3.1.3. Identify organizational and cultural factors that affect how highway design projects are managed.

3.1.4. Determine implementation strategy to include, but is not limited to:

3.1.4.1. Proposed Primavera® components that will be rolled out.

3.1.4.2. Proposed users.

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ATTACHMENT A (CONTINUED) PDMS PRIMAVERA® P6 AND P6 WEB IMPLEMENTATION


3.1.4.3. Proposed roll out releases.

3.1.5. Develop detailed implementation plan.

3.1.6. Review and validate goals and objectives.

3.1.7. Review and validate business requirements.

3.1.8. Review technical hardware and software environment.

3.1.9. Provide knowledge transfer to TxDOT technical staff on Primavera® technical requirements.

3.1.10. Install the Primavera® software including but not limited to:

3.1.10.1. Software installed on servers and workstations for the test environment.

3.1.10.2. Software installed on each TxDOT Project Team workstation (done remotely and as per TxDOT procedures).

3.1.11. Identify reporting requirements with complementary project management processes and software use procedures.

3.1.12. Maintain all deliverables in project repository (TxDOT).

3.2. DELIVERABLES: Deliverables include but are not limited to:

3.2.1. Validated Project Plan (Ref. Para. 9. of specification).

3.2.2. Implementation Strategy.

3.2.3. Implementation plan including:

3.2.3.1. Project execution plan.

3.2.3.2. Detailed activities.

3.2.3.3. Scheduled start and end dates.

3.2.3.4. Resource assignments.

3.2.3.5. Status with detailed schedule in Primavera®.

3.2.4. Readiness Assessment Report, including but not limited to:

3.2.4.1. Validated goals and objectives – updated list of goals and objectives.

3.2.4.2. Validated user requirements – updated list of user requirements.

3.2.4.3. Inventory of all required reports and processes and procedures including mock-ups.

3.2.4.4. Technical hardware and software environment document – list or picture or both of hardware and software environment including showing what elements of Primavera® will be installed and where. This is for both test and production.

3.2.5. Knowledge transfer for technical support staff.

3.2.6. Installation of Primavera® P6 and P6 Web software.

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4. IMPLEMENTATION – PHASE 2 – DESIGN AND CONFIGURE PRIMAVERA® P6 AND P6 WEB SOFTWARE

4.1. REQUIREMENTS: Shall include but not be limited to:

4.1.1. Provide TxDOT Project Team training from configuration standpoint, with specific training on P6 client and P6 Web software, including an overview of system administration topics. Use a prebuilt highway design project schedule.

4.1.2. Determine how Primavera® roles will be applied to TxDOT users.

4.1.3. Determine how best to configure Primavera® P6 and P6 Web software to meet TxDOT needs (Ref. Para. 1. of specification).

4.1.4. Prepare a training plan that will document how training will be customized and delivered for all roles (Ref. Para. 1. – Training Plan).

4.1.5. Design and produce training modules for all roles, customized to highway design projects. Include feedback from project team training.

4.1.6. Identify data to be downloaded or presented with Primavera® data.

4.1.7. Develop data structures.

4.1.8. Propose what customization options to use.

4.1.9. Develop Access Criteria based on roles identified in readiness assessment.

4.1.10. Develop report specifications and build reports.

4.1.11. Develop procedures that define the communication protocols, and system and user interfaces.

4.1.12. Configure Primavera® P6 and P6 Web software for each role as per plan.

4.1.13. Develop data conversion modules to convert data from interim application (TxDOT).


4.2.1. Project Team trained.

4.2.2. Training Plan.

4.2.3. Customized training curriculum and materials for all roles.

4.2.4. Role-Based User Guide including:

4.2.4.1. Details the software configuration.

4.2.4.2. Portfolio configuration.

4.2.4.3. Data structures.

4.2.4.4. Reports and procedures that must exist to support and operate the Primavera® software in a production environment.

4.2.5. Detailed report specifications and completed reports.

4.2.6. Design Document including:


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4.2.6.2. Customization options implemented.

4.2.6.3. Complementing procedures to be used when using the system.

5. IMPLEMENTATION – PHASE 3 – PROTOTYPE AND TEST


5.1.1. Develop a Prototype Test Plan which includes but is not limited to:

5.1.1.1. Testing objectives.

5.1.1.2. Reports.


5.1.1.4. Procedures to be tested.

5.1.1.5. List of test scripts.

5.1.2. Develop test scenarios with functional test scripts and test data and load test scripts and test data. Trace test scenarios to user requirements to make sure all requirements are met.

5.1.3. Build prototype.

5.1.4. Perform functional and load tests.

5.1.5. Document test results, including any issues to make sure Primavera® is installed properly and works correctly.

5.1.6. Test data conversion modules (TxDOT).

5.1.7. Complete and test Wizards (TxDOT).


5.2.1. Prototype Test Plan.

5.2.2. Functional and load test scenarios.

5.2.3. Prototype built in development environment.

5.2.4. Testing accomplished with documented test results.

5.2.5. Tested data conversion modules with results (TxDOT).

5.2.6. Completed and tested Wizards with results (TxDOT).

6. IMPLEMENTATION – PHASE 4 – PILOT IMPLEMENTATION


6.1.1. Develop a Pilot plan that includes:

6.1.1.1. Objectives.

6.1.1.2. Communication requirements.

6.1.1.3. Training requirements.

6.1.1.4. Pilot roles.

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6.1.1.5. Pilot group members.

6.1.1.6. Pilot projects.

6.1.1.7. Assumptions.

6.1.1.8. Risks.

6.1.1.9. Installation and pilot environment set-up.

6.1.1.10. Coaching or mentoring considerations.

6.1.2. Form pilot group.

6.1.3. Perform pilot installations and database setup.

6.1.4. Preload database with converted data (TxDOT).

6.1.5. Develop configuration and procedures for Primavera® P6 and P6 Web implementation.

6.1.6. Perform pilot team training.

6.1.7. Execute pilot.

6.1.8. Run Wizards (TxDOT).

6.1.9. Perform acceptance testing as per scenarios in Phase 3: Prototype and Test.

6.1.10. Document results and issues. Note any changes necessary to the training materials, system set-up, data structures, and processes before system is rolled out.

6.1.11. Prepare Acceptance to Deploy Framework document (TxDOT).


6.2.1. Pilot Plan.

6.2.2. Configuration and procedures for Primavera® P6 and P6 Web implementation.

6.2.3. Pilot Team trained.

6.2.4. Installations for pilot complete.

6.2.5. Acceptance testing performed with results documented.

6.2.6. Documented results and issues identified in pilot.

7. IMPLEMENTATION – PHASE 5 – ROLLOUT


7.1.1. Develop a rollout plan by adapting pilot plan to cover rollout.

7.1.2. Perform production installations and database setup.

7.1.3. Preload database with converted data (TxDOT).

7.1.4. Perform training, customized as per Phase 2: Design and Configure Primavera® P6 and P6 Web software with a mix of vendor provided training and TxDOT provided training as outlined in the training plan.

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7.1.5. Perform train-the-trainer class.

7.1.6. Develop Wizard training module (TxDOT).

7.1.7. Perform production testing as per scenarios in Phase 3.

7.1.8. Address and resolve issues.


7.2.1. Rollout plan.

7.2.2. Software installed in production environment.

7.2.3. Train-the-trainer training completed.

7.2.4. Training conducted with feedback.

7.2.5. Production testing performed with results documented.

7.2.6. All issues documented and resolved.

8. IMPLEMENTATION – PHASE 6 – FINAL ASSESSMENT


8.1.1. Review original implementation scope with final implementation to ensure all requirements were met.

8.1.2. Review any problems and issues, those solved, and those existing, those anticipated, include any technical problems or needs that have been identified.

8.1.3. Review baseline schedule against completed schedule.

8.1.4. Discuss lessons learned and improvements that can be made. Identify any new directions or capabilities that should be elevated to management.

8.1.5. Write Project Closeout Report as per Framework (TxDOT).

8.1.6. Close out contract (TxDOT).

8.1.7. Write Post Implementation Review of Business Outcomes (PIRBO) Report as per Framework, three to six months after project completion (TxDOT).


8.2.1. Final Project Report.

8.2.1.1. Original scope matched to final implementation, with deltas identified.

8.2.1.2. Copy of baseline schedule compared to completed schedule.

8.2.1.3. List of problems.

8.2.1.4. Lessons learned.

8.2.1.5. Future directions.

8.2.2. Project Closeout Report (TxDOT).

8.2.3. Contract completion (TxDOT).

8.2.4. PIRBO Report (TxDOT).

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ATTACHMENT B MINIMUM RESPONSE SUBMISSION REQUIREMENTS

SOLICITATION NO. Q442009003781000 Respondent: Reviewed Minimum Response Submission Requirements:

RESPONSE SUBMISSION REQUIREMENTS YES NO COMMENTS

1. Section 1 – Schedule 1 – Pricing Schedule.

2. Section 2 – Schedule 2 – Original, signed and dated Execution of Offer.

3. Section 3 – Financial Standing – Submit the most recent three years audited financial statements, or if audited financial statements are unavailable, un-audited financial statements shall be submitted and certified as true, correct and accurate by the chief financial officer or treasurer of the respondent’s company (Ref. Para. 5.4.).

4. Section 4 – Schedule 3 – Company Qualifications and Experience (Ref. Para. 5.).

5. Section 5 – Schedule 4 – Key Personnel Qualifications and References (Ref. Para. 6.). Include proof of Primavera® Premier Service Provider certification.

6. Section 6 – Project Management Approach (Ref. Para. 9.).

7. Section 7 – PDMS Primavera® P6 and P6 Web Implementation Plan.

8. Section 8 – Quality Assurance Plan (Ref. Para. 11.).

9. Section 9 – Schedule 5 – Respondent References (Ref. Para. 17.2.9.).

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SCHEDULE 1 PRICING SCHEDULE (EXAMPLE)

SOLICITATION NO. Q442009003781000 Respondent: INSTRUCTIONS: Respondent shall refer to Attachment A – PDMS Primavera® P6 and P6 Web Implementation for a description of tasks and deliverables for each phase.

PHASE TOTAL

PHASE 1 – Readiness Assessment (Ref. Para. 3.). $

PHASE 2 – Design and Configure Primavera® P6 and P6 Web Software (Ref. Para. 4.). $

PHASE 3 – Prototype and Test (Ref. Para. 5.). $

PHASE 4 – Pilot Implementation (Ref. Para. 6.). $

PHASE 5 – Rollout (Ref. Para. 7.). $

PHASE 6 – Final Assessment (Ref. Para. 8.). $

TOTAL DOLLARS $

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE.

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SCHEDULE 2 EXECUTION OF OFFER (RFO)

SOLICITATION NO. Q442009003781000 By signature hereon, respondent certifies that: All statements and information prepared and submitted in the response to this RFO are current, complete, and accurate. Respondent has not given, offered to give, nor intends to give at anytime hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response. Neither respondent nor the firm, corporation, partnership, or institution represented by respondent or anyone acting for such firm, corporation, or institution has (1) violated the anti-trust laws of the state of Texas under Texas Business and Commerce Code, Chapter 15, or the federal anti-trust laws; or (2) communicated the contents of this offer either directly or indirectly to any competitor or any other person engaged in the same line of business during the procurement process for this RFO. When a Texas business address shown hereon that address is, in fact, the legal business address of respondent and respondent qualifies as a Texas resident bidder under 1 TAC §111.2. Under Government Code §2155.004, no person who prepared the specifications or this RFO has any financial interest in respondent’s offer. If respondent is not eligible, then any contract resulting from this RFO shall be immediately terminated. Furthermore, “under Section §2155.004, Government Code, the vendor (respondent) certifies that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.” Under Family Code §231.006, relating to child support obligations, respondent and any other individual or business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract may be terminated and payment withheld if this certification is inaccurate. Any offer submitted under this RFO shall contain the names and social security numbers of person or entity holding at least a 25 percent ownership interest in the business entity submitting the offer. Under Government Code §669.003, relating to contracting with an executive of a state agency, respondent represents that no person who, in the past four years, served as an executive of TxDOT or any other state agency, was involved with or has any interest in this offer or any contract resulting from this RFO. If respondent employs or has used the services of a former executive head of TxDOT or other state agency, then respondent shall provide the following information: Name of former executive, name of state agency, date of separation from state agency, position with respondent, and date of employment with respondent. Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the state of Texas.

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SCHEDULE 2 (CONTINUED) EXECUTION OF OFFER (RFO)

SOLICITATION NO. Q442009003781000 Respondent represents and warrants that the individual signing this execution of offer is authorized to sign this document on behalf of respondent and to bind Respondent under any contract resulting from this offer.

RESPONDENT (COMPANY):

SIGNATURE (INK):

NAME (TYPED/PRINTED):

TITLE: DATE:

STREET:

CITY/STATE/ZIP:

TELEPHONE:

FACSIMILE NUMBERS:

EMPLOYER’S IDENTIFICATION NUMBER (EIN):

>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> PREFERENCES: Reference Part I, Para. 3. and Para. 4. of the TxDOT Terms and Conditions, dated: MM/DD/YY. In the case of a tie between two or more respondents, the award will be made in accordance with preferences as outlined in Rule 34 TAC §20.38. If a tie still exists after review of preferences claimed by respondents, TxDOT will draw lots to break the tie. Check below if preference claimed under Rule 34 TAC §20.38. Tie – Bid Preferences 1. Supplies, materials, equipment, or services produced in Texas or offered by Texas bidders. 2. Agricultural products produced or grown in Texas. 3. Agricultural products and services offered by Texas bidder. 4. USA produced supplies, materials or equipment. 5. Products produced at facilities located on formerly contaminated property. 6. Products and services from economically depressed or blighted areas. 7. Goods produced or offered by a Texas bidder that is owned by a service-disabled veteran

who is a Texas resident.

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SCHEDULE 2 (CONTINUED) EXECUTION OF OFFER (RFO)

SOLICITATION NO. Q442009003781000 Source Preferences 1. Products of persons with mental or physical disabilities. 2. Vendors that meet or exceed air quality standards. For contracts to be performed in whole or

in part, in a designated non-attainment area or an affected county, as those terms are defined by Health and Safety Code §386.001, Texas Emissions Reduction Plan.

3. Manufacturer that has a recycle program for computer equipment. 4. Contractor providing foods of higher nutritional value. Specification Preferences 1. Products made of recycled materials, remanufactured, or environmentally sensitive materials

including recycled steel. 2. Energy efficient products. 3. Rubberized asphalt paving material. 4. Recycled motor oil and lubricants.

THE EXECUTION OF OFFER SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THE EXECUTION OF OFFER WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE.

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SCHEDULE 3 COMPANY QUALIFICATIONS AND EXPERIENCE

SOLICITATION NO. Q442009003781000 Respondent shall use this schedule to clearly show how they meet the requirements set forth in the specification (Ref. Para. 17.2.4.).

Respondent Name:

Addresses:

Physical:

Mailing:

Phone Number:

Fax Number:

Name:

Phone Number:

Email Address:

of person to contact with questions regarding the solicitation.

Number of Years in Business:

Name and Title of Person Signing the Response:

DOCUMENTATION OF COMPANY QUALIFICATIONS AND EXPERIENCE:

Respondent Qualifications and Experience as Required in Para. 5. of the Specification.

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE.


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SCHEDULE 4 KEY PERSONNEL QUALIFICATIONS AND REFERENCES

SOLICITATION NO. Q442009003781000 Respondent Name: The respondent shall complete one profile not to exceed two pages for each individual to be assigned to this purchase order. TxDOT reserves the right to reject the proposed Key Personnel if references or past working performance are questionable or unfavorable.

KEY PERSONNEL INFORMATION RESPONSE FULL NAME: NUMBER OF YEARS EMPLOYED BY RESPONDENT: TITLE:

KEY PERSONNEL QUALIFICATIONS # YRS EXP. FROM TO HOW/WHERE

OBTAINED Qualifications and experience in the areas of service to be provided. Refer to Para. 6. of the specification.

Reference No.

Name of Organization: BUSINESS ADDRESS: BUSINESS CITY: BUSINESS STATE: ZIP: CONTACT PERSON NAME: CONTACT PERSON TITLE: PHONE NUMBER: FAX: E-MAIL ADDRESS: Project Title:

PROJECT DESCRIPTION AND DOLLAR AMOUNT:

ROLES AND RESPONSIBILITIES OF THE PROPOSED STAFF DURING THIS PROJECT:

PROJECT START DATE: PROJECT END DATE: CLIENT COMMENTS:

This page may be reproduced as needed to document each reference.

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


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SCHEDULE 5 RESPONDENT REFERENCES


Respondent Name: Reference No.

Customer Name:

Project Title:

Contact Name:

Contact Title:

Business Address:

E-mail Address:

Phone Number:

Project Start and End Dates: Date System Operational in Production Environment:

Project Description: Project Cost: (implementation and operational services)

Outcome of Project: (i.e., on time, on budget, and met customer needs)

Scope of Work Performed: Staff Assigned to Engagement that are Proposed for Work on this Project, including Roles and Responsibilities:

Software Application and Specific Modules Installed:

Number of Total and Concurrent Users:

Technical Environment: (hardware, database, and operating system)

Types of Interfaces, if Applicable, including Interfaces, Middleware Used, and Other Factors Demonstrating the Ability to Integrate to Existing Applications:

This page may be reproduced as needed to document each reference.

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.

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