· Web viewDevelop training materials suitable for delivery during a two-day seminar for public safety officials including police chiefs, fire chiefs, …

Appendix JRequirements Cross Reference

RFQ RequirementProposal

Page Section ParagraphIV-3. Requirements

A. Personnel Requirements

1. The selected Contractor or its proposed subcontractors must have five (5) years’ experience in working with public safety agencies (nationally and/or in Pennsylvania) and must include the following in its response:a. Demonstrated experience in general planning and project managementb. Demonstrated experience in document development, including application of federal plain language guidelinesc. Demonstrated experience in data management principles and best practicesd. Demonstrated experience with and understanding of the data transmission needs of public safety agencies including law enforcement, fire protection, emergency medical services and related health entities, emergency management agencies, transportation officials, National Guard, and any and all other potential users of the NPSBNe. Knowledge of the provisions of the Middle Class Tax Relief and Job Creation Act of 2012 as they pertain to the construction of the NPSBNf. Technical knowledge of the capabilities and limitations of 4G LTE technology and its proposed utilization of the 20 Mhz of spectrum in the 700 Mhz range for data transmission needs of public safety users

g. Demonstrated experience in developing and executing MOAs

h. Demonstrated experience and/or ability to conduct budgetary development and tracking as it relates to grant programs

i. Demonstrated experience and/or ability in website construction

j. Familiarity with Commonwealth procurement rules

k. Demonstrated experience in implementing wireless data solutions for public safety agenciesl. Demonstrated experience in deployment of large scale (minimum of county level) deployment of public safety radio and/or data systems, including experience with large scale implementations which cross agencies/boundariesm. Knowledge and experience with telecommunications policy, economic development, and other related areas. The Contractor should demonstrate subject matter expertise with telecommunications regulations and policy, both at state and federal levels, and familiarity with relevant documentation, programs, and developments.

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Page Section Paragraphn. Experience with broadband-related projects, including outreach and promotion, demand aggregation, adoption, and deployment of broadband infrastructure.o. Ability to develop training and outreach programs for local and state government officials and public safety entities from across the Commonwealth of Pennsylvania in order to educate and gather information required by FirstNet.p. Demonstrated experience with large scale data collection, integration, analysis, and visualization utilizing geographic information systems (GIS).q. Demonstrated experience with financial modeling and analysis, and the ability to develop and/or evaluate alternative business models, such as public private partnerships, which could be utilized in operating the network.2. All employees of the selected Contractor and subcontractors working or hired to work on this project will be subject to a PSP criminal history background investigation and fingerprinting. Employees must be approved by the PSP before commencing work. For each individual proposed by the Contractor to perform work on the project, including the Project Manager, the following items of information must be provided:

a. Name (to include maiden names and/or aliases)

b. Social Security Number

c. Date of Birth

d. Sex

e. Race

B. Project Execution Requirements

The selected Contractor must complete all actions necessary to perform the tasks and provide the deliverables described in Section IV-4 and IV-5.All deliverables must be submitted in an editable electronic format approved by PSP, such as Microsoft Office.

C. Project Management Requirements

The selected Contractor must perform all actions necessary to manage the project and provide the project reports and control described in Section IV-6.

D. Website Requirements

1. The website developed for this project will be hosted by the Commonwealth and must use Microsoft-compatible technologies.

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Page Section Paragraph2. The website must incorporate the look and feel of the existing PSP public website.3. The website must be accessible via the existing PSP public website and link back to it.

IV-4. Phase I Tasks

The selected Contractor must complete the following tasks and produce the deliverables indicated below. For all written deliverables, the selected Contractor must provide a first draft and any follow-up drafts. PSP will review drafts and provide comments. The selected Contractor must revise the drafts until the deliverable is accepted by PSP in writing.In responding to the RFQ, Contractors are encouraged to propose additional tasks not included in this list if necessary. Each additional task proposed by the respondent must follow the same Task-Deliverable description as detailed below separate and distinct from the respondent’s proposal for completing that work.A. Develop and maintain a list of all potential public safety users and associated stakeholders

1. Task Description:

Develop a list of all potential public safety users of the NPSBN and associated stakeholders within the Commonwealth. Review the list monthly to ensure information is current.

2. Deliverable:

Comprehensive list of all potential public safety users of the NPSBN and associated stakeholders within the Commonwealth.a. Deliverable Description: This document must include the more than 1200 police departments, 1400 fire departments, 1000 EMS providers, EMA directors, 9-1-1 directors, hospitals, utilities, transportation officials, and other stakeholders including associations and regional planning commissions as deemed relevant.b. Acceptance Criteria: The list must contain, at a minimum, the following information for each entity identified: jurisdiction, agency, discipline, personnel count, prospective use, and an indication of whether or not the agency currently subscribes with a commercial wireless carrier to deliver data to its personnel.c. Due Date: Completed list twelve (12) weeks after award or as negotiated with PSP. Monthly updated lists within five (5) calendar days of the month’s end.

B. Develop training materials for education and outreach programs


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Page Section ParagraphDevelop training materials suitable for delivery during a two-day seminar for local elected officials including mayors, county and township commissioners, council members, etc.Develop training materials suitable for delivery during a two-day seminar for public safety officials including police chiefs, fire chiefs, EMS administrators, hospital administrators, EMA directors, emergency task forces, port and border control agencies etc., and other relevant stakeholders/partners including public safety associations, regional planning districts/committees/task forces, state and local technical assistance personnel, other support organizations, etc.

2. Deliverable:

Elected official training material

Public safety practitioner training material

a. Deliverable Description:

i. All handouts, syllabus, instructor’s notes, and any other materials deemed necessary to deliver the programs. Format may include PowerPoint, webinars, handouts, reference materials, etc.

b. Acceptance Criteria:

i. Programs maximize the time allotted to educate the audience on the details of the NPSBN and enable meaningful dialogue and feedback on the audiences’ concerns and requirements from the NPSBN. ii. Programs meet the goals and objectives of the education and outreach as set forth by FirstNet.

c. Due Date: Eight (8) weeks after award or as negotiated with PSP.

C. Coordinate the planning and administration of two-day education and outreach seminars


a. Plan up to nine regional education and outreach sessions with stakeholders, including three in the Harrisburg/Philadelphia area, two in the Pittsburgh area, one in the Northwest Pennsylvania area, one in the Northeast Pennsylvania area, and two in the North Central Pennsylvania area.

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Page Section Paragraphb. Identify venues and handle all logistical issues including reserving and paying for conference facilities, reserving and paying for rooms for conference attendees, and arranging for meals as appropriate, etc. Ensure the booking and conduct of the seminars is done in compliance with all Commonwealth travel policies and federal per diem guidelines, including Commonwealth Management Directive 230.10, Commonwealth Travel Policy, and OMB Circular A-87, Section 27, Meetings and Conferences and Attachment B, Section 14, Entertainment. Ensure conference expenses are in accordance with federal guidelines for allowable grant expenditures. Engage with appropriate Commonwealth personnel to insure all procedures and policies are appropriately followed.c. Identify county emergency management personnel, county 911/communications directors, public safety personnel and elected officials. Create and maintain a mailing list for both electronic mail and traditional mail. Invite public safety personnel and elected officials from mailing list via direct mailings, e-mail, public advertising, or other means deemed appropriate. Vet the respondents to insure they are on the list of potential public safety users developed in Section IV-4.A.2. Deliverable:

Pre-seminar and Post-seminar documentation packages.

a. Deliverable Description: For each education and outreach seminar include:

i. Pre-seminar

a. Mailing list

b. Vetted list of expected attendees broken down by position/disciplinec. Documentation of all bookings and reservations for venues, rooms, and meals

ii. Post-seminar

a. Verified list of actual attendees, their agency and position within the agency, or if elected official, the office which they hold, physical mailing address, email address, telephone number

b. Receipts for all payments

c. Written verification of payments meeting Federal and Commonwealth guidelinesb. Acceptance Criteria: All payments must be made according to Federal and Commonwealth guidelines, and all documentation must demonstrate that the guidelines were followed.

c. Due Date:

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Page Section Paragrapha. Pre-seminar deliverables at least twenty (20) days business days before each seminar or as negotiated with PSP, with the first seminar scheduled to occur within sixteen (16) weeks of award and the last seminar completed within four (4) to six (6) months of the first seminar.b. Post-seminar deliverables within ten (10) business days after each seminar or as negotiated with PSP.D. Deliver training and facilitate information gathering at up to nine seminars


Delivery of presentations, facilitation of sessions, and information gathering as needed.

2. Deliverable:

Documentation of all formal information gathering sessions

a. Deliverable Description: This document must contain a copy of all material presented or distributed at the seminar, and a detailed summary of all information obtained from the attendees as to their questions, and requirements of the NPSBN. The document must also contain a listing of any significant issues which arose during the seminar which had not been previously addressed or contemplated, if any.b. Acceptance Criteria: The document must be delivered in both hard copy and electronic format, including all attachments.c. Due Date: Within three (3) business days after each seminar or as negotiated with PSP.E. Develop MOAs for sharing state and local infrastructure with FirstNet1. Task Description:

Work with legal counsel to develop a template for an MOA which would be appropriate to facilitate the possible sharing of both state and local infrastructure with FirstNet. Consult with FirstNet regarding the MOAs.

2. Deliverable:

MOA template.

a. Deliverable Description: This document must contain a template for a Memorandum of Agreement for sharing of both state and local infrastructure with FirstNet which is adaptable and useful for both levels of government for all possible infrastructure.b. Acceptance Criteria: The document must be approved by Commonwealth legal counsel.

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Page Section Paragraphc. Due Date: Sixteen (16) weeks after award or as negotiated with PSP.

F. Develop Staffing Plans for data collection


Determine appropriate Commonwealth and local stakeholders to serve on a data collection sub-committee.Determine proposed dates and durations of a future data collection in consultation with FirstNet.

2. Deliverable:

Staffing plan

a. Deliverable Description: This document must contain proposed dates and durations of data collections for appropriate Commonwealth and local stakeholdersb. Acceptance Criteria: The document must contain an appropriate number of volunteers from across the Commonwealth, representative of a diverse cross-section of the agencies and/or disciplines identified in Section IV-4.A.2.a.c. Due Date: Twenty-six (26) weeks after award or as negotiated with PSP.

G. Revise the SCIP


Revise the current SCIP to be more reflective of current needs and expectations. Current SCIP can be found in Appendix N, PA Statewide Communications Interoperability Plan. Update all current, relevant provisions and remove dated material which is no longer useful or relevant.

2. Deliverable:

Updated and revised SCIP.

a. Deliverable Description: The revised SCIP must maintain the general structure of the current SCIP.b. Acceptance Criteria: The document must meet the following: Must meet with PSP approval.c. Due Date: Fifty-two (52) weeks after award or as negotiated with PSP.H. Develop and maintain a document/spreadsheet to track the Commonwealth’s matching expenditures1. Task Description:

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Page Section ParagraphDevelop and maintain a document/spreadsheet for tracking the Commonwealth’s hard and soft matching expenditures eligible for the SLIGP grant. Track direct expenditure of Commonwealth funds and soft match expenditures including personnel costs. Update the document/spreadsheet weekly.

2. Deliverable:

Completed document/spreadsheet that tracks the Commonwealth’s hard and “soft match” expenditures for the SLIGP granta. Deliverable Description: At a minimum, this document/spreadsheet must include all types of data contained in the example in Appendix M, Expenditure Tracking example.b. Acceptance Criteria: The completed document/spreadsheet must demonstrate the Commonwealth fulfillment of the matching requirement, or contain an up-to-date accounting of hard and “soft match” expenditures at the expiration of the selected Contractor’s contract.

c. Due Date: Must be updated weekly after award.

I. Create a web-site for education and outreach


Design and build a public website to educate local elected officials and public safety officials concerning all of the issues surrounding the NPSBN project, as well as allowing a feedback mechanism. Consult with the PSP Bureau of Information Technology regarding the look and feel of the website. Provide any support necessary to PSP in hosting the website.

2. Deliverable:

Fully functional education and outreach website.

a. Deliverable Description: The website must meet the requirements in Section IV-3.D. The website must be capable of being utilized to post relevant educational items and to accept feedback from elected officials and public safety officials in regards to the NPSBN. Contact information must be collected from anyone providing feedback.b. Acceptance Criteria: Administrative capability of the website must allow all personnel on the PSP-provided list of authorized information posters to add informational content to the site without requiring assistance from technical personnel. Feedback provided by elected and public safety officials must be delivered privately to designated PSP personnel. Acknowledgement of receipt of the feedback must be provided to the person who provides it.c. Due Date: Twelve (12) weeks after award or as negotiated with PSP.

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Page Section ParagraphJ. Create a secure SharePoint site


Develop, host and administer a secure SharePoint site to facilitate information sharing among the CPC and other committees that may be formed.

2. Deliverable:

Fully functional, secure SharePoint site

a. Deliverable Description: The SharePoint site must be capable of being utilized to share information between all authorized users and guests, regardless of location.b. Acceptance Criteria: Administrative capability of the SharePoint site must allow all personnel on the PSP-provided list of authorized users to add and access content without requiring assistance from technical personnel. Guest users must be restricted to read-only access to specified information.

c. Due Date: Two (2) weeks after award or as negotiated with PSP.

K. Develop task descriptions and a corresponding budget for Phase II activities.


Determine and document tasks that are necessary to meet the Phase II requirements that will be released by FirstNet during execution of Phase I.Extend the Phase I project plan to include Phase II activities and revise as necessary.

Develop a budget for Phase II activities.

2. Deliverable:

Phase II task description, project plan, and budget.

a. Deliverable Description: The format for the task documentation must include the deliverable description, acceptance criteria, and due dates. The extended project plan must maintain the general structure of the Phase I project plan. The budget must be documented in an Excel spreadsheet.b. Acceptance Criteria: Tasks documented for Phase II must include all actions necessary to meet the requirements issued by FirstNet. The budget for those tasks must stay within PSP-defined funding limits.c. Due Date: Four (4) weeks after Phase II requirements are released by FirstNet, or within 4 weeks of award, whichever is later.

IV-5. Optional Phase II Tasks

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Page Section ParagraphA. Collect data required for Phase II


Complete all data collection tasks defined during Phase I.

Work with the CPC and all other stakeholders in developing coverage requirements for the network.Work with and review data already collected by the Office of Emergency Communications of the Department of Homeland Security, the broadband and geospatial divisions of the Office of Administration, and other sources of relevant data..Work with the CPC to develop hardening requirements in accordance with FirstNet expectations and guidance for “public safety grade” infrastructure.Conduct an inventory of all available assets within the commonwealth which could be utilized in the construction of the network, including towers and other relevant infrastructure. Document infrastructure data collected in Phase II.

2. Deliverable:

Coverage requirements.

Detailed infrastructure inventory

a. Deliverable Description: Infrastructure inventory must include documents, spreadsheets, databases, geodatabases, GIS shape files, LTE Propagation studies, and Coverage Predictions.b. Acceptance Criteria: The document must contain information from all respondents and must be in a format approved by PSP

c. Due Date:

i. Coverage requirements Eight (8) weeks after kickoff of Phase II or as negotiated with PSP. ii. Infrastructure inventory Twenty-six (26) weeks after kickoff of Phase II or as negotiated with PSP.

B. Develop training materials for infrastructure seminars


Develop infrastructure training materials suitable for delivery during a two-day seminar for county emergency managers and 911 directors.

2. Deliverable:

Training materials.

a. Deliverable Description:

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Page Section Paragraph ii. All handouts, syllabus, instructor’s notes, and any other materials deemed necessary to deliver the programs. Format may include PowerPoint, webinars, handouts, reference materials, etc.

b. Acceptance Criteria:

iii. Programs maximize the time allotted to educate the audience on the details of the NPSBN and enable meaningful dialogue and feedback on the audiences’ concerns and requirements from the NPSBN. iv. Programs meet the goals and objectives of the education and outreach as set forth by FirstNet.c. Due Date: Eight (8) weeks after kickoff of Phase II or as negotiated with PSP.C. Coordinate the planning and administration of two-day infrastructure seminars1. Task Description:

a. Plan three county infrastructure seminars with stakeholders, to be held in the Pittsburgh area, the State College area, and the Philadelphia area.b. Identify venues and handle all logistical issues including reserving and paying for conference facilities, reserving and paying for rooms for conference attendees, and arranging for meals as appropriate, etc. Ensure the booking and conduct of the seminars is done in compliance with all Commonwealth travel policies and federal per diem guidelines, including Commonwealth Management Directive 230.10, Commonwealth Travel Policy, and OMB Circular A-87, Section 27, Meetings and Conferences and Attachment B, Section 14, Entertainment. Ensure conference expenses are in accordance with federal guidelines for allowable grant expenditures. Engage with appropriate Commonwealth personnel to insure all procedures and policies are appropriately followed.c. Identify county emergency management personnel and county 911/communications directors. Create and maintain a mailing list for both electronic mail and traditional mail. Invite persons from mailing list via direct mailings, e-mail, public advertising, or other means deemed appropriate. Vet the respondents to insure they are on the list of potential public safety users developed in Section IV-4.A.

2. Deliverable:

Pre-seminar and Post-seminar documentation packages.

d. Deliverable Description: For each infrastructure seminar include:

iii. Pre-seminar

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Page Section Paragrapha. Mailing list

b. Vetted list of expected attendees broken down by position/disciplinec. Documentation of all bookings and reservations for venues, rooms, and meals

iv. Post-seminar

a. Verified list of actual attendees, their agency and position within the agency, or if elected official, the office which they hold, physical mailing address, email address, telephone number

b. Receipts for all payments

c. Written verification of payments meeting Federal and Commonwealth guidelinese. Acceptance Criteria: All payments must be made according to Federal and Commonwealth guidelines, and all documentation must demonstrate that the guidelines were followed.

f. Due Date:

a. Pre-seminar deliverables at least twenty (20) business days before each seminar or as negotiated with PSP, with the first seminar scheduled to occur within 8 weeks of the initiation of Phase II, and the last seminar completed within 16 weeks of the first seminar.b. Post-seminar deliverables within ten (10) business days after each seminar or as negotiated with PSP.D. Deliver training and facilitate information gathering at three infrastructure seminars1. Task Description:

Delivery of presentations, facilitation of sessions, and information gathering as needed.

2. Deliverable:

Documentation of all formal information gathering sessions

a. Deliverable Description: This document includes a detailed summary of all information obtained from the attendees including their questions, and requirements of the NPSBN. The document must also contain a listing of any significant issues which arose during the seminar which had not been previously addressed or contemplated, if any.b. Acceptance Criteria: The document must be delivered in both hard copy and electronic format, including all attachments.c. Due Date: Within three (3) business days after each seminar or as negotiated with PSP.

E. Develop or evaluate business models for operating the network.

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Page Section Paragraph1. Task Description:

Evaluate business models being offered by Rivada, P3, Motorola, etc., which offer the potential for operating the network in such a manner as to provide funding through sources other than the primary public safety first responders (police, fire , ems). Assess viability and legality for sustaining the network.If no existing model is deemed suitable by PSP, develop an alternate model.

2. Deliverable:

A written evaluation of business models which could be utilized to operate the network.a. Deliverable Description: This document must include an analysis as to the feasibility of various business models involving public private partnerships for the building and operation of the network.b. Acceptance Criteria: The document must be delivered in hard copy and electronic form.c. Due Date: Sixteen (16) weeks after kickoff of Phase II or as negotiated with PSP.F. Develop Commonwealth Public Safety Broadband Strategic Plan (CPSBSP) and NPSBN Implementation Plan1. Task Description:

Develop a comprehensive complementary strategic plan describing the public safety needs that the Commonwealth expects FirstNet to address. Identify relevant milestones for implementation of the NPSBN in the CPSBSP.Review the Pennsylvania State SLIGP application and work with the Project Manager and the CPC to make any necessary revisions to the project plan. Use that information together with the information from FirstNet regarding the NPSBN project to develop a comprehensive project plan for NPSBN implementation in Pennsylvania.

2. Deliverable:

CPSBSP and NPSBN implementation plan for Pennsylvania

a. Deliverable Description: The CPSBSP may be integrated with the SCIP or may be developed as a stand-alone complementary plan to the SCIP.

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Page Section Paragraphb. Acceptance Criteria: The document must be delivered electronically in Microsoft Word and must contain all information collected during the planning process which is relative to the construction and operation of the NPSBN in Pa. This information includes but is not limited to coverage requirements, available infrastructure, additional infrastructure needs, user requirements, necessary agreements, business case development/analysis, timeline and milestones, and any other information deemed relevant to completion of the project.c. Due Date: Twelve (12) weeks after kickoff of Phase II or as negotiated with PSP.G. Additional activities as necessary to meet the requirements for Phase II to be announced by FirstNet.


To be determined based on the requirements issued by FirstNet

2. Deliverable:

To be determined based on the requirements issued by FirstNet

a. Deliverable Description: To be determined based on the requirements issued by FirstNetb. Acceptance Criteria: To be determined based on the requirements issued by FirstNetc. Due Date: To be determined based on the requirements issued by FirstNet

IV-6. Reports and Project Control

As referenced in IV-3, Requirements, the selected Contractor must provide project management services throughout the life of the contract. The selected Contractor must create and maintain the following plans, reports, and logs (in electronic format) throughout the life of the project. The selected Contractor must deliver all reports to the SharePoint repository established for the project.

A. Key Tasks

1. Create, maintain and execute Project Management Plan

a. Task Description: The selected Contractor must draft and update the Project Management Plan for Phase I with all changes. The selected Contractor must deliver the draft to PSP within two weeks of project initiation. If the option is accepted for Phase II, update the Project Management Plan within two weeks of option acceptance. See Deliverable Definition for Project Management Plan requirements.

b. Selected Contractor Responsibility:

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Page Section Paragraph Draft and provide to PSP for review.

Maintain the Project Management Plan on a weekly basis

c. PSP Responsibility:

Review and accept Project Management Plan and updates.

2. Create and update Project Schedule

a. Task Description:

The selected Contractor must provide a Project Schedule detailing all work to be performed to complete the project. The selected Contractor must submit an initial Project Schedule to be reviewed and approved by the Commonwealth, then baselined and maintained by the selected Contractor through the life of the project. See Deliverable Definition for Project Schedule and Update requirements.The selected Contractor must develop and maintain the Project Schedule in Microsoft Project 2010. Project and product deliverables/milestones must be included and highlighted in the Project Schedule for reporting purposes.


Produce initial plan at the beginning of the project and update throughout the project weekly.


Provide input to detailed project plan.

3. Produce weekly status reports and present at each weekly status meeting


The selected Contractor must monitor and capture project performance metrics in the status reports. These metrics must include variances in actual versus planned schedule, scope, and spend.The Weekly Status Report must be submitted and presented at each scheduled weekly status meeting. See Deliverable Definition for Weekly Status Report requirements.Weekly Status reports must include capture and monitoring of project performance metrics. These metrics must include variances in actual versus planned schedule, scope, and spend. Based on the weekly status report template provided by PSP, Weekly Status Reports must include:

Date of the report and period covered by the report

A list of activities and accomplishments for the completed reporting period

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Page Section Paragraph A list of planned activities and accomplishments for the next reporting period

A list of risks and proposed mitigation plans

Review and status issues requiring PSP decisions

Review and status of risks and proposed mitigation plans

Review and status of action items and issues

Updates on deliverable progress

Project performance metrics (schedule, scope, and spend)

Updated Project Log

Updated Project Plan, Schedule, WBS

Minutes of prior weekly status meeting and all other meetings


Produce and distribute weekly status report.


Review weekly status report.

4. Create and maintain Project Log


The selected Contractor must create a project log repository and maintain all project documentation and calendar within the repository. See Deliverable Definition for Project Log requirements.The Project Log must be a central place to capture, track, and maintain the following subsidiary logs: Risks, Action items, Issues, Decisions, and Changes. Each log must contain, if applicable, the following information:

Entry identifier

Entry description

Type of entry

Date entry opened

Who reported the entry

Priority or rank of entry

Who entry assigned to

Date entry assigned16

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Page Section Paragraph Due date of entry

Date entry closed

Status of the entry

Resolution or comments


Maintain all project documentation in the Project Log.


Review Project Log for completeness.

5. Create Project Closure Report

a. Task Description: The selected Contractor must create a document that outlines the issues/situations encountered throughout the life of the project. The selected Contractor must elaborate on each issue/situation. Any unapproved outstanding issues must be remedied prior to project closeout. See Deliverable Definition for Project Closure Report requirements.The Project Closure Report must be submitted by the selected Contractor for approval within 7 days after the project completion.The selected Contractor must present the Project Closure Report to PSP staff within two weeks of project end.


Prepare project closure documentation.


Review Project Closure Documentation.

Approve Closeout.

B. Project Management Reports

1. Project Management Plan

a. Report Description: The project management plan must follow PMI and Commonwealth standards and include the following sub-plans at a minimum, and as negotiated with PSP:

Communications Management

Change Management

Risk Management

Quality Management.

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Page Section ParagraphThe Project Management Plan must be updated weekly with the Weekly Status Report

The Communications Management Plan must address:

Project Organization and structure including the roles and responsibilities of project team members needed to complete the project deliverables. The project team structure must represent both technical and business participants. The Project Organization should include a team directory with member information offering a single place to look up and contact team members. Identification of stakeholders who are to receive each communications The form and content of communication for the various types of information to be distributed (presentations, status reports, status meetings, team meetings) Identification and scheduling of all standing meetings including project team and stakeholder status meetings. Project team status meetings must be scheduled weekly and stakeholder meetings monthly. Status meetings must be held in person, by WebEx, conference calls, or any combination. The selected Contractor must create meeting agendas, facilitate the meetings, and produce and distribute meeting minutes. The technology or distribution method and format to be used (e-mail, handouts, shared network directory, collaboration website) The frequency (daily, weekly, monthly) various types of information must be distributed and if intermediate status updates must be disseminated Where all project information must located, where the project team and other stakeholders can place their information, and how they can access the informationThe Change Management Plan must describe the change process to track change requests from submittal to final disposition. The Change Management Plan must include the process to track submission, coordination, review, evaluation, categorization, and approval for release of any and all changes. It must address who receives requests and any forms and change logs to be used. The Change Management plan must identify the level of authority included within a change review team to review and make change decisions during the project. The review team approves, defers, or rejects any changes that occur during the project. The selected Contractor must capture, track, and maintain change status in a change log.

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Page Section ParagraphThe Risk Management Plan must identify risks and what actions must be taken to manage risks throughout the life of a project. A risk must be defined as any factor that may potentially interfere with successful completion of the project. The Risk Management Plan must cover who is responsible for managing the risks, how they must be tracked throughout the project, how contingency plans must be implemented, and how project reserves must be allocated to handle risk. As risks are identified, they must be entered into a risk log which acts as a central repository for all risks identified by the project.The Quality Management Plan must document the selected Contractor’s quality assurance methodology for software and work product development. It must include testing methodology.b. Acceptance Criteria: Plan must clearly document the project scope and delineate what is in-scope for the project, and what is out-of-scope. Plan must include scope, schedule, risk, change, issue, communication, and quality sub plans. Accurately reflect the work to be done. Plan must describe Project Roles and Responsibilities for selected Contractor, PSP and external stakeholders.Project Management Plan must accurately reflect the approved changes throughout the project duration.Plan must be updated and submitted for approval by PSP management following any necessary changes made in accordance with the Change Management Plan.Project Management Plan must contain only PSP approved changes and must be current.First and Final Draft must be submitted electronically in the agreed upon file format.

c. Due Dates:

Update of proposed Phase I plan within two (2) weeks of receiving notice to proceed

Weekly updates

Update to include Phase II within two (2) weeks of PSP approval of option.

2. Project Schedule and Updates

a. Report Description: The Project Schedule must contain a description of the detailed tasks as known at the beginning of the project, including task durations, dependencies, resource assignments and the responsible parties.

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Page Section ParagraphThe Project Schedule must include a Work Breakdown Structure (WBS) and schedule. It must contain all the work (phases, activities, and tasks), planned schedule dates for the work to occur, and resources (Commonwealth and selected Contractor) assigned to accomplish the project and the planned schedule dates for the work to occur.b. Acceptance Criteria: Schedule must detail all (known) project tasks, effort hour estimates, task resource assignments, percent of the project that is complete, proposed task begin and end dates, dependencies, proposed start and end dates, and actual start and end dates for the project.Schedule must be baselined with the starting information on the PSP-approved project plan.Schedule and updates must be developed and submitted in an .mpp and .pdf format.Schedule and updates must accurately reflect the schedule, deliverables, review process, and tasks as defined in the Project Management Plan.Schedule and updates must be provided in both task form and Gantt Chart.

c. Due Dates:

Initial baseline within two (2) weeks

Weekly updates

3. Project Closure Report

a. Report Description: Project Closure Report must contain lessons learned and any approved outstanding issues to include the following:

Description

Learning points (identify what was planned vs. what actually happened)

Analysis (determine root cause)

Alternatives for future activity to avoid having the issue/situation occur again

Presentation of Project Closure Report must be made to PSP staff

b. Acceptance Criteria: Report must include all lessons learned accumulated and reported weekly during project duration.Report must be presented to PSP staff within two weeks of project end.

c. Due Dates:

Written Report within one (1) week of project end

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Page Section Paragraph Presentation within two (2) weeks of project end

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Documents

· Web viewDevelop training materials suitable for delivery during a two-day seminar for public safety officials including police chiefs, fire chiefs, …