Agency TRANSPORTATION DEPT

Contractor Oracle International

SWIFT Contract Number 3000092005

Project Name Transportation Information Management System (TIMS

Project Number (if applicable) 98250

Summarize purpose of the contract, including why it was necessary: This time and materials contract was used for the installation and configuration of Oracle Primavera Portfolio Management (OPPM) as the Transportation Investment Management System for MnDOT’s Office of Capital Programs and Performance Measures (OCPPM).
In addition, the contract originally included a Proof of Concept to show OPPM feasibility for implementing the Minnesota Capital Improvement Program (MnCIP) for MnDOT’s Office of Aeronautics and configuration of OPPM to implement MnCIP. However, it was eventually determined that MnDOT did not need those services as the Office of Aeronautics determined that another product would better meet their needs.

Project Duration

Start Date Tue, 05/31/2011 - 00:00

Original end date Fri, 09/30/2011 - 00:00

Actual end date Wed, 05/30/2012 - 00:00

Did project finish on time? No

Total billable hours utilized (if applicable) 1140

Contract Amounts

Original contract: $435665.00

Amendments $100000.00

Contract total $320000.00

Did project finish within budget? Yes

What was the funding source? Managed Funds – Division Director Dollars and OCPP

Is this a sole source contract? Yes

If this was a single source contract, explain why the agency determined there was only a single source for the services (if applicable) • Because this is an Oracle software product, Oracle staff is singularly qualified to provide for installation, configuration and deployment of the software.
• Oracle has a specialized government team experienced with configuration and deployment of the software in the public sector. Compliance with federal and state laws, regulations and reporting requirements are critical to successful software configuration. The Transportation Investment Management System configuration and implementation will automate processes, data storage and retrieval of MnDOT’s construction program portfolio that
must adhere to Federal and State statute.
• Oracle government configuration staff has direct access to Oracle Software Engineers for escalation of issues and questions that might arise during configuration, testing and implementation.
• All vendors on the Office of Enterprise Technology, ASAP IT vendor list were contacted in an attempt to find consultants proficient in configuration of the Oracle Primavera Portfolio Management 8.0 SP1 software. This exercise bore out those vendors on the ASAP IT list did not have knowledge of or access to consultants with experience configuring this software.

Evaluator Name Karen Scott

Evaluator Email Address karen.scott@state.mn.us

Evaluate the contractor's timeliness Schedule was an issue throughout the project. The original schedule was 13 weeks with the project ending in October 2011. After discussion with Oracle the schedule was extended 3 weeks to November 18 which allowed more time for user acceptance testing and training but was still overly optimistic. Technical issues with the product slowed the product as well as availability of business experts. Project end date was extended several times throughout the project. Neither the original or extended schedules allowed for adequate user acceptance testing, application coordinator training and end user training on the completed configuration. Project time allotted for training was instead used for completion of the requirements gathering and configuration by Oracle consultants. The contract ended on 5/30/12. However the project continues with MnDOT technical staff working with Oracle support to get the product stable in our development, test, and production environments. MnDOT’s intended users have not yet been allowed access to the application as a result of the ongoing technical issues.

Evaluate the contractor's quality The consultants assigned to collect requirements and configure the product were quick to become familiar with a very complex process. They worked hard to define user requirements and develop a product that would meet the needs the needs of OCPPM. They were flexible and responsive when policy clarifications caused them to rethink or rework the product design.
Technical difficulties experienced during the project were frustrating to both MnDOT and the consultants on the project.
The Administration Manual and Annual Updates prepared by Oracle omitted process steps, were in places confusing or contradictory and did not include all items that require annual updates.

Evaluate the contractor's cost Oracle consulting services are expensive in comparison to other MnDOT vendors. However, for this product, there are no other vendors available with the required product knowledge. Technical issues slowed the project and increased cost. Oracle did provided 3 weeks of consultant time at no labor cost to make up for some of the time lost to technical problems.

Evaluate the contractor's overall performance Overall, the contractor performed well and was flexible and accommodating to the needs of the business.

Would you engage the contractor's services again? Yes

Describe any negative action taken during the duration of this contract (i.e., termination, pursuit of suspension, etc.): N/A

Please rate the overall experience with the contractor 3 - neutral