Fuel Management System

STATE OF NEW HAMPSHIRE New Hampshire Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 1 of 96 NHDOT-RFP 2020-003 6/5/2020 Warranty New Hampshire Department of Information Technology RFP Cover Sheet Name of Agency/Division: Department of Transportation Contract Number/Name: Fuel Management System 2020-033 RFP Purpose: The State of New Hampshire, through the Department of Transportation (DOT), and Bureau of Fuel Distribution is requesting proposals from firms with expertise in fuel management software and associated products (Solution) to procure a software system, hardware, and associated services for the Department of Transportation to implement a Fuel Management System. DOIT  or Agency  Funding Background Information: The NHDOT Bureau of Fuel Distribution is responsible for managing fuel distribution for NH State Agencies and other Political Subdivision customers (Towns, Counties, etc.), provides ordering and maintaining adequate fuel supply at 89

fueling sites across the state as well as preforming regular maintenance and upgrades to equipment. Fuel Distribution also manages the issuance of vehicle and driver devices to track which vehicles are being fueled and by whom. Monthly invoices are sent out to customers and tracked for payments with delinquent accounts being closed. Additionally, need to ensure compliance with state and federal environmental regulations for fuel system equipment and operations. The FDS services approximately 900 distinct customers throughout the State. The customer base is broken down into multiple categories: NH State Agencies and other Political Subdivision customers (Towns, Counties, etc.), Other States, & Federal. The FDS is critical to the State of New Hampshire (SONH) operations and must be highly available and reliable. Special Concerns: Submitted By: Current Date: Phone: Email: STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 2 of 96 NHDOT-RFP 2020-003 6/5/2020 Department of Transportation Fuel Management System RFP 2020-033 RFP ISSUED……………………………………………….……. 08 28, 2020 VENDOR CONFERENCE………………………………………. 09 11, 2020, 14:00 EST AT: 7 Hazen Dr. Concord, NH STATE POINT of CONTACT…………………………………Brian Pike Brian.Pike@dot.nh.gov 603-271-8931 CONTRACT TYPE…………………………………………… Firm Fixed Price (FFP) PROPOSALS DUE………….…………………………………11 06, 2020 14:30 EST STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 3 of 96 NHDOT-RFP 2020-003 6/5/2020 1. INTRODUCTION The State of New Hampshire, acting through the Department of Transportation, is releasing this Request for Proposal (RFP) to procure a software system and associated services for Department of Transportation to implement a Fuel Management System. 1.1 PROJECT OVERVIEW 1.2 CONTRACT AWARD The State plans to execute a Firm Fixed Price (FFP) Contract as a result of this RFP. If an award is made, it shall be made based upon evaluation of the submitted Proposals in accordance with the review process outlined in Section 5: Proposal Evaluation Process below. The award will be based upon criteria, standards, and weighting identified in this RFP. 1.2.1 NON-EXCLUSIVE CONTRACT Any resulting Contract from this RFP will be a Non-Exclusive Contract. The State reserves the right, at its discretion, to retain other Vendors to provide any of the Services or Deliverables identified under this procurement or make an award by item, part or portion of an item, group of items, or total Proposal. The Contractor shall not be responsible for any delay, act, or omission of such other Contractors, except that the Contractor shall be responsible for any delay, act, or omission of the other Contractors if such delay, act, or omission is caused by or due to the fault of the Contractor. If a Contract is awarded, the Vendor must obtain written consent from the State before any public announcement or news release is issued pertaining to any Contract award. Such permission, at a minimum, will be dependent upon approval of the Contract by Governor and Executive Council of the State of New Hampshire. A Contract award is contingent on approval by the Governor and Executive Council. 1.3 CONTRACT TERM Time is of the essence in the performance of a Vendor’s obligations under the Contract. The Vendor shall be fully prepared to commence work by 10/2/2020, after full execution of the Contract by the parties, and the receipt of required governmental approvals, including, but not limited to, Governor and Executive Council of the State of New Hampshire approval (“Effective Date”). The Vendor’s initial term will begin on the Effective Date and extend for an initial term of six (6) years. The term may be extended up to three (3) two (2) year extensions (“Extended Term”) at the sole option of the State, subject to the parties’ prior written agreement on applicable fees for each extended term, up to but not beyond 7/1/2032. The Vendor shall commence work upon issuance of a Notice to Proceed by the State. The State does not require the Vendor to commence work prior to the Effective Date; however, if the Vendor commences work prior to the Effective Date and a Notice to Proceed, such work shall be performed at the sole risk of the Vendor. In the event that the Contract does not become effective, the STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 4 of 96 NHDOT-RFP 2020-003 6/5/2020 State shall be under no obligation to pay the Vendor for any costs incurred or Services performed; however, if the Contract becomes effective, all costs incurred prior to the Effective Date may be paid under the terms of the Contract at the sole discretion of the State. 1.3.1 CONTRACT NEGOTIATIONS AND UNSUCCESSFUL BIDDER NOTICE If a Vendor is selected, the State will notify the selected Vendor in writing of their selection and the State’s desire to enter into contract discussions. Until the State successfully completes discussions with the selected Vendor, all submitted Proposals remain eligible for selection by the State. In the event contract discussions are unsuccessful with the selected Vendor, the evaluation team may recommend another Vendor. In order to protect the integrity of the public procurement process, no information shall be made available to the public, the members of the General Court or its staff, notwithstanding the provisions of RSA 91-A:4, concerning specific responses to this RFP, from the time the RFP is made public until five (5) business days prior to submission of the resulting contract to the Department of Administrative Services for inclusion on a Governor & Executive Council meeting agenda. This means unsuccessful Vendors shall not be notified of the outcome until that time. See RSA 21-G:37. 1.3.2 VENDOR ETHICS From the time this RFP is published until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will select, evaluate, or award the RFP. Any bidder that violates this section shall be subject to prosecution for an offense under RSA 640:2. Any bidder who has been convicted of an offense based on conduct in violation of RSA 21-G:38, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on this RFP and every such bidder shall be disqualified from bidding on any RFP or similar request for submission issued by any state agency. 1.4 SUBCONTRACTORS The Vendor shall identify all Subcontractors to deliver required Services subject to the terms and conditions of this RFP, including but not limited to, in Appendix H: State of New Hampshire Terms and Conditions, and Appendix H-25: General Contract Requirements herein. The Vendor shall remain wholly responsible for performance of the entire Contract regardless of whether a Subcontractor is used. The State will consider the Vendor to be the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from any Contract. http://www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-I-15-B.htm http://www.gencourt.state.nh.us/rsa/html/LXII/640/640-2.htm http://www.gencourt.state.nh.us/rsa/html/I/21-G/21-G-37.htm STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 5 of 96 NHDOT-RFP 2020-003 6/5/2020 2. SCHEDULE OF EVENTS The following table provides the Schedule of Events for this RFP through Governor and Council approval and Notice to Proceed. EVENT DATE TIME RFP released to Vendors (on or about) 8/28/2020 14:00 EST Vendor Inquiry Period begins (on or about) 8/31/2020 14:00 EST Notification to the State of the number of representatives attending the Vendor Conference 8/31/2020 thru 9/4/2020 14:00 EST Mandatory Vendor Conference; location identified in Section 4.3: Vendor Conference 9/11/2020 10:00 EST Vendor Inquiry Period ends (final inquiries due) 9/25/2020 14:00 EST Final State responses to Vendor inquiries 10/16/2020 14:00 EST Final date for Proposal submission 11/6/2020 14:00 EST Invitations for oral presentations 12/4/2020 14:00 EST Vendor presentations/discussion sessions/interviews, if necessary 12/14/2020 – 12/18/2020 Anticipated Governor and Council approval July 2021 Anticipated Notice to Proceed July 2021 3. SOFTWARE, REQUIREMENTS AND DELIVERABLES 3.1 SOFTWARE Each Proposal must present Software that can fully support the required functionality listed in Appendix C: System Requirements and Deliverables. 3.2 REQUIREMENTS 3.2.1 Appendix B: Minimum Standards for Proposal Consideration, compliance with System requirements, use of proposed SAAS Software, Vendor Implementation experience, and proposed Project Team. 3.2.2 Appendix C: System Requirements and Deliverables, for scope of work, requirements and Deliverables. 3.2.3 Appendix D: Topics for Mandatory Narrative Responses for Software, technical, Services and Project Management topics. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 6 of 96 NHDOT-RFP 2020-003 6/5/2020 3.2.4 Appendix E: Standards for Describing Vendor Qualifications including Vendor corporate qualifications, team organization and key staff, Project Manager, and other key staff candidates’ qualifications. 3.3 DELIVERABLES The State classifies Deliverables into three (3) categories: Written Deliverables, Software Deliverables, and Non-Software Deliverables. Pricing and scheduling information requirements for these Deliverables are provided in Appendix F: Pricing Worksheets. A set of required Deliverables as well as a list of Requirements for these Deliverables is detailed in Appendix C: System Requirements and Deliverables. Appendix D: Topics for Mandatory Narrative Responses solicits responses, which will expound on the Vendors’ understanding of the Implementation process, the manner of Service delivery and experience with similar projects related to the Software, technical Services, and Project Management topics. 4. INSTRUCTIONS 4.1 PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Proposals submitted in response to this RFP must be received by the Department of Transportation, no later than the time and date specified in Section 2: Schedule of Events. Proposals must be addressed to: STATE OF NEW HAMPSHIRE Department of Transportation c/o Brian Pike PO Box 483, 7 Hazen Drive CONCORD, NEW HAMPSHIRE 03302-0483 Cartons containing Proposals must be clearly marked as follows: STATE OF NEW HAMPSHIRE Department of Transportation RESPONSE TO NHDOT RFP 2020-033 Fuel Management System Late submissions will not be accepted and will remain unopened. Delivery of the Proposals shall be at the Vendors’ expense. The time of receipt shall be considered when a Proposal has been officially documented by the Department of Transportation, in accordance with its established policies, as having been received at the location designated above. The State accepts no responsibility for mislabeled mail. Any damage that may occur due to shipping shall be the Vendor’s responsibility. Vendors are permitted to submit one (1) Proposal(s) in response to this RFP. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 7 of 96 NHDOT-RFP 2020-003 6/5/2020 The State reserves the right to reject any and all Proposals and to waive informalities and minor irregularities in Proposals received and to accept any portion of a Proposal or all items bid if deemed in the best interest of the State to do so. All Proposals submitted in response to this RFP must consist of: a) One (1) original and six (6) clearly identified copies of the Proposal, including all required attachments, b) One (1) copy of the State of New Hampshire Proposal Transmittal Form Letter (described in Section 4.18.2: Transmittal Form Letter, herein) shall be signed by an official authorized to legally bind the Vendor and shall be marked “ORIGINAL.” c) The Cost Proposal must be labeled clearly and sealed separately from the main Proposal. a. There will be one (1) original and six (6) clearly identified copies of the cost Proposal. d) One (1) electronic copy on CD ROM or thumb-drive, in MS WORD format. a. Any copies of electronic price files shall be included on the same electronic media, but shall be saved as a separate file. The original and all copies shall be bound separately, delivered in sealed containers, and permanently marked as indicated above. A Vendor’s disclosure or distribution of its Proposal other than to the State will be grounds for disqualification. 4.2 PROPOSAL INQUIRIES All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and any changes to the RFP, shall be emailed, citing the RFP title, RFP number, page, section, and paragraph and submitted to the following RFP State Point of Contact: Brian L. Pike, Fuel Distribution Manager Department of Transportation PO Box 483, 7 Hazen Drive Concord, NH 03302-0483 Telephone: (603) 271-8931 (W) Email: BRIAN.PIKE@DOT.NH.GOV The State assumes no liability for assuring accurate/complete email transmission/receipt and is not responsible to acknowledge receipt. Inquiries by email must display a “Subject Line” containing “FMS-RFP 2020-033, Inquiry”. Inquiries must be received by the RFP State Point of Contact (see above) no later than the conclusion of the Vendor Inquiry Period (see Section 2: Schedule of Events). Inquiries received later than the conclusion of the Vendor Inquiry Period shall not be considered properly submitted and may not be considered. mailto:Brian.Pike@dot.nh.gov STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 8 of 96 NHDOT-RFP 2020-003 6/5/2020 The State intends to issue official responses to properly submitted inquiries on or before the date specified in Section 2: Schedule of Events; however, this date may be subject to change at the State’s discretion. The State may consolidate and/or paraphrase questions for sufficiency and clarity. The State may, at its discretion, amend this RFP on its own initiative or in response to issues raised by inquiries, as it deems appropriate. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the State. Official responses will be made in writing and posted as an addendum to the NH Department of Administrative Services website. 4.2.1 RESTRICTION OF CONTACT WITH STATE EMPLOYEES From the date of release of this RFP until an award is made and announced regarding the selection of a Vendor, all communication with personnel employed by or under Contract with the State regarding this RFP is forbidden unless first approved by the RFP State Point of Contact listed in Section 4.2: Proposal Inquiries. State employees have been directed not to hold conferences and/or discussions concerning this RFP with any Vendor during the selection process, unless otherwise authorized by the RFP State Point of Contact. 4.3 VENDOR CONFERENCE A Mandatory Vendor Conference will be held at the following location on the date and at the time identified in Section 2: Schedule of Events: Department of Transportation 7 Hazen Drive Room number 114 Concord, NH 03302-0483 All Vendors who intend to submit Proposals must attend the Vendor Conference, attendance by teleconference is encouraged. A video conference will be setup and information will be emailed to registrants upon request. Vendors are requested to RSVP via email by the date identified in Section 2: Schedule of Events, indicating the number of individuals who will attend the Vendor Conference. Vendors are allowed to send a maximum number of three (3) representatives. Vendors will have an opportunity to ask questions about the RFP and the State will make a reasonable attempt to answer questions it deems appropriate. Questions may include, without limitation, a request for clarification of the RFP; a request for changes to the RFP; suggestions or changes to the RFP that could improve the RFP competition or lower the offered price; and to Review any applicable Documentation. Vendors must email inquiries at least twenty-four (24) hours prior to the Vendor Conference. No responses will be given prior to the Vendor Conference. Oral answers will not be binding on the State. The State’s final response to Vendor inquiries and any requested changes to terms and conditions raised during the Vendor Inquiry Period will be posted to the website by the date specified as the final State responses to Vendor inquiries as specified in Section 2: Schedule of Events. Vendors are responsible for any costs associated with attending the Vendor Conference. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 9 of 96 NHDOT-RFP 2020-003 6/5/2020 4.4 ALTERATION OF RFP The original RFP document is on file with the State of New Hampshire, Department of Administrative Services. Vendors are provided an electronic version of the RFP. Any alteration to this RFP or any file associated with this RFP is prohibited. Any such changes may result in a Proposal being rejected. 4.5 RFP ADDENDUM The State reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. Any addendum issued in response to the RFP will be posted to the Department of Administrative Services website. In the event of an Addendum to this RFP, the State, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate. 4.6 NON-COLLUSION The Vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and Services quoted have been established without collusion with other Vendors and without effort to preclude the State from obtaining the best possible competitive Proposal. 4.7 VALIDITY OF PROPOSAL Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in Section 2: Schedule of Events, or until the Effective Date of any resulting Contract. 4.8 PROPERTY OF THE STATE All material received in response to this RFP shall become the property of the State and will not be returned to the Vendor. Upon Contract award, the State reserves the right to use any information presented in any Proposal. 4.9 CONFIDENTIALITY OF A PROPOSAL A Proposal must remain confidential until the Effective Date of any resulting Contract as a result of this RFP. A Vendor’s disclosure or distribution of Proposals other than to the State will be grounds for disqualification. 4.10 PUBLIC DISCLOSURE Subject to applicable law or regulations, the content of each Vendor’s Proposal shall become public information upon the Effective Date of any resulting Contract. Any information submitted as part of a response to this Request for Proposal (RFP) may be subject to public disclosure under RSA chapter 91-A: Access to Governmental Records and Meetings. In addition, in accordance with RSA chapter 21-G:37: Financial Information Regarding Requests for Bids and Proposals, any Contract entered into as a result of this RFP will be made accessible to the public online via the website Transparent NH (http://www.nh.gov/transparentnh/). Accordingly, business financial information and proprietary information such as trade secrets, business and financial models and forecasts, and proprietary formulas may be exempt from public disclosure under RSA chapter 91-A:5, IV: Exemptions. If you believe any information being submitted in response to a Request for Proposal, bid or information should be kept confidential as financial or http://www.gencourt.state.nh.us/rsa/html/VI/91-A/91-A-mrg.htm http://www.gencourt.state.nh.us/rsa/html/I/21-G/21-G-37.htm http://www.nh.gov/transparentnh/ http://www.gencourt.state.nh.us/rsa/html/VI/91-A/91-A-5.htm STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 10 of 96 NHDOT-RFP 2020-003 6/5/2020 proprietary information; you must specifically identify that information in a letter to the agency, and should mark/stamp the materials as such. Marking of the entire Proposal or entire sections of the Proposal (e.g. pricing) as confidential will neither be accepted nor honored. Notwithstanding any provision of this RFP to the contrary, Vendor pricing will be subject to disclosure upon approval of the Contract by Governor and Council. Generally, each Proposal shall become public information upon the approval of Governor and Council of the resulting Contract, as determined by the State, including but not limited to, RSA chapter 91-A: Access to Governmental Records and Meetings (Right to Know Law). The State will endeavor to maintain the confidentiality of portions of the Proposal that are clearly and properly marked confidential. If a request is made to the State to view portions of a Proposal that the Vendor has properly and clearly marked confidential, the State will notify the Vendor of the request and of the date and the State plans to release the records. A designation by the Vendor of information it believes exempt does not have the effect of making such information exempt. The State will determine the information it believes is properly exempted from disclosure. By submitting a Proposal, Vendors agree that unless the Vendor obtains a court order, at its sole expense, enjoining the release of the requested information, the State may release the requested information on the date specified in the State’s notice without any liability to the Vendors. 4.11 SECURITY The State must ensure that appropriate levels of security are implemented and maintained in order to protect the integrity and reliability of its Information Technology resources, information, and services. State resources, information, and services must be available on an ongoing basis, with the appropriate infrastructure and security controls to ensure business continuity and safeguard State networks, Systems and Data. The State will evaluate the degree to which the proposed System is designed and architected to ensure the confidentiality and integrity of its valued asset, Data. 4.12 NON-COMMITMENT Notwithstanding any other provision of this RFP, this RFP does not commit the State to award a Contract. The State reserves the right, at its sole discretion, to reject any and all Proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new Proposals under a new acquisition process. 4.13 PROPOSAL PREPARATION COST By submitting a Proposal, a Vendor agrees that in no event shall the State be either responsible for or held liable for any costs incurred by a Vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract. 4.14 ORAL PRESENTATIONS/INTERVIEWS AND DISCUSSION The State reserves the right to require Vendors to make oral presentations of their Proposals and/or to make available for oral presentations/interviews the IT consultants proposed to implement the SAAS application. All costs associated with oral presentations/interviews shall be borne entirely by the Vendor. Vendors may be requested to provide demonstrations of their proposed Systems as part of their presentations. Presentations shall include a hands-on session in which a live system is demonstrated. http://www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-VI-91-A.htm http://www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-VI-91-A.htm STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 11 of 96 NHDOT-RFP 2020-003 6/5/2020 4.15 REQUIRED CONTRACT TERMS AND CONDITIONS By submitting a Proposal, the Vendor agrees that the State of New Hampshire terms and conditions, contained in Appendix H: State of New Hampshire Terms and Conditions herein, shall form the basis of any Contract resulting from this RFP. In the event of any conflict between the State’s terms and conditions and any portion of the Vendor’s Proposal, the State’s terms and conditions shall take precedence and supersede any and all such conflicting terms and conditions contained in the Vendor’s Proposal. 4.16 PROPOSAL FORMAT Proposals should follow the following format: • The Proposal should be provided in a three-ring binder. • The Proposal should be printed on white paper with dimensions of 8.5 by 11 inches with right and left margins of one (1) inch. • The Proposal should use Times New Roman font with a size no smaller than eleven (11). • Each page of the Proposal should include a page number and the number of total pages and identification of the Vendor in the page footer. • Tabs should separate each section of the Proposal. Exceptions for paper and font sizes are permissible for: graphical exhibits, which may be printed on white paper with dimensions of 11 by 17 inches; and material in appendices. 4.17 PROPOSAL ORGANIZATION Proposals should adhere to the following outline and should not include items not identified in the outline. • Cover Page • Transmittal Form Letter • Table of Contents • Section I: Executive Summary • Section II: Glossary of Terms and Abbreviations • Section III: Responses to Requirements and Deliverables • Section IV: Narrative Responses • Section V: Corporate Qualifications • Section VI: Qualifications of key Vendor staff • Section VII: Cost Proposal • Section VIII: Copy of the RFP and any signed Addendum • Section IX: Appendix 4.18 PROPOSAL CONTENT 4.18.1 COVER PAGE The first page of the Vendor’s Proposal should be a cover page containing the following text: STATE OF NEW HAMPSHIRE Department of Transportation RESPONSE TO NHDOT RFP 2020-033 STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 12 of 96 NHDOT-RFP 2020-003 6/5/2020 Fuel Management System The cover page should also include the Vendor’s name, contact person, contact telephone number, address, city, State, zip code, fax number, and email address. 4.18.2 TRANSMITTAL FORM LETTER The Vendor must submit signed Transmittal Form Letter with their response using the Transmittal Form Letter Template provided herewith. Any electronic alteration to this Transmittal Form Letter is prohibited. Any such changes may result in a Proposal being rejected. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 13 of 96 NHDOT-RFP 2020-003 6/5/2020 State of New Hampshire Proposal Transmittal Form Letter Company Name________________________________________________________________ Address_________________________________________________________________________ __________________________________________________________________________ To: NH Department of Transportation State Point of Contact: Brian Pike__________________ Telephone (603) 271-8931 Email: Brian.Pike@dot.nh.gov RE: Proposal Invitation Name: Fuel Management System Proposal Number: 2020-033 Proposal Due Date and Time: 09/19/2020 14:00 EST Dear Sir: Company Name: _________________________ hereby offers to sell to the State of New Hampshire the Services indicated in NH Department of Transportation RFP 2020-033 Fuel Management System at the price(s) quoted in Vendor Response Section VII: Cost Proposal, and Appendix F: Pricing Worksheets, in complete accordance with all conditions of this RFP and all Specifications set forth in the RFP and in the State of New Hampshire Terms and Conditions outlined in RFP Appendix H: State of New Hampshire Terms and Conditions. Company Signor: ______________________________________ is authorized to legally obligate Company Name: ______________________________________. We attest to the fact that: The company has reviewed and agreed to be bound by all RFP terms and conditions including but not limited to Appendix H: State of New Hampshire Terms and Conditions, which shall form the basis of any Contract resulting from this RFP; No new terms and conditions have been added and no existing terms and conditions have been deleted in this RFP Proposal. The Proposal is effective for a period of 180 days or until the Effective Date of any resulting Contract. The prices quoted in the Proposal were established without collusion with other eligible Vendors and without effort to preclude the State of New Hampshire from obtaining the best possible competitive price; and the Vendor has read and included a copy of RFP 2020-033 and any subsequent signed Addendum (a). Our official point of contact is _________________________________________________ Title _____________________________________________________________________ Telephone_______________________Email_____________________________________ Authorized Signature Printed __________________________________________________ Authorized Signature ________________________________________________________ STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 14 of 96 NHDOT-RFP 2020-003 6/5/2020 4.18.3 TABLE OF CONTENTS The Vendor must provide a table of contents with corresponding page numbers relating to its Proposal. The table of contents must conform to the outline provided in Section 4.17: Proposal Organization, but should provide detail, e.g., numbering, level of detail. 4.18.3.1 SECTION I: EXECUTIVE SUMMARY The executive summary, which must not exceed five (5) pages, must identify how the Vendor satisfies the minimum standards for consideration, which are described in Appendix B: Minimum Standards for Proposal Consideration, to this Request for Proposals. The executive summary will also provide an overview of the Vendor’s proposed Solution and Services. Vendors are encouraged to highlight those factors that they believe distinguish their Proposal. 4.18.3.2 SECTION II: GLOSSARY OF TERMS AND ABBREVIATIONS The Vendor must provide a glossary of all terms, acronyms, and abbreviations used in its Proposal. 4.18.3.3 SECTION III: RESPONSES TO REQUIREMENTS AND DELIVERABLES System requirements are provided in Appendix C: System Requirements and Deliverables. Using the response tables in Appendix C: System Requirements and Deliverables, the Vendor must document the ability to meet the Requirements and Deliverables of this RFP. 4.18.3.4 SECTION IV: NARRATIVE RESPONSES Section IV solicits narrative responses describing the Software, Technical, Services and Project Management topics defined for this RFP Project. Appendix D: Topics for Mandatory Narrative Responses is organized into sections, which correspond to the different deliverables of the scoring process of the Proposal. Discussion of each topic must begin on a new page. 4.18.3.5 SECTION V: CORPORATE QUALIFICATIONS Section V should provide corporate qualifications of all firms proposed to participate in the Project. Specific information to be provided is described in Appendix E: Standards for Describing Vendor Qualifications, Section E-1: Required Information on Corporate Qualifications. 4.18.3.6 SECTION VI: QUALIFICATIONS OF KEY VENDOR STAFF This Proposal section must be used to provide required information on key Vendor staff. Specific information to be provided is described in Appendix E: Standards for Describing Vendor Qualifications, Sections: E-2: Team Organization and Designation of Key Vendor Staff; E-3: Candidates for Project Manager; and E-4: Candidates for Key Vendor Staff Roles. 4.18.3.7 SECTION VII: COST PROPOSAL The Cost Proposal must describe the proposed cost of the Vendor Proposal based on and reflected by the inclusion of the completed tables listed in Appendix F: Pricing Worksheets; NOTE: Section VII Cost Proposal, must become public information and as such shall not be made confidential or proprietary. Proposals submitted with all or part of the Section VII labeled confidential or proprietary shall not be considered as a response and shall not be accepted. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 15 of 96 NHDOT-RFP 2020-003 6/5/2020 4.18.3.8 SECTION VIII: COPY OF THE RFP AND ANY ADDENDUM (A) NOTE: Required in original Proposal only. 4.18.3.9 SECTION IX: APPENDIX This section is provided for extra materials as referenced in Appendix D: Topics for Mandatory Narrative Responses such as Product Literature, Ad Hoc/Federal Reporting, Interface Standards, Testing (For UAT Plan) and Status Meetings and Reports. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 16 of 96 NHDOT-RFP 2020-003 6/5/2020 5. PROPOSAL EVALUATION PROCESS 5.1 SCORING PROPOSALS Each Proposal will be evaluated and considered with regard to the Solution and Services proposed, qualifications of the Vendor and any Subcontractors, experience and qualifications of proposed candidates, and cost. If the State determines to make an award, the State will issue an intent to award notice to a Vendor based on these evaluations. Should the State be unable to reach agreement with the selected Vendor during Contract discussions, the State may then undertake Contract discussions with the second highest scored Vendor and so on. Such discussions may continue at the sole option of the State, until an agreement is reached, or all Proposals are rejected. Proposals will be scored and evaluated based on the base bid proposal from the Vendor. Optional items identified in Appendix C, Table C-2, are factored into the scoring, NH DOT can at their discretion, decide to implement the optional items at any point during the contract period. NH DOT can also elect to not implement optional items. The State will use a scoring scale of 1000 points, which shall be applied to the Solution as a whole. Points will be allocated among the following factors: Technical Score: • 450 points – Proposed Software Solution; o 125 –Hands on Testing o 75 – Software Architecture o 75 – Interface to DOT Environment o 100 – Fit to Business requirements o 75 – Optional items • 75 points – Vendor’s Technical, Service and Project Management Experience; • 75 points – Vendor Company; • 75 points – Staffing Qualifications; Total points allowed for the Technical Scoring: 675 Cost Score: • 325 points – Solution Cost (Rates and Pricing) Total points allowed for the Cost Scoring: 325 Each properly submitted proposal will be evaluated and considered. The State will conduct an initial screening to verify Vendor compliance with submission requirements and perform a preliminary scoring of proposals. A Proposal that fails to satisfy either submission requirements, minimum standards, or receive a minimum Technical Score of 485 points will be disqualified without further consideration. 5.2 RIGHTS OF THE STATE IN EVALUATING PROPOSALS The State reserves the right to: • Consider any source of information including but not limited to: State employees, Internet research and rating agencies, in evaluating Proposals; STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 17 of 96 NHDOT-RFP 2020-003 6/5/2020 • Omit any planned evaluation step if, in the State’s view, the step is not needed; • At its sole discretion, reject any and all Proposals at any time; and • Open Contract discussions with the second highest scoring Vendor, if the State is unable to reach an agreement on Contract terms with the highest scoring Vendor. 5.3 PLANNED EVALUATIONS The State plans to use the following process: • Initial screening; • Preliminary scoring of the Proposals; • Oral interviews and product demonstrations; • Best and Final offer (if any); and • Final evaluation of Proposals. 5.3.1 INITIAL SCREENING The State will conduct an initial screening step to verify Vendor compliance with submission requirements and to confirm that the Proposal satisfies the conditions defined in Appendix B: Minimum Standards for Proposal Consideration. A Proposal that fails to satisfy either submission requirements or minimum standards may be rejected without further consideration. 5.3.2 PRELIMINARY SCORING OF PROPOSALS The State will establish an evaluation team to initially score Proposals and conduct reference checks. 5.3.3 ORAL INTERVIEWS, PRODUCT DEMONSTRATIONS, HANDS ON EVALUATION Preliminary scores from the initial evaluation of the Proposals will be used to select Vendors to invite to oral interviews and product demonstrations. This scoring will be based on the evaluation provided in section 5.4 Scoring Detail. The preliminary scoring will not include Cost and may result in vendor elimination if the scoring does not meet the threshold described in section 5.4 Scoring Detail. The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written Proposals. Vendors are prohibited from altering the basic substance of their Proposals during the oral interviews and product demonstrations. For each invited Vendor, the oral interview and product demonstrations will be two (2) hours in length, followed by a one (1) hour question and answer session. A highly structured agenda will be used for oral interviews and product demonstrations to ensure standard coverage of each invited Vendor. Information gained from oral interviews and product demonstrations will be used to refine scores assigned from the initial review of the Proposals. The oral interview will include a live demonstration in which the Vendor will show the product using sample data the NH DOT will provide before the demonstration. NH DOT will then preform a series of scripted tests to help in assessing how well the proposed product will work for NH DOT. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 18 of 96 NHDOT-RFP 2020-003 6/5/2020 Each invited Vendor will provide a fully functional environment including all proposed features and capabilities to NH DOT to perform both a scripted and an ad hoc hands-on evaluation. NH DOT will provide a sample data set to be loaded into the environment to be used for the evaluation. The environment will be scheduled and made available to NH DOT for a period not less than 1 week. After the evaluations are complete the scoring will be finalized. Cost scoring will be evaluated for those vendors that meet the threshold described in section 5.4 Scoring Detail. 5.3.4 BEST AND FINAL OFFER The State may, at its sole option, either accept a Vendor’s initial Proposal by award of a Contract or enter into discussions with Vendors whose Proposals are deemed best qualified to be considered for an award. After discussions are concluded a Vendor may be requested to submit a “Best and Final Offer” for consideration. 5.3.5 FINAL EVALUATION The State will conduct final evaluations as a culmination of the entire process of reviewing Vendor Proposals and information gathering. Reference and background checks will be made for finalist or finalists as appropriate. After making a preliminary determination of award, the State reserves the right to conduct site visits to a Vendor location and/or government site(s) that utilizes the Vendor Software. 5.4 SCORING DETAIL The State will select a Vendor based upon the criteria and standards contained in this RFP. 5.4.1 SCORING OF THE PROPOSED SOFTWARE SOLUTION The Vendor’s Proposed Software Solution will be allocated a maximum score of (450) points. The main purpose of this section is to measure how well the Solution meets the business needs of the Agency. Factors include: Software Architecture • How well the Solution will adapt to the organization (or does the organization have to adapt to it), • How does it fit with the organization’s other products and business strategies? • Can it adapt to future organizational changes? • Does it support organizational technical strategies? • Can it easily accommodate any planned or possible growth? • How easily can it be interfaced with existing systems such as the DOT Data Warehouse? • Amount of requirements meeting designated “Mandatory”, “Preferred” and “Optional” Fit to Business Requirements • Is there a user group for the application? • How long has it been in operation? STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 19 of 96 NHDOT-RFP 2020-003 6/5/2020 • What is its market share? • Is cost of upgrade shared by user groups or the sole responsibility of the State? • How are future upgrades determined? Features Interface with DOT Environment and Compatibility with State Systems • The degree to which the System uses technologies similar to other State systems • Ease of System modification, integration and data storage. Hands on Testing – User Friendliness/Usability and Efficiency • How quickly can users perform a needed task? • How easy is it to learn, is it intuitive? • Is its navigation and interface similar to other Software used? • How steep is the learning curve? • Results of Hands on Testing Optional Requirement • Optional items are identified in Appendix C, Table C-2, Tab 1. Business Requirements, column labeled “Criticality” were (O) Indicates a requirement which is "Optional" • NH DOT can at their discretion, decide to implement the optional items at any point during the contract period • NH DOT can also elect to not implement optional items. Criteria for these scores will be found in but are not limited to: • Proposal Section III: Responses to Requirements and Deliverables • Appendix C, Table C-2: General Requirements Vendor Response Checklist • Proposal Section IV: Narrative Responses • Vendor Presentation and Demonstration 5.4.2 SCORING OF VENDOR TECHNICAL, SERVICE, AND PROJECT MANAGEMENT PROPOSAL Vendor proposed Services will be allocated a maximum score of (75) points. • In this section the State will score the technical merits of how the Vendor proposes to carry out the implementation and maintain the Solution. • The Implementation of the Solution will require the Vendor to customize or configure the application to meet the requirements of the State, monitor and ensure its operation throughout the Warranty Period and, if maintenance is to be provided, to be a partner in the Solution’s operation throughout its useful life. • Technical details of the System, administrative procedures, how the Vendor manages its team, the Project and the technical environment will be critical. • How compatible the Vendor’s procedures and technologies are with the State contribute to an assessment of risk both in the short and long term. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 20 of 96 NHDOT-RFP 2020-003 6/5/2020 • Protection of Data – Scoring will reflect the degree to which continuous operations are insured against unexpected problems. • Compatibility with State IT Expertise and Training Approach – What is the degree to which the System uses technologies which may be supported by State personnel. • Project Execution – Do company procedures facilitate: communication with the State, the early discovery and resolution of problems, efficient and effective operation through Implementation and an effective support structure of the System. • Project Management Competence – Scoring will reflect described Administrative, management quality control and oversight. • Ongoing Operations – Post warranty operation and support. Criteria for these scores will be found in but are not limited to: • Proposal Section III: Responses to Requirements and Deliverables • Proposal Section IV: Narrative Responses • Appendix C, Table C-2: General Requirements Vendor Response Checklist • Proposed Work Plan • References 5.4.3 SCORING OF VENDOR COMPANY Vendor Company qualifications will be allocated a maximum score of (75). It must be established that the Vendor Company is capable of carrying out the Project through Implementation, the Warranty Period and the maintenance period. Factors include but are not limited to: • How long in business – A proven track record of operation for a number of years that the company will continue to support the System. • How many years’ experience with this product – Demonstrated competence in working with the proposed product or Technology. • Bench Strength and support structures –The State will consider the depth of required technical skill within the company as well as the Vender’s plan for knowledge transfer to State staff. • References – The measure of a company’s worth is more accurate when made by a third party that has collaborated with the Vendor on a similar Project. • Litigation –The relevance of involvement of the company in litigation will be considered. • Financial Strength – Financial strength when measured by financial statements or a rating company is an indication of the company’s ability to operate long term and through unexpected problems. Criteria for these scores will be found in but are not limited to: • Proposal Section V: Corporate Qualifications • Vendor Presentations • References STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT- RFP 2020-033 Page 21 of 96 NHDOT-RFP 2020-003 6/5/2020 • Financial Information 5.4.4 SCORING OF VENDOR STAFFING QUALIFICATIONS Vendor Staff must have the training and experience to support the Vendor companies’ plans to implement and support the System. Vendor Company qualifications will be allocated a maximum score of (75). Factors include but are not limited to: • Staff Training – Staff must have relevant training to carry out the Project. • Staff Certifications – Staff may require specific Certification to support and configure needed equipment and Software. • Staff Experience – Training and certification is important but experience with similar Projects will be a major contributor to a smooth Implementation. • Size and composition of Vendor Team – Are there sufficient staff resources and sufficient qualifications and experience within the Vendor team to carry out the Project? Criteria for these scores will be found in but are not limited to: Proposal Section V: Corporate Qualifications Proposal Section VI: Qualifications of Key Vendor Staff Vendor Presentations References 5.4.5 SCORING OF SOFTWARE SOLUTION COST Vendor proposed Software Solution cost will be allocated a maximum score of (325) points. The State will consider both implementation and subsequent years licensing and maintenance costs, provided in Tables F-1: Activities/Deliverables/Milestones Pricing Worksheet, F-5: Software Licensing, Maintenance, and Support Pricing Worksheet, Table F-7: Optional Software Licensing, Maintenance, and Support Pricing Worksheet, and, F-8: Web Site Hosting, Maintenance, and Support Pricing Worksheet. The cost information required in a Proposal is intended to provide a sound basis for comparing costs. THE FOLLOWING FORMULA WILL BE USED TO ALLOCATE POINTS FOR COSTS: Vendor’s Cost Score = (Lowest Proposed Cost / Vendor’s Proposed Cost) times NUMBER OF maximum points for Solution costs defined in Section 5.1: Scoring Proposals. For the purpose of this formula, the lowest proposed cost is defined as the lowest cost proposed by a Vendor who has a minimum score of 485 or higher on the Technical Score. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX A: BACKGROUND INFORMATION Page 22 of 96 NHDOT-RFP 2020-003 6/5/2020 APPENDIX A: BACKGROUND INFORMATION A-1 DEPARTMENT OF TRANSPORTATION The NHDOT Bureau of Fuel Distribution is responsible for managing fuel distribution for NH State Agencies. The mission of the NHDOT Bureau of Fuel Distribution is to provide NH State Agencies and other Political Subdivision customers (Towns, Counties, etc.) with an easily accessible and adequate supply of multiple motor fuel products. Goals and Objectives for the Fuel Management System: The Fuel Management System provides ordering and maintaining adequate fuel supply at 89 fueling sites across the state as well as preforming regular maintenance and upgrades to equipment. Fuel Distribution also manages the issuance of vehicle and driver devices to track which vehicles are being fueled and by whom. Monthly invoices are sent out to customers and tracked for payments with delinquent accounts being closed. Additionally, need to ensure compliance with state and federal environmental regulations for fuel system equipment and operations. Fuel Distribution also has access to three compressed natural gas (CNG) sites (not owned by NHDOT) for a system total of 92 active sites. The current Fuel Distribution System (FDS) consists of hardware, software and communication lines; fuel tanks, tank monitoring equipment, fuel pumps and piping, fuel control terminals, as well as a central server web based system running proprietary software. Fuel transactions and system data are stored in a relational database. In State Fiscal Year 2019 the NHDOT FDS delivered approximately 4.5 million gallons of product to its customers- 2.51M gallons of unleaded, 1.87M gallons of diesel, 41,000 gas gallons equivalent of CNG, and 66,000 gallons of biodiesel. We currently deliver our product through our automated fuel system. The FDS services approximately 900 distinct customers throughout the State. The customer base is broken down into multiple categories: NH State Agencies and other Political Subdivision customers (Towns, Counties, etc.), Other States, & Federal. . The FDS is critical to SONH operations and must be highly available and reliable. A-2 DEPARTMENT OF INFORMATION TECHNOLOGY AND TECHNOLOGY STATUS The Project will be conducted in cooperation with the New Hampshire Department of Information Technology (DoIT). DoIT coordinates the statewide Information Technology activities. A-2.1 TECHNICAL ARCHITECTURE Components of the State’s technical architecture include: STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX A: BACKGROUND INFORMATION Page 23 of 96 NHDOT-RFP 2020-003 6/5/2020 • State Network Environment: The State of New Hampshire operates a Metropolitan- Area-Network (MAN) in the City of Concord, NH using a combination of leased and owned fiber optic cable. State of New Hampshire locations outside of the Concord, NH main facility are connected via multiple wide-area networks using various technologies including Carrier Ethernet Services, Microwave Wireless and VPN Tunnels over the Internet. State Agency Networks have varying levels of integration and connectivity to the statewide core for resource sharing and centralized administration by the Department of Information Technology (DoIT). State agencies connect to the State’s central core network location in Concord to facilitate access to e-mail, the Internet, and the State’s financial applications. Direct support is provided for twenty-one partner agencies; other State agencies support their own networks, out- source the support, or use the resources of another agency. • Internet Access: The State of New Hampshire has purchased through ARIN its own External IP Address Range and Autonomous System Number. The State advertises its External IP Space and Autonomous System Number to two different Internet Service Providers so as to provide failover in the event of a single ISP network failure. • The State uses VMWare for Windows server virtualization and virtual hosts are deployed at two separate State campus sites. VMWare provides a highly scalable and high availability environment for the State’s many Agencies. If a virtual host fails, VMWare automatically fails over all of the virtual servers on that host to another host. The EMC Networker product is used to manage backups for this environment utilizing Data Domain as the disk to disk repository. • For the State’s Oracle enterprise systems, an Oracle/Linux Solution (OVM) is used for the virtual environment. Similar to the windows environment, this Solution provides a highly scalable and high availability environment and also utilizes the EMC Networker and Data Domain Backup Solution. Data Domain is also employed to meet the backup requirements within OVM. A-2.2 FUTURE SYSTEMS ENVIRONMENT Future design and development efforts should conform to the emerging environment as defined by current information technology initiatives, the New Hampshire Statewide Strategic Information Technology Plan, and the State’s e-Government Architecture Plan. This environment is end user centric, utilizing the Internet and Web whenever possible, promoting electronic transactions, and centralized common services (security, e-payment, content search), where possible. A-3 RELATED DOCUMENTS REQUIRED Vendors are NOT required to submit these certificates with their Proposal. Vendors will be required to be a registered company in New Hampshire. The certificates will be requested from the selected Vendor prior to Contract approval. • Certificate of Good Standing/Authority (Appendix G-3, Section G-3.1: Certificate of Good Standing) dated after April of the current year and available from the Department of State by STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX A: BACKGROUND INFORMATION Page 24 of 96 NHDOT-RFP 2020-003 6/5/2020 calling (603) 271-3244 or (603) 271-3246. Forms are also available on: http://sos.nh.gov/formslaws.aspx • Certificate of Vote (Appendix G-3, Section G-3.2: Certificate of Authority/Vote) • Proof of Insurance compliant with Appendix H: State of New Hampshire Terms and Conditions, and Appendix G-3, Section G-3.2: Certificate of Insurance. A-4 STATE PROJECT TEAM State high-level staffing for the Project will include: • Project Sponsor; • State Project Manager; • State IT Manager; • Technical Support Team; • Business Process Owners; and • User Acceptance Testing Team. Any change in status of any individual or responsible parties listed above will require notification to the Vendor from the NHDOT announcing the new individual or responsible parties. The new individual or responsible parties shall assume all obligations and duties as required by acceptance of their position. A-4.1 PROJECT SPONSOR The Project Sponsors, Dave Rodrigue and Caleb Dobbins, will be responsible for securing financing and resources, addressing issues brought to their attention by the State Project Manager, and assisting the State Project Manager in promoting the Project throughout the State. The Project Sponsors or an appropriate designee will be available to resolve issues on a timely basis. A-4.2 STATE PROJECT MANAGER The State Project Manager, Brian Pike for Department of Transportation, will be responsible for working with the Department of Transportation staff, State IT Manager, and the Vendor to ensure appropriate execution of the contract. The State Project Manager will be the primary point of contract for the Vendor and business users and will interact with the Vendor to address question or concerns encountered by users. Primary Responsibilities include: • Leading the Project; • Promoting the Project statewide; • Developing Project strategy and approach; • Engaging and managing all Vendors; • Managing significant issues and risks; and • Managing stakeholders’ concerns. http://sos.nh.gov/formslaws.aspx STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX A: BACKGROUND INFORMATION Page 25 of 96 NHDOT-RFP 2020-003 6/5/2020 A-4.3 STATE IT MANAGER The State IT Manager, Charles Burns, will provide IT support to the State Project Manager and be the liaison for State IT requirements. A-4.4 STATE TECHNICAL SUPPORT TEAM The State’s Technical Support Team will serve as subject matter experts and will be heavily involved in early planning and design activities for the Fuel Management System. Primary responsibilities include: • Supporting the project as a technical resource and subject matter expert; • Assisting with data conversion planning and design; • Assisting with data clean-up prior to conversion; and • Assisting in the development of system security, operational support models, and system architecture planning activities. A-4.5 Business Process Owners The State’s Business Process Owners will serve as subject matter experts and will be heavily involved throughout all aspects of the implementation. Primary responsibilities include: • Participate in gap analysis work sessions; • Serve as subject matter experts in regard to the current system and existing business processes; • Help define “to be” business processes; • Active involvement in testing activities; and • Serve as liaisons between business operational departments and the Vendor’s project team. A-4.6 User Acceptance Testing (UAT) Team The State’s User Acceptance Team will be comprised of the Business Process Owners (described above) and additional business process owners from within each of Department of Transportation operational departments. The UAT Team will be responsible for carrying out UAT test scripts and completing UAT testing activities. Primary responsibilities include: • Assisting in the development of appropriate UAT test scripts; • Completing assigned UAT test scripts; • Retesting fixes to “defects” found during testing; • Assisting with data clean-up prior to conversion; and • Serving as a liaison between the business operational departments, sharing the results and progress of UAT activities. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX B: MINIMUM STANDARDS FOR PROPOSAL CONSIDERATION Page 26 of 96 NHDOT-RFP 2020-003 6/5/2020 APPENDIX B: MINIMUM STANDARDS FOR PROPOSAL CONSIDERATION A Proposal that fails to satisfy the requirements in this section may be rejected without further consideration. B-1 SUBMISSION REQUIREMENTS • The Proposal is date and time stamped before the deadline as defined in Section 2: Schedule of Events. The Vendor has sent the proper number of copies with the original version of the Proposal marked “ORIGINAL” and the copies marked “COPY” as defined in Section 4.1: Proposal Submission, Deadline, and Location Instructions. • The original Proposal includes a signed Transmittal Letter accepting all terms and conditions of the RFP without exception. The letter is in Section 4.18.2: Transmittal Form Letter • The proposed escrow agreement shall be submitted with the Vendor’s Proposal for Review by the State. B-2 COMPLIANCE WITH SYSTEM REQUIREMENTS System requirements and Deliverables are listed in Appendix C: System Requirements and Deliverables in this RFP. The proposed Vendor’s Solution must be able to satisfy all mandatory requirements listed. B-3 CURRENT USE OF VENDOR PROPOSED SOFTWARE – CURRENT IMPLEMENTED SITES OF VENDOR PROPOSED SOFTWARE Components that constitute the Vendor’s proposed Software suite must be fully implemented and Operational in at least two (2) government entities comparable in size and complexity to the State of New Hampshire and at least two (2) commercial entities within the last five (5) years. The specific Vendor proposed Software version and functionality must be described. B-4 PROPOSED PROJECT TEAM The proposed Project Team must include individuals with substantial experience in: • Each of the disciplines relating to his or her stated project role. • Implementing a system that meets the requirements outlined in Appendix C: System Requirements and Deliverables. • The discipline of effective Project Management. • The discipline of effective risk and issue management. • The discipline of software development/configuration for like systems. • The discipline of software testing activities. • Operational support of government entities comparable in size and complexity. • Successful system roll-out. • Effective use of software change management best practice. • Effective use of defect tracking tools that allow for reporting on test results. • System implementation in order to satisfy unique needs of the Department of Transportation in New Hampshire. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX B: MINIMUM STANDARDS FOR PROPOSAL CONSIDERATION Page 27 of 96 NHDOT-RFP 2020-003 6/5/2020 For the purpose of evaluating compliance with this requirement, the Vendor team is permitted include Subcontractors. In addition, two (2) team members may be identified to fulfill the experience requirement in multiple areas. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX C: SYSTEM REQUIREMENTS AND DELIVERABLES Page 28 of 96 NHDOT-RFP 2020-003 6/5/2020 APPENDIX C: SYSTEM REQUIREMENTS AND DELIVERABLES C-1 SCOPE OF WORK Fuel Distribution provides NH State Agencies and other Political Subdivision customers (Towns, Counties, etc.) with an easily accessible and adequate supply of multiple motor fuel products. This is accomplished by ordering and maintaining an adequate fuel supply at 89 fueling sites across the state as well as performing regular maintenance and upgrades to equipment. Fuel Distribution also manages the issuance of vehicle and driver devices to track which vehicles are being fueled and by whom. Monthly invoices are sent out to customers and tracked for payments with delinquent accounts being closed. Additionally, DOT needs to ensure compliance with state and federal environmental regulations for fuel system equipment and operations. Fuel Distribution also has access to three compressed natural gas (CNG) sites (not owned by NHDOT) for a system total of 92 active sites. See requirements Appendix C: System Requirements and Deliverables, Section C-2: Requirements, Table C-2: General Requirements Vendor Response Checklist, Section: Site List tab for site location and information. Appendix C, Section C-2, Table C-2 is included as an attachment to NHDOT- RFP 2020-033. The Fuel Management System shall be a Hosted, Web-based COTS solution. Goals for the system include: • The FDS is critical to SONH operations and must be highly available and reliable • Improve efficiency and effectiveness • Quality, consistency, and accessibility of information available to State managers • Eliminate redundant collection of data and systems • Automation for areas where there is currently little automation • Modern technologies that can migrate to the technologies of tomorrow • Maximize the efficiency, accuracy, control and performance of fuel dispensing activities at fuel sites • Eliminate or minimize clerical or manual processing to maintain data, transaction records, devices, and other monitoring activities • Interface with existing third party software systems and hardware configurations • Provide a best practices and/or strategy to modernize technologies that will be compatible with future technologies, needs and goals • Smooth transition to new system through effective project planning, cooperation, and change management. Eliminate sources of disruption to system’s functionality and continuous service level during implementation and cutover process • Provide for current and/or future wireless capabilities to collect vehicle data (maintenance information, auxiliary devices, location, and odometer readings, etc.) and authorize vehicle fueling wirelessly • Plan, implement and install communication between host computer and new fuel control units with minimal disruption to existing fuel site infrastructure such as fuel dispensing equipment, electrical installations, communication equipment, and conduits at sites • Prefer inclusion of compatibility with current billing procedures, maintenance of departmental records, monitoring, and forecasting by product and site STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX C: SYSTEM REQUIREMENTS AND DELIVERABLES Page 29 of 96 NHDOT-RFP 2020-003 6/5/2020 • Provide the ability to place fuel inventory orders, update tank balances, price the tank volume ($ per gallon), and price transactions based on delivery information; along with recording and tracking of – deliveries, daily index prices of multiple products, and daily tank inventory balances • Provide appropriate reports for strategic, tactical, management and planning needs of the State of New Hampshire • Provide field employees access to fuel even when offline or when data connections are poor • Integrate Solution with the DOT Data Warehouse The Vendor shall provide its Services to the State and its end users solely from data centers within the Continental United States. All storage, processing and transmission of State data shall be restricted to information technology systems within the Continental United States. The Vendor shall not allow its personnel or sub-contractors to store State data on portable devices, including personal computers, except as specified and allowed by the contract, and then only on devices that are used and kept at its data centers within the Continental United States. The Vendor shall permit its personnel and Contractors to access State data remotely only to provide technical support and as specified or required by the contract. C-2 REQUIREMENTS Vendors shall complete the requirements checklist Table C-2 General Requirements Vendor Response Checklist. Appendix C, Section C-2, Table C-2 is included as an attachment to NHDOT- RFP 2020- 033. C-3 DELIVERABLES Vendors shall complete the response checklist Table C-3 Deliverables Vendor Response Checklist. Table C-3 Deliverables Vendor Response Checklist Activity, Deliverable, or Milestone Deliverable Type Projected Delivery Date PLANNING AND PROJECT MANAGEMENT 1 Conduct Project Kickoff Meeting Non-Software 2 Project Status Reports Written 3 Work Plan Written 4 Infrastructure Plan, including Desktop and Network Configuration Requirements Written 5 Security Plan Written 6 Communications and Change Management Plan Written 7 Requirements Traceability Matrix Written 8 Software Configuration Plan Written STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX C: SYSTEM REQUIREMENTS AND DELIVERABLES Page 30 of 96 NHDOT-RFP 2020-003 6/5/2020 9 Systems Interface Plan and Design/Capability Written 10 Testing Plan Written 11 Data Conversion Plan and Design Written 12 Deployment Plan Written 13 Comprehensive Training Plan and Curriculum Written 14 End User Support Plan Written 15 Business Continuity Plan Written 16 Documentation of Operational Procedures Written INSTALLATION 17 Provide Software Licenses if needed Written 18 Provide Fully Tested Data Conversion Software Software 19 Provide Software Installed, Configured, and Operational to Satisfy State Requirements Software TESTING 20 Conduct Integration Testing Non-Software 21 Conduct User Acceptance Testing Non-Software 22 Perform Production Tests Non-Software 23 Test In-Bound and Out-Bound Interfaces Software 24 Conduct System Performance (Load/Stress) Testing Non-Software 25 Certification of 3rd Party Pen Testing and Application Vulnerability Scanning. Non-Software SYSTEM DEPLOYMENT 26 Converted Data Loaded into Production Environment Software 27 Provide Tools for Backup and Recovery of all Applications and Data Software 28 Conduct Training Non-Software 29 Cutover to New Software Non-Software 30 Provide Documentation Written 31 Execute Security Plan Non-Software OPERATIONS STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX C: SYSTEM REQUIREMENTS AND DELIVERABLES Page 31 of 96 NHDOT-RFP 2020-003 6/5/2020 32 Ongoing Hosting Support Non-Software 33 Ongoing Support & Maintenance Software 34 Conduct Project Exit Meeting Non-Software C-4 MAINTENANCE PERFORMANCE Vendors are required to measure and meet the maintenance performance requirements as detailed in the following table. Failure to meet performance requirements result in a reduction in maintenance fees. This is calculated based on allocating points to various Key Performance Indicator (KPI) as detailed in Appendix C: System Requirements and Deliverables, Section C-2: Requirements, Table C- 2: General Requirements Vendor Response Checklist, Section: Maintenance Performance tab. Appendix C, Section C-2, Table C-2 is included as an attachment to NHDOT- RFP 2020-033. From the calculated point values, a reduction in maintenance fees is determined in the table below: Total Points Fee Reduction 0-99 No reduction 100-199 5% reduction 200-299 10% reduction 300-399 25% reduction 400-500 50% reduction Failure to meet KPIs that re-occur month over month will be re-evaluated and may incur additional penalties. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 32 of 96 NHDOT-RFP 2020-003 6/5/2020 APPENDIX D: TOPICS FOR MANDATORY NARRATIVE RESPONSES This section provides a series of technical topics that the State of New Hampshire will consider in selecting a Solution for the Fuel Management System. Vendors must limit narrative responses describing the Software, Technical, Services and Project Management topics defined for this Project. The following table identifies specific topics for narratives. A page limit is identified for each topic. If a response to a topic exceeds the page limit, the State will limit its consideration to the prescribed page limit. Vendors must respond to each number item, and will not change ordering or combine items. This section provides a series of topics related to the proposed Software Solution described in RFP. Topic Page Limit D-1 Proposed Software Solution Topic 1 – Description of Solution 10 Topic 2 – Software Architecture 7 Topic 3 – Software Releases 5 Topic 4 – User Friendliness and Usability 10 Topic 5 – IT Standards 2 Topic 6 – Data Import/Export Standards 3 D-2 Technical, Services and Project Management Experience D-2.1 Security and Protection of Data Topic 7 – System Security 10 Topic 8 – Backup and Recovery 2 Topic 9 – Assurance of Business Continuity 3 Topic 10 – Historical Data 3 Topic 11 - Security Testing 6 D-2.2 State Personnel and Training Topic 12 - User Training Approach 3 Topic 13 – Preparation of State Staff 3 D-2.3 Project Execution Topic 14 – Implementation Approach 10 Topic 15 – Testing 6 Topic 16– Migration Strategy 4 Topic 17 – Environment Setup 4 D-2.4 Project Management Competence Topic 18 - System Acceptance Criteria 6 Topic 19 - Status Meetings and Reports 3 Topic 20 - Risk and Issue Management 3 Topic 21 - Scope Control 2 Topic 22 - Quality Assurance Approach 6 Topic 23 - Work Plan No Limit STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 33 of 96 NHDOT-RFP 2020-003 6/5/2020 Topic Page Limit D-2.5 Ongoing Operations Topic 24 - Hosted System 5 Topic 25– Support and Maintenance 4 D-2.6 Optional Topic 26 – Credit Card/ACH Processing 4 D-1 PROPOSED SOFTWARE SOLUTION TOPIC 1 – DESCRIPTION OF SOLUTION Response Page Limit: 10 The State will evaluate whether the proposed Solution includes the required features. Provide a detailed description of your proposed Software Solution, including features and functionality. 1. Is your product used for a similar functionality at another State agency? If so, provide a description of the system and environment. 2. In what ways does your proposed Solution adhere to the business and technical requirements? 3. Is your product dependent on an existing solution not included in this proposal? 4. In what ways does your proposed solution improve our current FDS system capabilities? 5. In what ways does your proposed solution provide enhanced ease of use for both the inspectors and the administrative users? 6. Provide an appendix with sales literature describing the functionality of the proposed Software. Provide a table with references to pages in the appendix that describe functionality addressed for all appropriate topics for narrative responses. TOPIC 2 – SOFTWARE ARCHITECTURE Response Page Limit: 7 The State will evaluate the degree to which the architecture can be supported over an extended period, including the ease of support. Provide a description of the technical architecture of the proposed Solution. 1. What are the benefits of your proposed platform? 2. Is the proposed Software based upon a 3-tiered, browser-based architecture? 3. Does any part of the proposed Solution require Software (other than a browser) to be installed on the client workstation? If yes, describe Software that must be installed and the access authorization level required to install it. 4. What add-on or third-party Software is required to support the functionality desired by the State? 5. What programming languages are used for development, configuration, and customization of the proposed Solution? STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 34 of 96 NHDOT-RFP 2020-003 6/5/2020 6. What components of the Software, such as middleware, are proprietary? 7. Is the solution dependent on open source software? 8. What is the growth potential of the proposed System? 9. What is the timeframe for technical obsolescence of the proposed Software? (For the purpose of this question, the version of the proposed Software would be considered obsolete when support is no longer available.) 10. When was the core Software written? TOPIC 3 – SOFTWARE RELEASES Response Page Limit: 5 The State will evaluate the degree to which the Software appears likely to evolve and the burden, if any, of keeping pace with the expected evolution. Discuss the following aspects of anticipated future releases of the proposed Software. Coverage should include but not be limited to the following: 1. What types (maintenance, enhancement, other) of releases are planned? 2. What is the historical (past 3 years) and expected frequency of each type of new release? 3. What is the version of the current release? 4. How is the content of future releases determined? 5. How is the content of a release communicated to the client? 6. Do government clients have input through a users’ group or some other mechanism? 7. Provide an average timeframe for reported Defects to be identified, corrected and incorporated in to the next release. 8. Are enhancements made for specific clients included in future releases? 9. What specific enhancements are planned for release within the next 24 months? 10. Can components of a release be applied individually or by module without adversely affecting the overall functionality of the System? 11. How long is a release supported? 12. How are Defects prioritized? TOPIC 4 – USER FRIENDLINESS AND USABILITY Response Page Limit: 10 The State values software that is compatible with its intended user's ability to use it easily and successfully. 1. To what extent is the Software intuitive based on the likelihood that the user has experienced other applications with similar graphic user interfaces. 2. How efficient is the Software in terms of the number of operations required to perform basic tasks? 3. How does the Vendor’s proposed training process support the application? 4. How much time is required to make new users fully functional and able to input into the system? 5. Explain any function driven capabilities that exist in the proposed application. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 35 of 96 NHDOT-RFP 2020-003 6/5/2020 TOPIC 5 – IT STANDARDS Response Page Limit: 2 The State will evaluate the degree to which IT standards used in the Vendor provided product are compliant with other State Systems, or utilize existing State standards. The proposed Solution must comply with Open Standards and Open Data Formats as mandated by RSA chapter 21-R: Open Standards (HB418 2012). 1. Describe the degree to which your solution complies with information technology standards mentioned on the State of NH web site: http://www.nh.gov/doit/vendor 2. Is the proposed application considered Open Source Software? 3. Does it comply with Open Standards, including but not limited to Open Data Formats? 4. Describe the degree to which the proposed Solution meets the requirements of RSA chapter 21-R:10, 21-R:11, 21-R:13. 5. Identify what industry standards are incorporated in to the Solution. 6. Identify whether standards employed are national in origin or are unique to the proposed Software. TOPIC 6 – DATA IMPORT/EXPORT STANDARDS Response Page Limit: 3 The State will evaluate the ease of interfacing with our current Data import and export layouts for Data exchange. The State anticipates that there will be need to interface systems to the Solution, at minimum to the DOT Data Warehouse. Describe the mechanisms and tools included in the proposed System to implement these interfaces. Be sure to address the following aspects of this topic: 1. What types of interfaces are possible with the proposed System (e.g., online, batch, etc.)? 2. Can the interface be provided as a Web Service? 3. What are the Extract, Transform, Load (ETL) options available? 4. What data is available to other systems? What data may be imported/updated from other systems? 5. What data (if any) isn’t available for import/export? 6. What tools are provided with the system for the development of interfaces? 7. What scheduling tools are required for initiation of interfaces? Are these tools included with the proposed software? 8. Are there any constraints upon the timing of batch interfaces? 9. Does the system employ standard definitions or file layouts for interfaces? If so, include a sample in an appendix. 10. What standard interface formats are used with the proposed software? What degree of flexibility is available? D-2 TECHNICAL, SERVICES AND PROJECT MANAGEMENT EXPERIENCE D-2.1 SECURITY AND PROTECTION OF DATA http://www.gencourt.state.nh.us/rsa/html/I/21-R/21-R-10.htm http://www.gencourt.state.nh.us/rsa/html/I/21-R/21-R-10.htm http://www.gencourt.state.nh.us/rsa/html/I/21-R/21-R-10.htm STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 36 of 96 NHDOT-RFP 2020-003 6/5/2020 TOPIC 7 – SYSTEM SECURITY Response Page limit: 10 The State will evaluate the degree to which System issues can be avoided. Software Systems must be reliable, regardless of how they are delivered. The State’s workers and citizens expect government Services and information to be reliable and available on an ongoing basis to ensure business continuity. The State must ensure that appropriate levels of security are implemented and maintained in order to protect the integrity and reliability of its Information Technology resources, information, and Services. State resources, information, and Services must be available on an ongoing basis, with the appropriate infrastructure and security controls to ensure business continuity and safeguard State networks, Systems and Data. The State will evaluate the degree to which the proposed System is designed and architected to ensure the confidentiality and integrity of its valued asset, Data. Describe the System security design and architectural features incorporated into the proposed Software. At a minimum, discuss the following: 1. The identification and authentication methods used to ensure that users and any interfacing applications are identified and that their identities are properly verified. 2. The authorization methods used to ensure that users and client applications can only access Data and services for which they have been properly authorized. 3. The immunity methods used to ensure that unauthorized malicious programs (e.g., viruses, worms and Trojan horses) do not infect the application. 4. The methods used to ensure that communications and Data integrity are not intentionally corrupted via unauthorized creation, modification or deletion. 5. The methods used to ensure that the parties to interactions with the application cannot later repudiate or rebut those interactions. 6. The Intrusion Detection methods used to ensure the detection, recording and review of attempted access or modification by unauthorized individuals. 7. The privacy methods used to ensure that confidential Data and sensitive communications are kept private. 8. The System maintenance methods used to ensure that System maintenance does not unintentionally disrupt the security mechanisms of the application or supporting hardware. 9. The testing methods conducted to load and stress test your Software to determine its ability to withstand Denial of Service (DoS) attacks. 10. Your Software patch schedule employed to protect the Software from new security vulnerabilities as they arise. 11. The ability of your Software to be installed in a “locked-down” fashion so as to turn off unnecessary features (user accounts, operating System services, etc.) thereby reducing the Software’s security vulnerabilities and attack surfaces available to System hackers and attackers. The notification and escalation process in the event of an intrusion. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 37 of 96 NHDOT-RFP 2020-003 6/5/2020 Describe the System assurance provisions incorporated into the proposed Software. At a minimum, discuss the following: 1. What process or methodology is employed within the proposed Software to ensure Data integrity? 2. To what degree does your approach rely on System assurance capabilities of the relational database management system (RDMS)? 3. If multiple databases are employed, what extra procedures are employed to ensure synchronization among databases? TOPIC 8 – BACKUP AND RECOVERY Response Page Limit: 2 The State will evaluate the degree to which proposed backup and recovery processes protect mission-critical Data, ease of use of these processes, and impact of these processes on operation of the System. The State seeks a sound backup and recovery provision as part of the Solution. Describe the tools used for backup and recovery of applications and Data. Describe the impact of the proposed backup process on the operation of the System. Also, address the following: 1. Use of and method for logging and journaling; 2. Single points of failure and recommended approaches for their elimination; 3. Approach to redundancy; 4. Please enumerate your high-level methodology for creation of a Disaster Recovery Plan; and 5. Impact of Software license fees. 6. State believes that additional Software license fees solely related to redundancy for backup and recovery would be inappropriate. If the Proposal differs from this standard, describe and provide rationale for the difference. 7. Define how frequently recovery files and processes are tested. 8. Describe your methodology for ensuring backups are free from Ransomware or other similar corruption of data. TOPIC 9 – ASSURANCE OF BUSINESS CONTINUITY Response Page Limit: 3 The State will evaluate the degree to which the proposed plan to assure business continuity mitigates risk to the State, and it’s potential for Implementation (cost effective and easy to implement). 1. The State intends to consider provision for assurance of business continuity as an optional component of the Solution. Please provide a plan for business continuity if a disaster occurs at the data center that is hosting the proposed Solution. This is an optional requirement and will be included or excluded depending on any additional cost associated with the plan. 2. The State believes that additional Software license fees solely related to redundancy for assurance of business continuity would be inappropriate. If the Proposal differs from this standard, describe and provide rationale for the difference. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 38 of 96 NHDOT-RFP 2020-003 6/5/2020 3. Please enumerate your high-level methodology for creation of a Business Continuity Plan. TOPIC 10 – HISTORICAL DATA Response Page Limit: 3 The State will evaluate the degree to which the proposed Solution provides for the ability to view historical transactions. 1. Describe in detail the manner in which users and system administrators can view transactional Data. 2. Please describe your experience with organizations similar to the Department of Transportation and discuss what historical data they have and have not converted/migrated into the new system. 3. How many years of historical data is typically converted in a project similar to this one? Describe how you will help Department of Transportation determine the right number of years to convert. TOPIC 11 – SECURITY TESTING Response Page Limit: 6 The State will evaluate the Vendor’s approach to security testing. 1. Describe the testing tools and methodologies used for testing the security of the Software application and hosting environment. 2. How can you ensure the security and confidentiality of the State Data collected on the system? 3. What security validation Documentation will be shared with the State? 4. Do you use internal or external resources to conduct security testing? D-2.2 STATE PERSONNEL AND TRAINING TOPIC 12 – USER TRAINING APPROACH Response Page Limit: 3 The State will evaluate whether the training approach is likely to prepare users adequately to use the new System from the day of deployment, including maximum knowledge transfer to allow the State to conduct its own training in the future. The State understands the importance of training for a successful Software Implementation. The State seeks a detailed discussion of training alternatives in addition to a recommended training approach. 1. Describe the process for an assessment of needs; identifying casual, power, and specialty users; developing a curriculum for each audience; and conducting, evaluating, and refining training courses. 2. Questions to address include, but are not limited to, the following: a. What type of training (instructor led vs. computer based) will be used for each purpose and why? b. What methods will be employed to evaluate training activities? STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 39 of 96 NHDOT-RFP 2020-003 6/5/2020 c. How will training be coordinated with other user support activities? d. Will manuals be adequate to enable trained users to research answers to their own questions? e. If the perception is that they are not adequate, can those manuals be quickly revised? f. How will the State be prepared to conduct ongoing training after Implementation is completed? g. Are training manuals on-line and maintained as part of a maintenance agreement? TOPIC 13 - PREPARATION OF STATE STAFF Response Page Limit: 3 The State will evaluate whether the provisions to prepare State staff participating in the Project will enable the staff to contribute appropriately. 1. Describe how State staff assigned to the Project Team will be prepared to contribute. 2. Provide an overview of Project Team interactions and dependencies between functions. D-2.3 PROJECT EXECUTION TOPIC 14 – IMPLEMENTATION APPROACH Response Page Limit: 12 The State will evaluate the quality of analysis, reasonableness, and flexibility evident in the proposed Implementation approach. Provide one or more feasible Implementation plans. For each plan provided: 1. Identify timeframes for major milestones, including timing for discontinuing legacy Systems; 2. Discuss cost implications of the plan, including implications on maintenance fees; 3. Address the level of risk associated with the plan. 4. What are the highlights (key selling points) of your proposed approach? 5. What makes your proposed implementation approach unique in consideration of your competitors? 6. To assist the State in evaluation of the Implementation Plan or plans discussed, identify the Implementation Plan used as a basis for the cost Proposal. 7. The ability to dispense fuel is paramount for this to be a success, provide details of how you propose to manage: a. Discuss approach for replacing equipment and timeframes that a site will be down during the conversion. b. How you would manage site maintenance during the transition c. How you would manage software and system maintenance during the transition d. How you would manage operational issues such as internet outages. TOPIC 15 – TESTING Response Page Limit: 6 – Appendix Required STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 40 of 96 NHDOT-RFP 2020-003 6/5/2020 The State will evaluate the quality of support the Vendor will supply to assist State testing staff and the effectiveness of the proposed Defect tracking and resolution process. The ability of the State Project leadership to participate in analysis, classification, and establishment of priorities for suspected Defects will also be evaluated. State staff will conduct Acceptance Testing, but support from the selected Vendor is required; refer to Appendix G-2: Testing Requirements. To define the type of support that will be provided, address the following questions: 1. Describe your testing methodology and include a proposed test plan. 2. Will configured Software be delivered in functional components for State Acceptance Testing? 3. How much time should the State allow to complete User Acceptance Testing of a component? 4. What test management and test driver tools will be employed in quality assurance testing prior to delivery of code to the State? Will these tools be available to the State for use in Acceptance Testing? 5. What support will be provided to prepare State staff during Acceptance Testing? How will on-site support for the State testing team be provided? 6. How will members of the testing team be prepared to test the configured Software? 7. What Documentation of configured Software will be available to the testing team? 8. Based on experience in similar Projects, how many and what types of Defects are likely to be encountered in Acceptance Testing? (Include metrics from other Projects to support this response.) 9. How much time is available for comprehensive testing and correction of Defects prior to Implementation? Based on metrics from similar Projects, is it sufficient? (Provide information from other Projects to support this response.) 10. If frequency exceeds the expected level, what corrective actions will be instituted? 11. How quickly will a suspected Defect be investigated, and what classifications are planned for suspected Defects? 12. How quickly will Software Defects be corrected? 13. What tools will be used to document and track status of suspected Defects? 14. What specific Software tools will be used to isolate performance problems? 15. Will these tools be available to the State after the Project is completed? 16. What role will the State play in classification and prioritization of Defects? 17. Will System performance be measured and documented using the State’s infrastructure and Data? If yes, how? 18. Provide a sample User Acceptance Test Plan from a completed Project as an appendix. TOPIC 16 – MIGRATION STRATEGY Response Page Limit: 4 The State will evaluate the degree to which the Vendor will ensure that Data conversion is effective and impacts State staff to the minimum extent possible. 1. It is our assumption that the Data Conversion/Migration Plan is a deliverable that will ultimately lay out the plan required to convert and migrate data from Department of Transportation legacy system to the new environment. Please discuss your high-level STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 41 of 96 NHDOT-RFP 2020-003 6/5/2020 approach to carrying out data conversion/migration activities. Be sure to discuss software tools and processes used to support this effort. 2. Describe the approach that will be used for assessing Data quality and conducting Data cleansing prior to conversion. Please be sure to include whose responsibility it will be and the process you are proposing to deal with incomplete records in the legacy system. 3. Discuss the use of automated tools in Data conversion. When will automated tools be used? When will manual intervention be required? 4. What data do you know will be challenging to convert/migrate and why? What special approach will you recommend as part of the planning document to help reduce the impact of this challenge on this project? 5. Please discuss your approach to working with the Agency to document a data conversion/migration plan and process. Please also describe how you will determine how much historical data is available and what is appropriate to be made available within the new system. 6. Define expectations for State and Vendor roles during the development of the data conversion/migration plan and process. 7. What lessons learned can you share with us from other implementations that are important to understand as part of development of the data conversion/migration plan and process? TOPIC 17 – ENVIRONMENT SETUP Response Page Limit: 4 The State will evaluate whether proposed environments are sufficient to satisfy Project needs, including phased Implementation. 1. Describe the different Software and hardware environments required for the concurrent development, testing, and production of the proposed Solution. Discuss how the proposed environments support the Implementation of the hosted Solution, including all necessary training. 2. The State believes that additional Software License fees solely related to establishing environments for normal development lifecycle would be inappropriate. If the Proposal differs from this standard, describe and provide rationale for the difference. 3. Discuss how the proposed environments support the Implementation of the hosted Solution, including all necessary training. D-2.4 PROJECT MANAGEMENT COMPETENCE TOPIC 18 – SYSTEM ACCEPTANCE CRITERIA Response Page Limit: 6 The State will evaluate whether proposed Acceptance criteria will assure the State that the new System is functioning effectively before being turned over for State for User Acceptance Testing. 1. Propose measurable criteria for State Final Acceptance of the System. 2. Discuss how the proposed criteria serve the interest of the State. STATE OF NEW HAMPSHIRE Department of Transportation Fuel Management System NHDOT - RFP 2020-033 APPENDIX D: TOPICS FOR MANDATORY AND NARRATIVE RESPONSES Page 42 of 96 NHDOT-RFP 2020-003 6/5/2020 TOPIC 19 – STATUS MEETINGS AND REPORTS Response Page Limit: 3 – Appendix Required The State will evaluate the degree to which Project reporting will serve the needs of State Project leaders. The State believes that effective communication and reporting are essential to Project success. At a minimum, the State expects the following: 1. Introductory Meeting: Participants will include Vendor Key Project Staff and State Project leaders from both the Department of Transportation and the Department of Information Technology. This meeting will enable leaders to become acquainted and establish any preliminary Project procedures. 2. Kickoff Meeting: Participants will include the State and Vendor Project Teams and major stakeholders. This meeting is to establish a sound foundation for activities that will follow. 3. Status Meetings: Participants will include, at a minimum, Vendor Project Manager and the State Project Manager. These meetings, which will be conducted at least biweekly, will address overall Project status and any additional topics needed to remain on Schedule and within budget. A status and error report from the Vendor will serve as the basis for discussion. 4. The Work Plan: must be Reviewed at each Status Meeting and updated, at minimum, on a biweekly basis, in accordance with the Contract. 5. Special Meetings: Need may arise for a special meeting with State leaders or Project stakeholders to address specific issues. 6. Exit Meeting: Participants will include Project leaders from the Vendor and the State. Discussion will focus on lessons learned from the Project and on follow up options that the State may wish