2-RFQ 543238 - Attachment F - Secure Shred RFP Functional and Technical Requirements Index, June 2026.xlsx

XLSX spreadsheet 46 KB Posted Jun 24, 2026

Attached to: DoIT - City Wide Document Destruction Services
Solicitation number: 543238
Issued by: Wayne County, Detroit City, Michigan

About this file

Written by GovTribe AI · Jun 29, 2026

This is a Requirements Matrix attachment to a Request for Quote (RFQ #543238) issued by the City of Detroit Office of Contracting and Procurement on behalf of the Department of Innovation and Technology (DoIT) for secure document destruction services. The RFQ seeks qualified vendors to provide confidential document handling and destruction services for sensitive City materials. The document destruction services must comply with NAID-AAA certification requirements with endorsement for onsite paper and printed media destruction. Key service requirements include onsite project estimation within one week of request, written estimates with box counts and cubic footage within three days, secure shredding within one week of approval, and Certificates of Secure Destruction. The contract term is three years with renewal options pending Detroit City Council approval and Chief Procurement Officer signature. Questions must be submitted by March 5, 2026, at 2:00 p.m. EST through the Bonfire Supplier Portal, and quotes are due March 26, 2026, at 3:00 p.m. EST. Evaluation will be based on low bid and contractor qualifications, with the City anticipating one or multiple awards.

The Requirements Matrix itself is a comprehensive vendor response template organized by functional categories including General (NAID-AAA certification and chain of custody requirements), Document Management, Reporting, User Interface, Security, Cloud infrastructure, Backup and Recovery, GIS integration, Mobile Access, Cashiering and Financials, and Support and Training. Vendors must respond to each requirement using standardized codes: "C" for Requirement Met, "A" for Intent Met with Alternative Proposed, or "N" for Requirement Not Met. Minimum qualifications require vendors to demonstrate three years of experience providing secure document handling and destruction services for similarly sized government entities, current NAID-AAA certification, and ability to meet timelines; any subcontractors must also maintain NAID-AAA certification. Detroit-based businesses, small minority-owned enterprises, and women-owned enterprises may qualify for an equalization credit of up to 12 percent above the lowest responsible bid or $100,000 (whichever is less) with appropriate CRIO-issued certification. Successful contractors must submit notarized affidavits, proof of City of Detroit Treasury Clearance, active SAM registration, and certificates of insurance including workers' compensation at Michigan statutory minimums, commercial general liability of $1,000,000 per occurrence, cyber liability of $2,000,000 per claim, and errors and omissions coverage.

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Other files

File	Type	Posted
7-Attachment D-2 Additional Forms, Affidavits and Documentation.pdf	PDF	Jun 24, 2026
3-RFQ 543238 - Attachment E - Professional Service Contract Sample.docx	DOCX document	Jun 24, 2026
8-RFQ 543238 - Attachment A - Respondent Questionnaire RFP.docx	DOCX document	Jun 24, 2026
6-Attachment D-1 Required Forms Affidavits.pdf	PDF	Jun 24, 2026
5-RFQ 543238 - Attachment C - Cost Proposal.xlsx	XLSX spreadsheet	Jun 24, 2026
1-RFQ 543238 - DoIT - Secure Document Destruction, June 2026.pdf	PDF	Jun 24, 2026
3-Attachment D-2 - Conditions of Award.pdf	PDF	Feb 26, 2026
5-RFQ 543238 - Attachment E - Professional Service Contract Sample.docx	DOCX document	Feb 26, 2026
8-RFQ 543238 - DoIT - Secure Document Destruction.pdf	PDF	Feb 26, 2026
2-Equalization Credit Statement.pdf	PDF	Feb 26, 2026
7-RFQ 543238 - Attachment C - Cost Proposal.xlsx	XLSX spreadsheet	Feb 26, 2026
6-RFQ 543238 - Attachment A - Respondent Questionnaire RFP.docx	DOCX document	Feb 26, 2026
4-Amendment Form.pdf	PDF	Feb 26, 2026
1-Attachment D-1 Required Forms Affidavits.pdf	PDF	Feb 26, 2026

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General Technical

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met		0
	A	Intent of Requirement Met and Proposed with Alternative		0	..
	N	Requirement Not Met with Proposal		0

. TOTAL 0

	Req #	Function	General Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Independent Certification	Vendor has proof of current NAID-AAA certification with an endorsement in Paper/Media destruction at the vendor's facility
	2	Subcontractor Certification	Any subcontractors used by the vendor must also be NAID-AAA certified
	3		Vendor performs an onsite estimation visit within a week of request
	4		Vendor provides a written estimate by department including number of boxes of varying sizes and provides cost by number of cubic feet
	5		Document chain of custody must be documented
	6		Vendor must remove items from site and destroy records at a secure facility within a week of pick up
	7		Vendor will supply City of Detroit ERM Team Supervisor with an inventory of all boxes destroyed, documentation of chain of custody, along with a signed Certificate of Destruction

Document Management

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0	..
	N	Requirement Not Met with Proposal		0

. TOTAL 0

	Req #	Function	General Technical Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Document Management	The system has the ability to provide Document Management functionality to track electronic files associated with specific system records.
	2	Document Management	The system has the ability to hyperlink to different system document record(s)
	3	Document Management	The system has the ability to detect duplicate documents or files and store a single instance.
	4	Document Management	The system has the ability to use "drag and drop" or file upload functionality to associate documents to transactions within the system.
	5	Document Management	The system has the ability to link imported documents to specific records.
	6	Document Management	The system has the ability to allow a user to scan documents directly into the system.
	7	Document Management	The system has the ability to export a file directly for document storage.
	8	Document Management	The system has the ability to allow users to select exported file type.
	9	Document Management	The system has the ability to email a linked image file to another party (internally or externally).
	10	Document Management	The system has the ability to email a linked case file to another party (internally or externally).

Reporting

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0
	N	Requirement Not Met with Proposal		0

TOTAL 0

	Req #	Function	Reporting Requirements	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Report writer	The system has the ability to provide an integrated report writer.
	2	Report writer	The system has the ability to provide an integrated report writer that has a consistent look and feel across all proposed system features.
	3	Report writer	The system has the ability to provide an integrated report writer that allows the creation of reports comprised of any discrete data field throughout the system.
	4	Report writer	Describe any output limitations of the system's native report writer.
	5	Reporting	The system has the ability to drill down on reports.
	6	Reporting	The system has the ability to provide a library of standard reports (i.e. "canned" reports).
	7	Reporting	The system provides authorized users with a canned Report Wizard that will let the user select filtering data such as (specify as appliable to the software)
	8	Reporting	The system has the ability to save a report as a new template after a user copies and modifies an existing report, with appropriate security permissions.
	9	Reporting	The system has the ability to allow a user to modify existing reports, with appropriate security permissions.
	10	Reporting	The system has the ability to configure and save ad hoc reports by individual user, with the ability to provide access to other users with appropriate security permissions.
	11	Data export	The system allows for ad-hoc reporting based and can be exported to excel for further analysis
	12	Reporting	The system has the ability to save favorite reports in a menu or pick-list by individual user.
	13	Reporting	The system has the ability to allow one or more users to query information and run reports at the same time.
	14	Reporting	The system has the ability to allow generated reports to be viewed on screen prior to printing.
	15	Reporting	The system has the ability to allow reports to be generated that are searchable.
	16	Dashboards	The system has the ability to provide interactive dashboards for consumption by City staff.
	17	Dashboards	The system has the ability to drill down on dashboard results.
	18	Dashboards	The system has the ability to display data on dashboards in real-time.
	19	Dashboards	The system has the ability to allow a user to manually refresh dashboards.
	20	Scheduled reports	The system has the ability to schedule reports to run in the future.
	21	Report distribution	The system has the ability to configure automatic distribution paths for generated reports (i.e. automatically send a report to a particular user).
	22	Report distribution	The system has the ability to schedule and to distribute reports via email.
	23	Reporting	The system has the ability to display when a report is being run, or in process, so that a user does not run the report again.
	24	GIS integration	The system provides reports by location through an integration with GIS (e.g. street, or other spatially-related).
	25	Compatibility	The system's reporting features are compatible with MS SQL environment.
	26	Compatibility	The system has the ability to integrate with Tableau.
	27	Compatibility	The system has the ability to support the creation of reports using SSRS.
	28	Reporting	The system has stored procedures that prepare data for output to a crystal Report (or equivalent) that is executed by a report shell
	29	Data schema documentation	The system has the ability to provide the City full access to all data within the system and data and includes clear, up-to-date schema documentation
	30	Reporting documentation	Documentation, training, and procedures provided that will outline:
	31	Reporting documentation	How to access reports
	32	Reporting documentation	How to prepare reports
	33	Reporting documentation	How to utilize the data for the Department's reporting needs
	34	Reporting documentation	How to develop and edit stored procedures
	35	Reporting documentation	How bad data is identified and scrubbed

User Interface

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0
	N	Requirement Not Met with Proposal		0

TOTAL 0

	Req #	Function	User Interface Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	ADA Compliance	The system has the ability to provide American Disability Act (ADA)-compliant online help documentation.
	2	ADA Compliance	The system has the ability to comply with the American Disability Act (ADA):
	3	ADA Compliance	The system has the ability to allow users to access using a screen reader with a text-to-speech (TTS) system.
	4	ADA Compliance	The system has the ability to accept data entry through the use of constituent's or user's voice recognition software (i.e. speech to text functionality).
	5	ADA Compliance	The system has the ability to provide text alternatives on all visuals
	6	ADA Compliance	The system has the ability to accommodate keyboard support (i.e. anchor links to allow disabled users to access content using a keyboard).
	7	ADA Compliance	The system has the ability to include and support Accessible Rich Internet Applications (ARIA) landmarks.
	8	ADA Compliance	The system has the ability to provide functionality or integrate with third-party products to enlarge the print on computer screens (i.e. screen magnification).
	9	Hyperlinks	The system has the ability to provide hyperlink capability.
	10	Required Fields	The system has the ability to allow the City to determine which fields are required, beyond standard system keys.
	11	Spell check	The system has the ability to spell check on any field with the ability for a user to accept or ignore suggestion.
	12	User Interface	The system includes an intuitive user interface that promotes usability and ease of navigation throughout all system components.
	13	User Interface	The system has the ability to provide drop down boxes or other pick list function for data selection.
	14	User Interface	The system has the ability to provide integration with the Microsoft clipboard.
	15	User Interface	The system has the ability to store field-level metadata and display it in the user interface when appropriate.
	16	User Interface	The system has the ability to provide data validation on entry.
	17	User Interface	The system has the ability to provide drill down capability on all screens where applicable.
	18	User Interface	The system has the ability to provide the user with standard field editing capabilities including but not limited to: navigation forward and backward to complete data entry and the ability to correct spelling mistakes.
	19	User Interface	The system has the ability to provide predictive text capability with the ability to turn this functionality on or off, by field .
	20	User Interface	The system has the ability to support pre-filled fields in appropriately pre-formatted screens eliminating redundant data entry.
	21	User Interface	The system has an intuitive user interface and simple design which enables users to accomplish tasks with minimal number of clicks and keystrokes.
	22	User Interface	The system has the ability to provide links to associated features from any display screen to minimize backing out of one screen to access another, with appropriate security.
	23	User Interface	The system has the ability to provide the user with integrated application features that offer a consistent user interface to minimize user training and administration of the system.

Security

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0
	N	Requirement Not Met with Proposal		0

TOTAL 0

	Req #	Function	Security Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	SSO	The system has the ability to utilize the City's Active Directory user validation to achieve single-sign-on, regardless of deployment method.
	2	AD integration	The system has the ability to inherit groups from Active Directory for application authentication.
		Multi Factor Authentication	The system has the ability to support Multi Factor Authentication (MFA)
	3	SAML	The system has the ability to utilize the City's SAML Authentication (Azure Active Directory) for user validation to achieve single-sign-on, regardless of deployment method.
	4	SAML	The system has the ability to map SAML groups or App roles from Azure Active Directory for application permissions .
	5	Password Encryption	The system has the ability to store passwords in encrypted form, if applicable.
	6	Encryption	The system has the ability to encrypt data stored in the database.
	7	Encryption	The system has the ability to encrypt data stored in the application.
	8	Encryption	The system has the ability to encrypt data in transit.
	9	Encryption	Please provide information as to what level of encryption/encryption methods are used in transit and at rest.
	10	Role based security	The system has the ability to provide read, write, update, and delete access using role based security.
	11	Role based security	The system has the ability to provide security at the following levels:
	12	Role based security	Department or Agency;
	13	Role based security	Division;
	14	Role based security	Role or group;
	15	Role based security	User ID;
	16	Role based security	Screen;
	17	Role based security	Menu;
	18	Role based security	Report;
	19	Role based security	Field;
	20	Role based security	The system allows for departmental administrative self-service (e.g. ability to make changes to roles and workflows) with audit trail capability.
	21	Role based security	The system has the ability to update all user profiles automatically (user discretion) when a change in their role (s) is/are made.
	22	Role based security	The system has the ability to allow a City system administrator to add and change permissions for system access.
	23	User Groups	The system has the ability to establish, deactivate, and archive user groups.
	24	User Groups	The system has the ability to delete user groups that do not have historical data, with an audit trail.
	25		The system allows for departmental administrative self-service (e.g. ability to make changes to roles and workflows) with audit trail capability.
	26	Compliance	The system is HIPAA compliant and vendor will enter into a BAA with the City.
	27	Compliance	The system is CJIS compliant
		Compliance	The system is IRS Publication 1075 compliant
	28	Compliance	The system meets compliance rules / regulations in order to ensure the sensitive digital assets are guarded against loss, theft and misuse
	29	Compliance	The system is compliant with applicable compliance regulations.
	30	Security Certifications	Please list any industry standard security certifications the solution / vendor has. (Ex: ISO 27001).

Please note annual SOC 2 type reports will be required via the City’s contract.

31	Audit Capabilities	The system has the ability to track and audit changes throughout the system that creates a log of all records maintained and includes:
32	Audit Capabilities	Date;
33	Audit Capabilities	Time;
34	Audit Capabilities	User;
35	Audit Capabilities	Information prior to change;
36	Audit Capabilities	Changed information
37	Audit Capabilities	The system has the ability to allow the audit trail to have a date/time stamp to the nearest second.
38	Audit Capabilities	The system has the ability to allow a City system administrator to configure the duration that time audit logs are retained (e.g. 90 days). Proposer to describe how this feature works.
39	Audit Capabilities	The system has the ability to provide customizable audit reports.
40	Access Time Out	The system has the ability to log users off the system after an administrator-defined period of inactivity, based on user-defined roles.
41	Access Time Out	The system has the ability to allow a system administrator to log out users.
42	Security	The system has the ability to allow authorized users to have access to a log of security activity to determine users that have signed on and off the system, as well as unsuccessful attempts to sign on to the system.
43	Security	The system has the ability to scan attached files for viruses, malware, or other cybersecurity threats (vendor to specify capability for using City preferred anti-virus solutions).
44	Applicable to submissions from the public	The system has the ability to capture IP addresses from a requestor.

Cloud Checklist

ATTACHMENT F - REQUIREMENTS MATRIX

RFP Name & RFP # _________

Cloud Service Provider Security Checklist
Please provide an answer or statement to all issues listed
Enter vendor name here
Prompt #	Topic	Vendor Response
1	Describe who is responsible uptime, maintenance, patching and administration of the server.
2	The provider must show diagram (and possible past examples) of their governance and notification processes for their services.
3	Describe how the provider will guarantee legal and regulatory compliance with government and sectorial (industry specific) laws and regulations.
4	Does the solution follow one of the following sets of security and privacy control best practices? Indicate which.
4a	NIST Series
4b	ISO/IEC Series
4c	COBIT
4d	ITIL
5	The vendor will provide to the City, at no additional cost, the most recent SOC 2 Type 2 report from its cloud hosting provider covering the environments used by the City.
6	Describe process for Account Management
7	Define who is responsible for security monitoring. If the City will be responsible for securing the environment, describe how the City will obtain logs to ingest into its SIEM.
8	Describe how a data inventory of City of Detroit Data Assets will be kept.
9	Will subcontractors be used? If yes, will all security controls be inherited by subcontractors?
10	Describe Public Key Infrastructure
11	Process for separation of data belonging to different consumers in a multi‐tenant environment.
12	Does the solution use a private, shared or hybrid cloud?
13	Process used to separation of network traffic in a shared multi‐tenant provider environment
14	Statement guaranteeing adherence to all privacy laws governing the physical areas of data storage.
15	Willing to participate in a Risk Assessment and Privacy Impact Assessment covering the storage of PII.
16	Network traffic must be screened and firewall protected network must have intrusion detection & prevention in place.
17	Network must have detailed logging and documented alerting capabilities.
18	Dedicate VLANs with dedicated virtual firewall.
19	Describe how the City of Detroit network access separated from provider network access.
20	Are the City of Detroit VMs are on a dedicated hypervisor?
21	Will provider's servers only communicate with the City of Detroit logical disk units?
22	Will online storage and backup media be scrubbed when retired or replaced?
23	Identify system environments that will be available to the City (e.g. production, development, test)
24	Identify shared components of the system (e.g., network segments, backup tapes, etc.)
25	Identify Data storage and transfer limits
26	Identify normal and peak bandwidth requirements

Backup-Recovery

ATTACHMENT F - REQUIREMENTS MATRIX

RFP Name & RFP # _________

Backups / Business Continuity and Recovery RFP Questions
Please provide an answer or statement to all issues listed
Enter vendor name here
Prompt #	Topic	Vendor Response
1	Proposers shall have a backup and recovery capability for the system and application, including incremental and full backup capabilities. Additionally, system backups shall be accomplished without taking the application out of service and without degradation of performance or disruption to City operations.
2	Proposers shall be able to provide the service from at least two geographically diverse data centers that do not share common threats (e.g., the data centers cannot be in the same earthquake zone, likely hurricane path, same flood zone, etc.). The data centers shall at a minimum meet Tier III standards for redundancy of power, telecommunications, HVAC, security, fire suppression and building integrity.

• Where are the data center and storage facilities?

• The Proposer shall not store or transfer non-public City of Detroit data outside of the United States without the written consent of the City. This includes backup data and Disaster Recovery locations.

3	Proposers shall specify whether, in the event of a technology or other failure at the primary processing center, the alternate system will meet the following tiers, for which the City’s use should be identical regardless of which location is processing the City’s work:
3a	• High Availability – Continuous operation without interruption or degradation in service
3b	• Standard availability – Available for City use within 48 hours with no degradation in service
3c	• Non-Critical Availability – Available for City use within 96 hours with no degradation in service
4	Proposers shall implement crisis management, business continuity and disaster recovery plans, subject to City approval, which the City will not reasonably withhold. These plans shall outline how the Proposer will support the City’s recovery at the alternate site, including backup staff required to implement the plan in an emergency if the Proposer’s primary staff is unavailable. Such plans may also include annual testing in coordination with the City.
5	Proposers shall specify the System’s proven, maximum tolerable length of time that a computer, system, network, or application can be down after a failure or disaster occurs or its recovery time objective (“RTO”) and the amount of data at risk, as determined by the amount of time between data protection events, and as it reflects the amount of data that potentially could be lost during a disaster recovery point objective, (“RPO”) in case the primary site becomes unavailable. The selection of the RTO and RPO will be agreed upon objectives between the Proposer and the City.
6	Proposers shall specify whether the System will meet the following availability tiers, which tier, and shall specifically describe how the System meets such tier:
6a	• High Availability, 99.982%

RTO Characteristics and RPO: Intra-day, Typically involves data replication, to a hot-site for each transaction, or at short intervals, like 15 minutes.

6b • Standard Availability, 99.741% RTO Characteristics and RPO: 24 to 48 hours Nightly imaging to cloud / data center. System reestablished at time of disaster from cloud / data center. May lose up to one day of data.

6c • Non-Critical Availability, 99.671% RTO Characteristics and RPO: 48 to 56 hours, Nightly imaging to cloud / data center. System reestablished at time of disaster from cloud / data center. May lose up to one day of data.

7 Identify shared components of the system (e.g., network segments, backup tapes, etc.)

GIS

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0	..
	N	Requirement Not Met with Proposal		0

. TOTAL 0

	Req #	Function	GIS Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	GIS	The system has the ability to import/export GIS information.
	2	GIS	The system has the ability to integrate with the City's Base Units Geocoder for address/location based data.
	3	GIS	The system has the ability to integrate, in real-time, with the City's GIS data.
	4	GIS	The system has the ability to populate system fields based on GIS attributes.
	5	GIS	The system has the ability to utilize current mapping resources to geocode _______ (fill in as applicable, "requests", "events" "incidents" etc.) based on surrounding and not exact address.
	6	GIS	The system has the ability to utilize current mapping resources to geolocate _______ (fill in as applicable, "requests", "events" "incidents" etc.) on a map.
	7	GIS	The system has the ability to consume the ESRI Map Services with the ability to display and print maps online, with appropriate permissions.
	8	GIS	The system has the ability to allow users to consume the ESRI Map Services to modify scale, size and print maps generated from the application to display query result locations, with appropriate permissions.
	9	GIS	The system has the ability to view requests via locations / map based on permissions.
	10	GIS	The system has the ability to view via the ESRI Map Services and display topographical or aerial maps to help City personnel locate and understand the nature of a ____ (request/incident, fill in blank as applicable)
	11	GIS	The system has the ability to associate ___ (requests/incidents, fill in blank as applicable) to specific features or assets stored in GIS (e.g. street centerlines, poles, intersections, common names etc.).
	12	GIS	Ability to support standard geospatial coordinate system integration
	13	GIS	Ability to support geospatial referencing using multiple coordinate systems
	14	GIS	Ability to consume ESRI ArcGIS Map, Feature, and Image Services

Mobile Access

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0	..
	N	Requirement Not Met with Proposal		0

. TOTAL 0

	Req #	Function	Mobile Access Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Mobile responsiveness	The system is accessible from mobile devices.
	2	Mobile responsiveness	The system has the ability to recognize the device that is being used to view the software to make the necessary window adjustments (screen optimization).
	3	Mobile Accessibility	The system has the ability to monitor the connection status of mobile units and display this information in the administrative portal
	4	Mobile Accessibility	The system supports the following platforms: iOS, Android, Windows, Google Chrome devices.
	5	Mobile Accessibility	The system has the ability to support all popular browsers (i.e. Safari, Chrome, Edge, FireFox, etc.) and provide browser and device agnostic capability.
	6	Data encryption	The system encrypts all data that is transmitted to and from the mobile devices with a minimum of 256-bit encryption.
	7	Mobile Accessibility	The system has the ability to synchronize data from the field to ensure data is viewable in real-time, if applicable.
	8	Mobile Accessibility	The system has the ability to allow field users to access all data and documents from a remote location, with ability to later upload or synchronize data at a later date due to no or low connectivity in the field.
	9	Mobile Accessibility	The system has the ability to perform pre-defined queries from the field against the system database for those needing to view historical data.

10	Mobile Messaging	The system has the ability for mobile messaging functionality to allow users to send/receive text messages to/from appropriate personnel within the system or to any valid email address.
11	Mobile Accessibility	The system has the ability to allow multiple users to use a single device, with different security access based on user logon.

Cashiering and Financials

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0	..
	N	Requirement Not Met with Proposal		0

. TOTAL 0

	Req #	Function	General Technical Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Transaction Processing	The system has the ability for City staff to generate daily financial deposit reports.
	2	Transaction Processing	The system has the ability to integrate with the City’s point of sale (POS) systems. (Specific information can be found in the Interfaces tab of this document)
	3	Transaction Processing	The system has the ability to receive payments from the following sources:
	4	Transaction Processing	In person (over the counter or through the mail)
	5	Transaction Processing	Third party payment services companies
	6	Transaction Processing	The system has the ability to record payment detail, including (but not limited to) the following:
	7	Transaction Processing	Name
	8	Transaction Processing	Receipt number
	9	Transaction Processing	Case number
	10	Transaction Processing	Property address
	11	Transaction Processing	Method of payment (e.g., cash, check, credit card, money order)
	12	Transaction Processing	The system has the ability to capture check details including the following:
	13	Transaction Processing	Check numbers
	14	Transaction Processing	Check date
	15	Transaction Processing	Memo
	16	Transaction Processing	The system has the ability to capture both amount due and amount received.
	17	Transaction Processing	The system has the ability to allow any number of payment media types in any combination for payment of a single transaction.
	18	Transaction Processing	The system has the ability to support the following functions, with the ability to restrict these functions for certain transaction types:
	19	Transaction Processing	Ability to support overpayments made by payers
	20	Transaction Processing	Automatic calculation of transaction total;
	21	Transaction Processing	Ability to process partial payments
	22	Transaction Processing	Ability to process split payments
	23	Transaction Processing	Multiple case payments in a single transaction
	24	Transaction Processing	Cancel transaction prior to completion
	25	Transaction Processing	Complete or partial void after completion of transaction (with proper authorization)
	26	Transaction Processing	Error correction prior to completion
	27	Transaction Processing	Ability to reprint previous transactions
	28	Transaction Processing	Automatic incrementing of system receipt number
	29	Transaction Processing	Ability to support transaction adjustments
	30	Transaction Processing	Ability to support deposit revisions
	31	Transaction Processing	The system has the ability to generate transaction receipts
	32	Transaction Processing	The system has the ability to support receipt printing at local and networked printers.
	33	Transaction Processing	The system has the ability to create one receipt when multiple forms of payment are used (e.g., cash, credit card, check) for a single transaction.
	34	Transaction Processing	The system has the ability to print a detailed summary of fees paid
	35	Transaction Processing	The system has the ability to prohibit the edit/deletion of fees/fines or other payment records by City users once the transaction has been completed.
	36	Transaction Processing	The system has the ability to log the City staff user name, date, time and the details for each transaction and edited transactions.
	37	Transaction Processing	The system has the ability to display and print the history of financial transactions for a case or respondent.
	38	Transaction Processing	The System must provide the City with the ability to track and act when checks are returned for insufficient funds, including the following:
	39	Transaction Processing	Real-time notification by the City Treasurer with uploaded copy of check
	40	Transaction Processing	Automatic addition of returned check fees and ten percent (10%) penalty to amounts owed by offending party
	41	Transaction Processing	Generation of a returned check notice
	42	Day-end/Month-end Processing	The system has the ability to compile monthly financial information to provide cumulative totals for use in making comparisons to prior months and years (e.g., monthly, quarterly, yearly).
	43	Day-end/Month-end Processing	The system has the ability to electronically transfer month-end financial reports to the City's financial department.
	44	Collections Processing	The system has the ability to identify and review past due amounts at a City-defined interval.
	45	Collections Processing	The system has the ability to select and export case information to a preformatted file structure for cases that are past due by a user-defined length of time that exceed a user defined threshold (i.e., MS Excel export, CSV file);
	46	Collections Processing	The system has the ability to identify when user-defined payment arrangements are delinquent.
	47	Collections Processing	The system has the ability to identify cases in mass and change collection status (i.e., sent to collection agency).
	48	Collections Processing	The system has the ability to select cases that have been in collections for a user-defined period of time for consideration for writing off.
	49	Collections Processing	The system has the ability to recall cases from collections for a user-defined reason.
	50	Collections Processing	The system has the ability to manage recalled collections in the system, including appropriate financial reporting and documentation storage.

Support & Training

	ATTACHMENT F - REQUIREMENTS MATRIX
RFP Name & RFP # _________			Enter vendor name here
	Available Responses
	C	Requirement Met and Proposed (Standard features available in the product)		0
	A	Intent of Requirement Met and Proposed with Alternative		0
	N	Requirement Not Met with Proposal		0

					TOTAL	0
							.
	Req #	Function	Support and Training Requirement	Criticality	Vendor Response
(C, A, N)	Modules Required to Fulfill Requirements	Comments
	1	Vendor Support / Upgrades	The system has the ability to allow for outage times to be outside of standard business hours.
	2	Vendor Support / Upgrades	The vendor offers software application support during planned upgrades outside of typical operating hours, as requested by the City, if applicable.
	3	Vendor Support / Upgrades	The system has the ability to provide an administrative messaging system (e.g. a message to alert users of system maintenance activity).
	4	Vendor Support / Upgrades	The vendor has the ability to provide web-based support, with a searchable database of common problems.
	5	Vendor Support / Upgrades	The system has the ability to adhere to the City's security policy, which requires vendors to request for access to the on premise application for troubleshooting.
	6	Vendor Support / Upgrades	Vendor has the ablity to provide support through remote access to the application in accordance with City procedures, if applicable.
	7	Vendor Support / Upgrades	The system has the ability to create error logs with detail associated with the error.
	8	Vendor Support / Upgrades	The system has the ability to provide error messages that appear in a consistent format across all system features.
	9	Training / Help	The system includes a suite of online training features.
	10	Training / Help	The system includes access to an online user group community for City staff.
	11	Training / Help	The system includes online software documentation for all software application features.
	12	Training / Help	The system includes access to periodic live webinar training sessions to City staff at no additional cost.
	13	Training / Help	The system includes recorded training sessions that may be viewed by City staff at no additional cost.
	14	Training / Help	The system includes functional online help documentation for system end users of all types.
	15	Training / Help	The system includes technical online help documentation for City system administrators.
	16	Training / Help	The system has the ability to provide error messages that are integrated with online help functionality.
	17	Training / Help	The system has the ability to provide contextual help (i.e. field descriptions that are displayed based on the location of the mouse or cursor).

File details come from the government source that posted it. Updated Jun 29, 2026.