2-HEA134676 Exhibit A Functionality.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- SLCo HEA134676 Custom Database Workflow
- Solicitation number
- SLCoHEA134676 RFP
- Issued by
- Salt Lake County, Utah
About this file
Exhibit A Functionality for SLCo HEA134676 Custom Database Workflow
This is a functionality exhibit document supporting Salt Lake County Health Department's solicitation for a customizable online database, Client Relationship Management (CRM), and workflow system. The exhibit outlines the detailed functional requirements and specifications that the proposed system must meet to satisfy the County's operational needs. The document establishes the technical capabilities, data management features, user interface requirements, and workflow automation functionalities that qualified proposers must incorporate into their solutions. The system must support integration with existing County infrastructure, provide role-based access controls, enable customizable reporting and analytics, and facilitate inter-departmental communication and case management processes specific to health department operations.
The functionality requirements detailed in this exhibit serve as the evaluation criteria for assessing contractor proposals and ensuring that submitted solutions meet or exceed the County's minimum operational standards. The document specifies required features for database management, CRM capabilities, workflow automation, data security, user authentication, system performance, and scalability to support current and future departmental needs. Proposers must demonstrate how their proposed system addresses each listed functionality requirement and how their solution provides flexibility for customization to align with Salt Lake County Health Department's specific processes and procedures.
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| File | Type | Posted |
|---|---|---|
| 1-HEA134676 Customizable Online Database Workflow System - FINAL.pdf |
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Component 1 Customizable Online Database and Workflow System RFP Exhibit A - Functionality
| Proposals will be considered non-responsive/responsible if 1) column D is left blank; 2) column C indicates the component is a required function and the proposer indicates in column D it cannot be accomplished; and/or 3) if the proposer has indicated "yes" or "other" in column D and has failed to include a narrative/proposed approach in column E or within a separate written narrative/response, including clear direction on where to find that response within the narrative. | ||||
| Desired Function | Required By SLCoHD? | Ability to Accomplish? | ||
| (Y/N/Other) | Narrative and/or proposed approach (as applicable) | |||
| Implementation and Configuration | ||||
| 1 | Has an implementation and configuration plan addressing the following been included in your proposal? |
(Each listed component must be labeled as a-i and addressed within your narrative/response.)
| a. | major milestones, | ||||
| b. | deliverables, | ||||
| c. | responsibilities of the Contractor and County, | ||||
| d. | anticipated timelines, | ||||
| e. | testing requirements, | ||||
| f. | training, | ||||
| g. | data migration, | ||||
| h. | launch, and | ||||
| i. | post-launch support | Y | To be included in separate written narrative/response. | ||
| 2 | Does your proposal discuss how the solution can be configured to meet SLCoHD's business and operational needs without requiring the system to be built from the ground up? | Y | To be included in separate written narrative/response. | ||
| 3 | Does your proposal discuss how you plan to provide implementation and configuration assistance necessary to establish databases, tables, fields, forms, workflows, reports, dashboards, automations, user roles, and other functionality identified within the RFP? | Y | To be included in separate written narrative/response. | ||
| 4 | Does your proposal discuss how you plan to assist SLCoHD with the migration of existing data from its legacy system into the proposed solution? |
(Each listed component must be labeled as a-e and addressed within your narrative/response.)
| a. | identifying data migration requirements, | ||||
| b. | preparing data for migration, | ||||
| c. | transferring data, | ||||
| d. | validating migrated data, and | ||||
| e. | resolving migration-related issues. | Y | To be included in separate written narrative/response. | ||
| 5 | Does your proposal discuss how you intend to provide testing and implementation support to ensure the system is functioning as intended before launch? | Y | To be included in separate written narrative/response. | ||
| 6 | Does your proposal discuss your approach to providing training and documentation sufficient for County administrators and end users to effectively use and maintain the system? | Y | To be included in separate written narrative/response. | ||
| 7 | Does your proposed solution have a high probability completing implementation and being fully ready to launch no later than May 1, 2027? | Y | N/A | ||
| Database and Data Management Functionality | |||||
| 8 | An activities table to track SLCoHD work, with the ability to accommodate up to 200 fields and 5,000 records. | Y | |||
| 9 | An organizations table to manage shared organization information, with the ability to accommodate up to 200 fields and 5,000 records. | Y | |||
| 10 | A contacts table to manage contact information, with the ability to accommodate up to 200 fields and 5,000 records. | Y | |||
| 11 | Relationships between tables and records, including one-to-many and many-to-many relationships. | Y | |||
| 12 | Document creation and document uploads associated with applicable records. | Y | |||
| 13 | Importing and exporting data in commonly usable formats. | Y | |||
| 14 | As applicable, migration of existing SLCoHD data from its legacy system. | Y | |||
| 15 | The ability for SLCoHD to extract its data from the proposed system if SLCoHD transitions to another platform. | Y | |||
| 16 | Data management capabilities that reduce duplicate data entry and allow information to be shared across applicable tables, records, workflows, and processes. | Y | |||
| Forms and Public Facing Functionality | |||||
| 17 | Does the proposed solution support public-facing functionality that allows SLCoHD to collect, display, and share information without requiring members of the public to purchase a license or create login credentials? | Y | |||
| 18 | Are members of the public able to save a partially completed form and return to complete and submit the form without requiring a paid license or login credentials? | N - preferred | |||
| 19 | Does the proposed solution offer public-facing supports, dashboards, and other information sharing tools? | Y | |||
| 20 | Does the system's forms comply with applicable accessibility requirements? | Y | N/A | ||
| 21 | Does the proposed solution allow SLCoHD to control what information is publicly accessible and what information is restricted to authorized users? | Y | |||
| Workflow and Automation | |||||
| 22 | Does the system offer configurable workflows based on SLCoHD's business processes? | Y | |||
| 23 | Does the system offer automated tasks, notification reminders, and email communications? | Y | |||
| 24 | Does the system offer workflow routing and assignment of activities to appropriate users or groups? | Y | |||
| 25 | Does the system offer workflow status and progress tracking? | Y | |||
| 26 | Does the system automate actions based on defined conditions, events, dates, or changes to information? | Y | |||
| 27 | Does the system offer user-configurable workflows and automations to the extent supported by the system without requiring vendor development for routine changes? | Y | |||
| Reporting and Dashboards | |||||
| 28 | Does the proposed solution offer configurable reports based on data maintained within the system? | Y | N/A | ||
| 29 | Does the proposed solution offer charts, graphs, and other visualizations to summarize data? | Y | Please include an example of available visualizations within your narrative/response. | ||
| 30 | Does the proposed solution offer cadenced reporting capabilities appropriate for grant reporting? | Y | |||
| 31 | Does the system support filtering, sorting, and analysis of data? | Y | N/A | ||
| 32 | Does the system offer public-facing dashboards or reports when appropriate and authorized by SLCoHD? | Y | |||
| User Roles, User Access, and Security | |||||
| 33 | Are user licenses transferrable on an as-needed basis without requiring vendor intervention and without additional cost to SLCoHD? | N - preferred | |||
| 34 | Does the system support the desired user types (or their equivalent) of Standard SLCoHD User; SLCoHD Administrative/Backend User; and External Partner User? | Y | |||
| 35 | Does your proposal clearly identify how the proposed solution defines and licenses each type of User? | Y | To be included in separate written narrative/response. | ||
| 36 | Does your proposal identify any additional user types, licensing categories, minimum user commitments, or usage-based pricing models applicable to the proposed solution? | Y | To be included in separate written narrative/response. | ||
| 37 | Does the proposed solution offer configurable user roles and permissions that allow SLCoHD to establish, manage, modify, and revoke access controls at the County level without requiring vendor intervention for routine changes? | Y | |||
| 38 | Does the proposed solution offer restrictions on access to applicable tables, records, fields, forms, reports, dashboards, and other system functions? | Y | |||
| 39 | Does the proposed system have the ability to support HIPAA-compliant functionality and, if so, have any additional costs associated with enabling HIPAA-compliant functionality been identified within your pricing proposal? | Y | |||
| Integrations, Data Exchange, and Data Portability/Transition | |||||
| 40 | Does the system offer API connectivity and integration capabilities? | N - preferred | |||
| 41 | Have you included documentation regarding APIs, integration methods, and applicable limitations within your proposal? | Y | To be included in separate written narrative/response. | ||
| 42 | Does your proposal describe available support for importing and exporting data between the proposed solution and other systems? | Y | To be included in separate written narrative/response. | ||
| 43 | Does your proposal clearly identify any additional licensing, fees, configuration, or professional services required for integration? | Y | To be included in separate written narrative/response. | ||
| 44 | Does your proposal describe what means are available for SLCoHD to export and retrieve its data? | Y | To be included in separate written narrative/response. | ||
| 45 | Do you agree that upon expiration or termination of the resulting contract, Contractor shall cooperate with SLCoHD to facilitate the orderly transition of County data to the County or other designated provider, subject to the terms of the resulting contract? | Y | N/A | ||
| 46 | Does your proposal include the identification of any costs, limitations, formats, or other conditions applicable to data extraction, transfer, or transition? | Y | To be included in separate written narrative/response. | ||
| Mobile and Off-Site Use | |||||
| 47 | Does the proposed solution offer an application or mobile-optimized access for off-site use? | Y | |||
| 48 | Does the proposed solution allow authorized users to access and update applicable information from mobile devices? | Y | |||
| 49 | Does the proposed solution offer offline capabilities including the ability to collect or update information without an active internet connection and synchronize information when connectivity is restored? | Y | |||
| Training, Technical Support, and Ongoing Services | |||||
| 50 | Does your proposal clearly identify initial implementation and training services that are included with the proposed solution? | Y | To be included in separate written narrative/response. | ||
| 51 | Does your proposal clearly identify available ongoing and technical support and troubleshooting solutions? | Y | To be included in separate written narrative/response. | ||
| 52 | Does support include assisting SLCoHD with building or modifying databases, forms, workflows, reports, dashboards and other system features? Or is support limited to troubleshooting only? | Y | |||
| 53 | Are a user community, knowledge base, online forum, documentation, or other resources through which SLCoHD users can obtain assistance available and identified? | Y | |||
| 54 | Does your proposal describe the availability and costs (to be identified within the cost proposal) of professional services for system configuration, development, or other assistance requested by SLCoHD after implementation? | Y | |||
| 55 | Does your proposal describe your applicable support hours, response times, and escalation procedures? | Y | To be included in separate written narrative/response. | ||
| Optional Services | |||||
| 56 | Does the proposed solution include grant management functionality, either as part of the core system or through an integrated module or additional service? | N | |||
| 57 | If yes, does the grant management functionality support: | ||||
| a. | Grant lifecycle management | ||||
| b. | Funding and financial management | ||||
| c. | Workflow and compliance management | ||||
| d. | Document and data management | ||||
| e. | Reporting functionality | N | |||
| Other Requirements and Minimum Qualifications | |||||
| 58 | Has the proposed solution, or substantially similar software services, been continuously provided for a minimum of five years prior to the proposal date? | Y | |||
| 59 | Have you included at least three current customer references that have used the proposed solution for a minimum of two years, including at least one current customer with a comparable organizational size, complexity, or public-sector environment? | Y | To be included on reference forms provided as part of this RFP. | ||
| 60 | Have you included additional (past) customer references? | N | To be included on reference forms provided as part of this RFP, if applicable. | ||
| 61 | Are you able and willing to provide an in-depth demonstration? | Y | N/A | ||
| 62 | Can you offer a no-cost trial period of the proposed solution prior to final contract award? If so: |
a.Describe the functionality, user access, technical support, configuration assistance, and other services that would be available during the trial period; and
| b.Identify any limitations, restrictions, or additional costs associated with the trial. | N | |||
| 63 | Does your proposal include your standard Service Level Agreement? | Y | Copies must be included with RFP submission. | |
| 64 | Do you acknowledge and agree that your standard SLA may be negotiated and/or redlined by the County, and that any agreed upon SLA may not override or circumvent the order of precedence and interpretation established within the resulting County contract? | Y | N/A | |
| County Contract and End-User Agreements | ||||
| 65 | Does your proposal identify and include any end-user agreements or other standard terms that will be required by the County or its authorized users to access or use the proposed solution? | Y | Copies must be included with RFP submission. | |
| 66 | Do you acknowledge and agree that the resulting County contract, including its terms and conditions, will take precedence over and control in the event of any conflict or inconsistency between the County agreement and any such end-user agreement or other standard vendor terms? | Y | N/A | |
| 67 | Do you acknowledge and agree that you shall not rely on or incorporate additional terms, conditions, policies or agreements that conflict with or modify the resulting County contract unless expressly agreed to in writing by the County in accordance with the applicable contract and RFP processes? | Y | N/A | |
| 68 | Do you acknowledge and agree that failure to disclose proposed deviations, end-user agreements, or other terms that would conflict with the County's requirements may be grounds for determining a proposal nonresponsive or for rejecting the proposed terms? | Y | N/A |
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