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EP Extension Details
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Extension ID
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Extension Details
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Extension ID:
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15326_1
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Date Submitted:
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5/14/2020
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Current EP Expiration Date:
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06/03/2020
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Extension Length:
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120 Days
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Extension Expiration Date:
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10/03/20
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Estimated Amount:
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89,244
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Change in Circumstances:
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RFP 3517R20 has been completed and the new contract, 4400022450, has been awarded to a new vendor, Southwest Research Institute (SWRI) with an effective date of May 1, 2020. There is a transition period required between the old and new vendor. The original EPO request was submitted to extend the time frame of the prior Contract, 4300645041, end date of December 3, 2019 to allow for Commonwealth signatures and the 90 day transition period. Due to the determination of the cost breakdown per bureau, the final budget was approved on April 22, 2020. As a result, the 90 day transition period was not invoked until May 1, 2020.
Additionally, the source code transfer from Q-Free to SWRI will takes several weeks of planning and monitoring to make sure the transition of the code is accomplished correctly and functional. Q-Free created the code and will need to be on standby for a few weeks if any problems arise after the transition has been accomplished.
Due to the Commonwealth’s responses to COVID-19, field testing for the I-76 corridor Variable Speed Limit module in Philadelphia has been delayed which is preventing the current vendor, Q-Free, to conduct the necessary testing before the transition can begin. These tests were originally planned for the beginning of transition period; however, the devices need to be installed and fixed to allow for the corridor to be tested. This is the last major software code release testing that needs to be performed prior to the source code being delivered to PennDOT to hand off to SWRI. It will take an additional 2-3 weeks after testing acceptance of this release until code is delivered and SWRI’s true effort of the transition begins. We would like to ensure there is a long enough time frame to have Q-free on staff to support the maintenance and stability of the system through October 3, 2020.
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Justification for Extension:
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A transition plan is required between the old and new vendor. The transition period is needed to maintain the efficiency and proficiency of the Project. To ensure a seamless transition Southwest Research Institute shall be required to work with PennDOT personnel and Open Roads- Q-free. The plan includes: Transition responsibilities, technical know-how, business knowledge, work materials such as software, system documentation and development support tools.
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Result, if not Approved:
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If the Advanced Traffic Maintenance System (ATMS) is unavailable it would jeopardize all traveler information being relayed to the motoring public, such as weather-related emergencies, crashes, roadwork and traffic concerns motorists should be aware of for their safety.
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Approval Status:
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Approved
5/21/2020
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Comments:
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