RFP 2527H098 ATLAS Replacement Project

STATE OF ALASKA
REQUEST FOR
PROPOSALS
ATLAS REPLACEMENT PROJECT
RFP 2527H098
ISSUED AUGUST 21, 2026
The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS), is
soliciting proposals to result in a single contract award for a modern, cloud-based dispatching system for Alaska
Marine Highway System (AMHS) operations.
ISSUED BY: PRIMARY CONTACT:
DEPARTMENT OF TRANSPORTATION & CHRIS HUNT
PUBLIC FACILITIES (DOT&PF)
PROCUREMENT OFFICER
DIVISION OF ALASKA MARINE HIGHWAY
CHRIS.HUNT@ALASKA.GOV
SYSTEM (AMHS)
(907) 465-8448
OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.
IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA'S
"ONLINE PUBLIC NOTICE" WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER
LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE
TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
TABLE OF CONTENTS
INTRODUCTION & INSTRUCTIONS .......................................................................................................4
SEC. 1.01 PURPOSE OF THE RFP ............................................................................................................................................................ 4
SEC. 1.02 BUDGET ............................................................................................................................................................................... 4
SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS ................................................................................................................................. 4
SEC. 1.04 PRIOR EXPERIENCE ............................................................................................................................................................... 5
SEC. 1.05 REQUIRED REVIEW ............................................................................................................................................................... 5
SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS ................................................................................................ 5
SEC. 1.07 RETURN INSTRUCTIONS ........................................................................................................................................................ 6
SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY ...................................................................................................................... 7
SEC. 1.09 AMENDMENTS TO PROPOSALS .............................................................................................................................................. 7
SEC. 1.10 AMENDMENTS TO THE RFP .................................................................................................................................................... 7
SEC. 1.11 RFP SCHEDULE ..................................................................................................................................................................... 7
SEC. 1.12 ALTERNATE PROPOSALS ....................................................................................................................................................... 8
SEC. 1.13 NEWS RELEASES................................................................................................................................................................... 8
SECTION 2. BACKGROUND INFORMATION ....................................................................................9
SEC. 2.01 BACKGROUND INFORMATION ............................................................................................................................................... 9
SEC. 2.02 WORKFORCE AND BARGAINING UNIT STRUCTURE ............................................................................................................... 9
SEC. 2.03 CURRENT SYSTEM: ATLAS ................................................................................................................................................ 10
SEC. 2.04 SCOPE OF THE REPLACEMENT SYSTEM ............................................................................................................................... 11
SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION .................................................... 12
SEC. 3.01 SCOPE OF WORK AND DELIVERABLES ................................................................................................................................. 12
SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE ............................................................................................................................. 19
SEC. 3.03 CONTRACT TYPE ................................................................................................................................................................ 19
SEC. 3.04 PROPOSED PAYMENT PROCEDURES ..................................................................................................................................... 19
SEC. 3.05 PROMPT PAYMENT FOR STATE PURCHASES .......................................................................................................................... 19
SEC. 3.06 CONTRACT PAYMENT ......................................................................................................................................................... 19
SEC. 3.07 LOCATION OF WORK ........................................................................................................................................................... 20
SEC. 3.08 THIRD-PARTY SERVICE PROVIDERS ..................................................................................................................................... 20
SEC. 3.09 SUBCONTRACTORS ............................................................................................................................................................. 20
SEC. 3.10 JOINT VENTURES ................................................................................................................................................................ 21
SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS ............................................................................................................................... 21
SEC. 3.12 F.O.B. POINT ...................................................................................................................................................................... 21
SEC. 3.13 CONTRACT PERSONNEL ...................................................................................................................................................... 21
SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES ....................................................... 21
SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS ....................................................................................................... 22
SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY ............................................................................................................................ 22
SEC. 3.17 INDEMNIFICATION.............................................................................................................................................................. 23
SEC. 3.18 INSURANCE REQUIREMENTS ............................................................................................................................................... 23
SEC. 3.19 TERMINATION FOR DEFAULT .............................................................................................................................................. 24
SECTION 4. PROPOSAL FORMAT AND CONTENT ........................................................................ 25
SEC. 4.01 RFP SUBMITTAL FORMS ...................................................................................................................................................... 25
SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS ............................................................................................................................... 25
SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)................................................................................... 26
SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B) ................................................................................................... 26
SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C) .................................................................................................... 27
SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D) ............................................................................................ 27
SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E) .............................................................................................. 28
SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F) ............................................................................................................................ 28
SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G) ............................................................................................................................... 28
SEC. 4.10 SYSTEM REQUIREMENTS (SUBMITTAL FORM H) .................................................................................................................. 28
SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION .................................. 29
SEC. 5.01 SUMMARY OF EVALUATION PROCESS .................................................................................................................................. 29
SEC. 5.02 EVALUATION CRITERIA .................................................................................................................................................... 29
SEC. 5.03 SCORING METHOD AND CALCULATION EVALUATION CRITERIA ....................................................................................... 30
SEC. 5.04 EXPERIENCE AND QUALIFICATIONS ..................................................................................................................................... 31
SEC. 5.05 UNDERSTANDING OF THE PROJECT ...................................................................................................................................... 31
SEC. 5.06 METHODOLOGY USED FOR THE PROJECT ............................................................................................................................. 32
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT ............................................................................................................................... 32
SEC. 5.08 SYSTEM REQUIREMENTS ................................................................................................................................................... 32
SEC. 5.09 CONTRACT COST (COST PROPOSAL) .................................................................................................................................... 33
SEC. 5.10 ALASKA OFFEROR PREFERENCE .......................................................................................................................................... 33
SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION .................................................. 35
SEC. 6.01 INFORMAL DEBRIEFING ...................................................................................................................................................... 35
SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES .............................................................................................. 35
SEC. 6.03 SITE INSPECTION ................................................................................................................................................................ 36
SEC. 6.04 CLARIFICATION OF OFFERS ................................................................................................................................................. 36
SEC. 6.05 DISCUSSIONS WITH OFFERORS ............................................................................................................................................ 36
SEC. 6.06 EVALUATION OF PROPOSALS .............................................................................................................................................. 36
SEC. 6.07 CONTRACT NEGOTIATION ................................................................................................................................................... 37
SEC. 6.08 FAILURE TO NEGOTIATE ..................................................................................................................................................... 37
SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION ............................................................................................................................... 37
SEC. 6.10 PROTEST ............................................................................................................................................................................ 37
SEC. 6.11 APPLICATION OF PREFERENCES ........................................................................................................................................... 38
SEC. 6.12 ALASKA BIDDER PREFERENCE ............................................................................................................................................ 39
SEC. 6.13 ALASKA VETERAN PREFERENCE .......................................................................................................................................... 39
SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE .................................................................................. 40
SEC. 6.15 STANDARD CONTRACT PROVISIONS .................................................................................................................................... 40
SEC. 6.16 QUALIFIED OFFERORS ........................................................................................................................................................ 40
SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT ............................................................................................................................... 41
SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS ................................................................................................................................ 41
SEC. 6.19 HUMAN TRAFFICKING ........................................................................................................................................................ 41
SEC. 6.20 RIGHT OF REJECTION .......................................................................................................................................................... 41
SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS ............................................................................................................ 42
SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS ................................................................................................................................ 42
SEC. 6.23 ASSIGNMENT ..................................................................................................................................................................... 43
SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM) ................................................................................................................... 43
SEC. 6.25 DISPUTES ........................................................................................................................................................................... 43
SEC. 6.26 SEVERABILITY ................................................................................................................................................................... 43
SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS ........................................................................................................................... 43
SEC. 6.28 SOLICITATION ADVERTISING .............................................................................................................................................. 44
SEC. 6.29 FEDERALLY IMPOSED TARIFFS ............................................................................................................................................ 44
SECTION 7. ATTACHMENTS ............................................................................................................ 45
SEC. 7.01 ATTACHMENTS .................................................................................................................................................................. 45
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
INTRODUCTION & INSTRUCTIONS
SEC. 1.01 PURPOSE OF THE RFP
The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System
(AMHS) is soliciting proposals to result in a single contract award to a qualified firm to provide a
modern, cloud-based crew scheduling and management system for AMHS ferry operations.
This procurement seeks a Software as a Service (SaaS) or Commercial Off-The-Shelf (COTS) solution
to replace AMHS's current crew dispatching system, ATLAS. The new system must automate complex
crew scheduling for a fleet of 9 vessels while managing three distinct union bargaining units, each with
unique contractual requirements, seniority rules, and scheduling constraints.
Core system capabilities must include:
* Automated crew scheduling and dispatching, comprehensive crew management including employee
demographics, qualifications, certifications, licenses, and training records
* Automated training and certification tracking with expiration monitoring and alert notifications
* Complex seniority calculations for company, department, and job-specific points according to union
contract formulas
* Leave management for multiple leave types including vacation scheduling, sick leave, and other
authorized absences
* Robust reporting capabilities with an employee self-service web portal for schedule viewing and
information updates.
The new system will enhance operational efficiency, reduce unnecessary overtime costs, improve
scheduling accuracy and advance notice to employees, ensure compliance with federal maritime
regulations and union labor agreements, and provide DOT&PF with a modern, scalable, maintainable
platform to meet current and future operational requirements
SEC. 1.02 BUDGET
The Department of Transportation & Public Facilities (DOT&PF), Alaska Marine Highway System
(AMHS), estimates a budget of between $400,000.00 and $700,000.00 dollars for completion of this
project. The Grand Total Evaluated Proposed Cost in Submittal Form G may not exceed $700,000. Proposals
priced at more than $700,000.00 will be considered non-responsive and rejected.
Approval or continuation of a contract resulting from this RFP is contingent upon legislative
appropriation.
SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS
Proposals must be received no later than 2:00 PM prevailing Alaska Time on September 11, 2026 as
indicated by postmark or email timestamp and late proposals will not be considered.
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
SEC. 1.04 PRIOR EXPERIENCE
In order for offers to be considered responsive offerors must meet these minimum prior experience
requirements:
* The firm must have prior experience delivering at least two complete crew scheduling system
implementations for a maritime, transportation, aviation, or public safety organization with similar
operational complexity. This experience must include:
Successfully migrating historical data (minimum 3-5 years of operational data) from a legacy
o
system to a new platform with documented validation results.
Integrating dispatching or scheduling software with at least two external enterprise systems
o
such as HR management systems, payroll systems, and authentication directories
Implementing configurable business rule engines that enforce labor agreement provisions,
o
seniority calculations, and regulatory compliance requirements without hard-coded rules.
Delivering a production system that manages scheduling across multiple locations, employee
o
classifications, and shift patterns while tracking certifications, qualifications, and training
requirements.
Providing ongoing system maintenance and support for at least two years post-
o
implementation for a comparable production system.
Experience specifically in maritime crew management, union workforce environments
o
subject to collective bargaining agreements, or U.S. Coast Guard regulatory compliance.
These minimum prior experience requirements will be demonstrated by submission of resumes and
Attachment #13 Demonstration of Required Minimum Prior Experience with their proposal.
An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be
considered non-responsive and rejected.
SEC. 1.05 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and questionable or objectionable material.
Comments concerning defects and questionable or objectionable material should be made in writing and
received by the procurement officer at least ten days before the deadline for receipt of proposals. This will
allow time for the issuance of any necessary amendments. It will also help prevent the opening of a
defective proposal and exposure of offeror's proposals upon which award could not be made.
SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF
PROPOSALS
All questions must be in writing and directed to the procurement officer. The interested party must confirm
telephone conversations in writing.
Two types of questions generally arise. One may be answered by directing the questioner to a specific
section of the RFP. These questions may be answered over the telephone. Other questions may be more
complex and may require a written amendment to the RFP. The procurement officer will make that
decision.
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
PROCUREMENT OFFICER: Chris Hunt
PHONE 907-465-8448
EMAIL ADDRESS: chris.hunt@alaska.gov
SEC. 1.07 RETURN INSTRUCTIONS
Offerors may submit proposals either by hard copy or electronically by email. Offerors submitting
electronically are not required to submit a hard copy. Offerors must submit one hard copy or electronic
copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the
package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed
proposal package(s) must be addressed as follows:
Department of Transportation & Public Facilities
Alaska Marine Highway System (AMHS)
Attention: Chris Hunt
Request for Proposal (RFP) Number: 2527H098
RFP Title: ATLAS Replacement Project
If using U.S. mail, please use the following address:
PO Box 112500
3132 Channel Drive, Room 350
Juneau, Alaska 99811-2500
If using a delivery service, please use the following address:
Department of Transportation & Public Facilities
Attention: Chris Hunt
3132 Channel Drive, Room 350
Juneau, Alaska 99801
An offeror's failure to submit its proposal prior to the deadline will cause the proposal to be disqualified.
Late proposals or amendments will not be opened or accepted for evaluation.
Please take into consideration that due to weather, scheduling, and location there is no overnight
delivery service to Juneau, Alaska.
Electronic Proposal Submission:
If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF
documents and emailed to dotstatewideprocurement@alaska.gov as separate, clearly labeled attachments,
such as "Vendor A - Technical Proposal.pdf" and "Vendor A - Cost Proposal.pdf". The email must
contain the RFP number in the subject line.
The maximum size of a single email (including all text and attachments) that can be received by the state
is 15mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
multiple emails that are each less than 15 megabytes and each email must comply with the requirements
described above.
Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you
are emailing your proposal, the state recommends sending it with enough time to ensure the email is
delivered by the deadline for receipt of proposals.
It is the offeror's responsibility to contact the issuing agency at (907) 465-8447 to confirm that the
proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.
Faxed or oral proposals will not be accepted.
SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY
Offerors with a disability may receive accommodation regarding the means of communicating this RFP
or participating in the procurement process. For more information, contact the procurement officer no later
than ten days prior to the deadline for receipt of proposals.
SEC. 1.09 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior
to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after
the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.
SEC. 1.10 AMENDMENTS TO THE RFP
If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on
the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will
be provided to all who were notified of the RFP and to those who have registered with the procurement
officer after receiving the RFP from the OPN.
After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP,
an amendment will be issued. The amendment will incorporate the clarification or change, and a new date
and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving
new or amended proposals.
SEC. 1.11 RFP SCHEDULE
RFP schedule set out herein represents the state's best estimate of the schedule that will be followed. If a
component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the
schedule may be shifted accordingly. All times are Alaska Time.
ACTIVITY TIME DATE
Issue Date / RFP Released August 21, 2026
Deadline for Receipt of Proposals / Proposal Due Date 2:00 PM September 11, 2026
Proposal Evaluations Complete September 18, 2026
Notice of Intent to Award September 18, 2026
Contract Issued September 29, 2026
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is
approved by the Commissioner of the Department of Department of Transportation & Public Facilities
(DOT&PF), or the Commissioner's designee. Upon written notice to the contractor, the state may set a
different starting date for the contract. The state will not be responsible for any work done by the
contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.
SEC. 1.12 ALTERNATE PROPOSALS
Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate
proposals (proposals that offer something different than what is asked for) will be rejected.
SEC. 1.13 NEWS RELEASES
News releases related to this RFP will not be made without prior approval of the project director.
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
SECTION 2. BACKGROUND INFORMATION
SEC. 2.01 BACKGROUND INFORMATION
The Alaska Marine Highway System (AMHS), operated by the Department of Transportation and Public
Facilities (DOT&PF), provides essential public transportation to coastal communities throughout
Southeast and Southcentral Alaska. AMHS operates a fleet of passenger and vehicle ferries crewed by
approximately 510 mariners organized across three departments: Deck (navigation), Engineering
(propulsion and machinery), and Passenger Services (pursers and stewards).
AMHS is seeking to replace its current crew dispatch management system, Atlas, with a modern, cloud-
based Dispatch Management System (DMS). This procurement follows a six-week structured
requirements-gathering engagement conducted between May and July 2025. The resulting AMHS
Dispatch Management System (DMS) Concept of Operations (ConOps) Attachment #14 and System
Requirements (Submittal Form H) to this RFP, define the operational environment, identified
deficiencies, and 165 discrete prioritized requirements that the replacement system must address.
SEC. 2.02 WORKFORCE AND BARGAINING UNIT STRUCTURE
AMHS crew members belong to one of three maritime bargaining units, each governed by a distinct
collective bargaining agreement with unique scheduling patterns, seniority calculations, leave
entitlements, and dispatch protocols:
Union Size Key Scheduling Characteristics
IBU ~380 Biweekly scheduling cycle; complex seniority-based vacancy
(Inlandboatmen's filling using the Riff bumping process (Job Points Admin
Union) Award Date Department Points Company Points
Hire Date); Dispatch Selection Forms (DSFs) for vessel and
position opt-outs; digital leave approval workflow required.
MEBA (Marine ~60 Quarterly scroll scheduling (4-month horizon); unique ability
Engineers' to hire temporary engineers directly from the MEBA Hall
Beneficial with AMHS-paid travel; seniority accrued every 9 months;
Association) Personnel Action Request Forms (PARFs) generated when a
bid is worked; PCN updated after PARF approval.
MMP (Masters, ~70 Quarterly scroll scheduling (4-month horizon); pilotage
Mates & Pilots) requirements (day vs. unlimited, geographic
inclusion/exclusion areas) are critical constraints in every
scheduling decision; holdover assignments tracked separately;
vessel status directly affects staffing.
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STATE OF ALASKA - REQUEST FOR PROPOSALS RFP 2527H098
ATLAS REPLACEMENT PROJECT
Each union agreement contains distinct rules governing seniority calculations, bidding processes, leave
entitlements, and dispatch protocols. The replacement system must implement a configurable business
rules engine that allows authorized AK DOT&PF personnel to update union-specific rules as agreements
change without requiring code modifications.
SEC. 2.03 CURRENT SYSTEM: ATLAS
Atlas is the existing dispatch management system deployed by AMHS. Originally designed primarily
around IBU dispatch workflows, Atlas has been adapted over the years but is widely regarded by staff
across all functional areas as inadequate for current operational needs. Requirements gathering identified
the following critical deficiencies:
Deficiency Description
Performance & Atlas operations frequently require 30-60 seconds per action. This
Speed constant latency degrades dispatcher efficiency during time-critical
vacancy filling.
Data Currency A 2-4 week lag exists between actual crew assignments and what Atlas
reflects, because Atlas is populated from IRIS payroll data processed
biweekly. No Atlas screen reliably shows who is actually on a vessel.
Dispatchers, payroll, shoreside travel, and passenger services
supervisors all maintain parallel shadow systems to compensate.
No Real-Time Atlas has a one-way relationship with IRIS with no integration to
Integration Marinals (training LMS), Applicant Stack (HR onboarding), or the
Corporate Travel Management (CTM) system. Each functional area
must manually re-enter data across systems.
No Employee Self- Despite original design intent, crew members cannot view their
Service qualifications, check schedules, set availability, or submit
documentation through Atlas, creating high administrative burden on
dispatch staff.
No Atlas has no built-in call logging or communication tracking.
Communication or Dispatchers make dozens of calls per day during vacancy filling with
Audit Logging no system record of contact attempts. Required union notifications for
personnel transactions are not sent consistently, creating significant
union grievance risk.
Data Loss & Vessel Crew Documentation staff must exit and re-enter Atlas after
Unreliable Saves every document entry to verify the save was successful, as Atlas is
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