24-0005Exhibit-B1PerformanceRequirementsREV1.xlsx
XLSX spreadsheet 58 KB Posted
- Attached to
- Facility Technology Modernization
- Solicitation number
- 24-0005
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This document is a performance requirements exhibit for Competitive Solicitation No. 24-0005 issued by the Washington State Department of Enterprise Services (DES). DES intends to purchase a comprehensive software technology solution that supports Asset Management, Work Order Management, and Capital Project Management for the 42 state agencies it serves and the 144-acre state Capitol Campus in Olympia. The solicitation includes detailed requirements across key functional areas such as Asset & Capital Planning, Energy Management, GIS and CAD Integration, Inventory, Capital Improvements & Construction Project Management, Property/Lease Management, Work Order Management, Preventative Maintenance Management, Hazardous Material Tracking, Reporting, Data Extraction/Transformation/Loading, Training, Compliance, Security, Disaster Recovery, and Technical/Functional capabilities. Bidders must respond to each requirement, indicating how their proposed solution meets, partially meets, or does not meet the stated needs, and provide details on their approach. The solicitation also includes requirements around data ownership, retention, and destruction, as well as security, uptime, and support. Pricing, funding sources, and any set-aside requirements are not included in this document.
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Other files
| File | Type | Posted |
|---|---|---|
| 24-0005 Exhibit B1 Performance Requirements.xlsx | XLSX spreadsheet | |
| 24-0005 PreBid Slides.pdf | ||
| 24-0005 QA2.docx | DOCX document | |
| 24-0005 Exhibit B2 Implementation Plan.docx | DOCX document | |
| 24-0005 Exhibit D Contract.docx | DOCX document | |
| 24-0005 Exhibit E -InclusionPlan-Subcontract.docx | DOCX document | |
| 24-0005 ExhibitA-1-Bidder'sCertification.docx | DOCX document | |
| 24-0005 ExhibitA-2-Bidder'sProfile.docx | DOCX document | |
| 24-0005 Facility Tech Modernization CompSol.docx | DOCX document | |
| 24-0005 QA1.docx | DOCX document | |
| 24-0005 Exhibit C Bid Price.xlsx | XLSX spreadsheet | |
| 24-0005 Amd1.docx | DOCX document |
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Text version
Instructions Instructions Exhibit B-1 - Performance RequirementsREV1 for Competitive Solicitation No. 24-0005
1. Review each Requirement carefully, some requirements contain additional instructions. Do not change or edit the layout or content of the provided information. Not following all the instructions may result in the bid being considered non-responsive or contribute to a lower score.
2. Review Priority level of each requirement and the provided definitions:
Mandatory: Mission critical requirement; Enterprise Services cannot consider a solution that does not meet this requirement.
Highly Desirable: Requirement supports operations and the solution is less effective if this requirement is not met.
Desirable: Requirement would enhance functionality or quality of the solution and makes it more desirable.
3. Respond to each Requirement in Column E: How Bidder Meets requirement if Bidder 'Fully Meets', 'Partially Meets', or 'Does Not Meet' that requirement. If the selected option is 'Partially Meets' use Column G: Written Response to provide a brief explanation on what component of the requirement is not being met.
4. For each requirement that Bidder responds as 'Fully Meets', or 'Partially Meets', select the appropriate one of the following pull down options in Column F: Response Code and provide any required additional information for that option:
Core: The proposed solution currently meets or partially meets this requirement as part of the generally available features and functionalities to all customers (or it can be configured by the user).
Customization: The proposed solution can meet the requirement through a customization to the generally available solution done by the bidder or integrator. If selecting this option, in Column G: Written Response column describe customization needed, estimated level of complexity, timeline, and any potential impact on upgrades/updates to the proposed solution during the term of the contract.
Third Party: The bidder can meet this requirement by utilizing a third party solution. The third party solution must be included in the bid. If selecting this option, in Column G: Written Response column, indicate if the third party functionality is already live with any other customers, what additional customization, or effort would be needed to deploy this third party solution, and any applicable limitations or restrictions related to the third party solution.
5. Utilize Column G: Written Response in accordance with the above instructions for the selected pull-down options and/or additional instructions in the body text of the Requirement. Where Written Response is required, make sure to provide sufficient detail and information as requested. Incomplete or limited responses might not sufficiently demonstrate how the solution meets the Requirement, and therefore be disqualified from further consideration on a pass/fail basis. Unless required above or in the body text of the Requirement, do not provide additional information in Column G: Written Response, it will not be reviewed or considered by the evaluation team. Note: Bidder can include screen shots or separate documents as attachments, if needed. All attachments must be labeled with the Requirement ID number and the Written Response column must indicate the title of the attachment, page number and/or section title of where the information can be found.
6. Bidders are encouraged to provide a focused narrative for any of the Exhibit B-1 Performance Requirements Category(s) (“Category”) outlined in Column B of Exhibit B-1.
(For example, Category Asset & Capital Planning represents Requirement IDs 5-21.)
The narrative allows bidders to earn additional value consideration by showing how their proposed solution not only meets but exceeds the stated requirements, providing added value to the state. These narratives must clearly and specifically demonstrate how the solution goes beyond the minimum needs outlined in the Category. They should be substantive, free of promotional or marketing content, and directly address the business needs and expectations described in the Category.
The evaluation team will look for evidence including but not limited to innovative features, superior implementation approaches, case studies, compliance certifications, and enhanced compliance and support structures that go beyond the Category's baseline expectations.
Narratives that include robust, verifiable evidence to support claims of exceeding requirements will be reviewed favorably. Narratives that include vague or generalized content that lacks concrete examples or specific details will not contribute to an added value assessment.
Each narrative should be provided in Column H: Bidder Narrative of Exhibit B-1 for the respective Category being addressed.
Word Limit: Each Category narrative must be 500 words or less. Any text in excess of 500 words will be deleted prior to forwarding the submittals to the evaluation team. Bidders cannot include links to external content or embedded documents in the Narrative replies; such additional materials will not be evaluated. Instructions on how to include separate documents for a specific requirement ID are outlined in Instruction #5 above.
Please note that, if bidder is awarded a contract, bidder’s responses will be incorporated into the resulting contract.
Accordingly, bidder is cautioned to state only commitments that bidder can meet throughout the term of the contract.
An awarded bidder (i.e., contractor) who is not able to meet such commitments throughout the contract term, will be subject to contract termination for breach of contract and damages.
Requirements
| BIDDER NAME: |
| Competitive Solicitation NO.: 24-0005 |
| Requirement ID | Category | Requirement | Priority | How bidder meets Requirement | Response Code | Written Response | Bidder | |
| Narrative | Narrative |
Word Count
| General Requirements | ||||
| 1 | General Requirements | Solution provides standards that ensure uniformity of nomenclature, using Uniformat II Level 3, during data import and the subsequent user interface with the ability to expand to a user-defined Uniformat II Level 4 asset definition. | HIGHLY DESIRABLE | 1 |
| 2 | General Requirements | Solution must generate a Facilities Condition Index (FCI) that meets industry practice standards. | HIGHLY DESIRABLE | |
| 3 | General Requirements | Solution provides integrated functionality between capital planning, work order and preventative maintenance capability, energy and sustainability reporting, and utility bill payment. | HIGHLY DESIRABLE | |
| 4 | General Requirements | Solution provides extensive document library functionality, including the ability to upload various file types, multiple file uploads, permission levels assigned to documents, and unlimited storage data. | HIGHLY DESIRABLE | |
| Asset & Capital Planning | ||||
| 5 | Asset & Capital Planning | Solution provides a method to create a multi-year capital plan for selected property portfolios. | HIGHLY DESIRABLE | 1 |
| 6 | Asset & Capital Planning | Solution provides a method to create multi-tiered parent-child relationships between buildings, systems, subsystems, and components. | DESIRABLE | |
| 7 | Asset & Capital Planning | Solution provides a method to create an assessment execution plan for an individual property. | DESIRABLE | |
| 8 | Asset & Capital Planning | Solution provides a method to import (create and update) renewal and refurbishment records without an external interface. | DESIRABLE | |
| 9 | Asset & Capital Planning | Solution provides a method track all assets, including systems (ex. HVAC system) and individual components (i.e., coils, supply fan, variable frequency drives). | HIGHLY DESIRABLE | |
| 10 | Asset & Capital Planning | Solution provides a method to track expected lifecycle data at a system, subsystem, and component level for facilities. | HIGHLY DESIRABLE | |
| 11 | Asset & Capital Planning | Solution provides a method to analyze and model each facility's standard life cycle deterioration and report on the annual reinvestment rate to replace components as they become unusable. | HIGHLY DESIRABLE | |
| 12 | Asset & Capital Planning | Solution provides a method to bulk apply life cycle model adjustments (ex. warranties) based upon vendor-provided markups, contingency, and inflation. | DESIRABLE | |
| 13 | Asset & Capital Planning | Solution provides a method to forecast future facility renewal costs with the ability to adjust for inflation and complexities such has historic mitigation, hazardous materials mitigation, and scheduling. | DESIRABLE | |
| 14 | Asset & Capital Planning | Solution provides a method to maintain a Current Replacement Value for every asset (facility itself, parts of the facility - i.e. doors, HVAC systems, etc.) as well as be able to calculate Facility Condition Index. | HIGHLY DESIRABLE | |
| 15 | Asset & Capital Planning | Solution provides a method to analyze multiple-year outlooks and various combinations of building-type reinvestment rates. | DESIRABLE | |
| 16 | Asset & Capital Planning | Solution provides a method to analyze and project funding requirements for up to 25 years. (Ex. parts of facility failing and being replaced vs. tripling preventative maintenance to avoid replacement). | DESIRABLE | |
| 17 | Asset & Capital Planning | Solution provides a method to create records for renewal and refurbishment records (ex. preventative maintenance plans, work order history). | HIGHLY DESIRABLE | |
| 18 | Asset & Capital Planning | Solution provides a method to associate renewal and refurbishment records with project and budget requests for funding and execution. | HIGHLY DESIRABLE | |
| 19 | Asset & Capital Planning | Solution provides a method to associate and track renewal and refurbishment records to work requests and capital projects. | HIGHLY DESIRABLE | |
| 20 | Asset & Capital Planning | Solution provides a method to prioritize renewal and refurbishment records based on multiple factors, including property rank, record priority, and days past due. | HIGHLY DESIRABLE | |
| 21 | Asset & Capital Planning | Solution provides a method to export selected renewal and refurbishment records. Ability to export ad hoc reports. | DESIRABLE | |
| Energy Management | ||||
| 22 | Energy Management | Solution provides a method to integrate seamlessly with energy meters and data sources. | HIGHLY DESIRABLE | 1 |
| 23 | Energy Management | Solution provides a method for data integration to support both automatic and manual data inputs. | HIGHLY DESIRABLE | |
| 24 | Energy Management | Solution provides real-time energy monitoring capabilities, including electricity, gas, water, and other energy sources across all our properties. | HIGHLY DESIRABLE | |
| 25 | Energy Management | Solution provides a method for insights into energy data to be updated at frequent intervals, providing up-to-the-minute insights into consumption patterns using interactive and customizable dashboards. | HIGHLY DESIRABLE | |
| 26 | Energy Management | Solution provides a method to normalize energy data to account for variations in units of measurement and data sources (ex. KBTUs. BTUs). | HIGHLY DESIRABLE | |
| 27 | Energy Management | Solution provides a method for normalized data to facilitate accurate energy consumption comparisons and analysis. Uses energy utilization index. | HIGHLY DESIRABLE | |
| 28 | Energy Management | Solution provides a method for users to be able to create personalized energy dashboards based on their roles and responsibilities. | DESIRABLE | |
| 29 | Energy Management | Solution provides a method to maintain historical energy consumption data for trend analysis and benchmarking. Data goes back at least 10 years. | HIGHLY DESIRABLE | |
| 30 | Energy Management | Solution provides a method for users to be able to compare energy usage across different timeframes, such as daily, monthly, and annually. | DESIRABLE | |
| 31 | Energy Management | Solution provides a method to provide configurable alarms and alerts for abnormal energy consumption patterns or deviations from set benchmarks. Minimum daily alerts. | HIGHLY DESIRABLE | |
| 32 | Energy Management | Solution provides a method for alerts to be delivered through email notifications/mobile alerts. | HIGHLY DESIRABLE | |
| 33 | Energy Management | Solution provides a method for benchmarking against industry standards and energy efficiency targets (ex. ENERGY STAR). Hold info on requirements/standards within the system. | HIGHLY DESIRABLE | |
| 34 | Energy Management | Solution provides a method for users to have access to tools for tracking progress toward emissions reduction goals. | DESIRABLE | |
| 35 | Energy Management | Solution provides a method for users to be able to identify underperforming facilities and prioritize energy-saving initiatives. Ability to sort by energy consumption. | HIGHLY DESIRABLE | |
| 36 | Energy Management | Solution provides a method to calculate and report on carbon emissions associated with energy consumption. | DESIRABLE | |
| 37 | Energy Management | Solution provides a method to provide detailed cost breakdowns for energy consumption, including utility bills and associated expenses. | DESIRABLE | |
| 38 | Energy Management | Solution provides a method for cost analysis tools that assist in budgeting and forecasting (ex. assumed electricity rate for 2030). | DESIRABLE | |
| 39 | Energy Management | Solution provides a method to enable the identification and tracking of Energy Conservation Measures (ECMs) (ex. replacing natural gas heat boiler with heat pump - energy use between both and forecast savings) implemented to improve energy efficiency. | DESIRABLE | |
| GIS Integration | ||||
| 40 | GIS Integration | Solution provides a method to import and use custom base maps and services. | HIGHLY DESIRABLE | 1 |
| 41 | GIS Integration | Solution leverages ArcGIS authentication (either ArcGIS Online or Portal) to administer user access to layers and base maps. | DESIRABLE | |
| 42 | GIS Integration | Solution integrates with one or more agency geospatial databases (ex. SQL server). | HIGHLY DESIRABLE | |
| 43 | GIS Integration | Solution provides a method to import assets and affiliated attribute data from an agency geospatial database. | HIGHLY DESIRABLE | |
| 44 | GIS Integration | Solution provides a method to select buildings or assets on the map and create work orders. | HIGHLY DESIRABLE | |
| 45 | GIS Integration | Solution provides a map-centric interface to visualize the location of assets, work orders, and other data. | HIGHLY DESIRABLE | |
| 46 | GIS Integration | Solution provides a method to display a GIS map that can zoom, pan, and turn individual map layers on/off. | HIGHLY DESIRABLE | |
| 47 | GIS Integration | Solution provides a method to select buildings or assets from the map and bring up information about the associated record. | DESIRABLE | |
| 48 | GIS Integration | Solution provides a method to view one or more work orders within the system and then display them on a map view. | HIGHLY DESIRABLE | |
| 49 | GIS Integration | Solution provides a method to view one or more assets (buildings and items within the building) within the system and then display them on a map view. | HIGHLY DESIRABLE | |
| 50 | GIS Integration | Solution provides a method to select an area in the map frame, and the system will filter work orders contained within the area. | DESIRABLE | |
| 51 | GIS Integration | Solution provides interactive project status reporting by the project managers. Allows Project Managers to input monthly status updates. | DESIRABLE | |
| CAD Integration | ||||
| 52 | CAD Integration | Solution provides a method to view a CAD drawing of floors and rooms inside the system. | HIGHLY DESIRABLE | 1 |
| 53 | CAD Integration | Solution provides a method to support an interface to AutoCAD that will create rooms in the system from a CAD drawing. | HIGHLY DESIRABLE | |
| 54 | CAD Integration | Solution provides a method for deleting rooms off the CAD drawing that inactivate these rooms in the system via the CAD interface. | DESIRABLE | |
| 55 | CAD Integration | Solution provides methods for the CAD interface to update the square footage for rooms based on the CAD drawing and to highlight or shade rooms on the CAD drawing based on location/space type, status, or occupying entities. | DESIRABLE | |
| 56 | CAD Integration | Solution provides a method to shade/hatch a drawing to display which locations an asset supports (i.e., air handler 1 supports locations 101, 102, 103, 112, 114,116). | HIGHLY DESIRABLE | |
| 57 | CAD Integration | Solution provides a method to hatch and annotate the drawing with work order data and tie rooms to work orders. | HIGHLY DESIRABLE | |
| 58 | CAD Integration | Solution provides a method to support planning and stacking (necessary connections) reports for the space inside AutoCAD. | DESIRABLE | |
| 59 | CAD Integration | Solution provides a method to query by building, department, organization, or space type and highlight/shade spaces on the CAD drawing based on the query in a web browser. | DESIRABLE | |
| Inventory | ||||
| 60 | Inventory | Solution provides a method to create physical inventory counts by bin range, part classification, or cycle code, and define how many bins to count in each set. | HIGHLY DESIRABLE | 1 |
| 61 | Inventory | Solution provides a method to set up user-definable inventory classes and categories. | HIGHLY DESIRABLE | |
| 62 | Inventory | Solution provides a method to support categorization and classification of artworks based on various criteria, such as genre, style, period, or collection type. | DESIRABLE | |
| 63 | Inventory | Solution provides a method for users to view images and access associated documents from the inventory database. | HIGHLY DESIRABLE | |
| 64 | Inventory | Solution provides the ability to QR code or bar code all items in inventory. | HIGHLY DESIRABLE | |
| 65 | Inventory | Solution provides a method to track materials (including art work) in multiple locations. | HIGHLY DESIRABLE | |
| 66 | Inventory | Solution provides a method for location changes to be logged and tracked in the system. | DESIRABLE | |
| 67 | Inventory | The solution should capture and store comprehensive information about each artwork, including: |
•Title •Artist •Date of Creation •Medium •Dimensions •Acquisition Date •Purchase Price or Estimated Value •Condition Reports •Provenance History
| •Location within Organization | HIGHLY DESIRABLE | ||||
| 68 | Inventory | Solution provides a method for the attachment of high-resolution images and related documentation for each artwork. | HIGHLY DESIRABLE | ||
| 69 | Inventory | Solution provides a method to record loan agreements, dates, and conditions. | DESIRABLE | ||
| 70 | Inventory | Solution provides a method to maintain and view a detailed history of movements and transfers of artworks for up to 20 years. | DESIRABLE | ||
| 71 | Inventory | Solution provides a method for tracking of artworks on loan to external institutions or for temporary exhibitions. | DESIRABLE | ||
| 72 | Inventory | Solution provides a method for recording insurance details for each artwork, including coverage amounts and policy information. | DESIRABLE | ||
| 73 | Inventory | Solution provides a method for valuation records to be stored for insurance and appraisal purposes. | DESIRABLE | ||
| 74 | Inventory | Solution provides a method for users to be able to document and track the condition of artworks over time. | DESIRABLE | ||
| 75 | Inventory | Solution provides a method for recording conservation notes and treatment history, including dates and responsible conservators. | HIGHLY DESIRABLE | ||
| 76 | Inventory | Solution provides a method for alerts and notifications to be sent for critical events, such as upcoming loan returns, required condition assessments, or overdue movements. | HIGHLY DESIRABLE | ||
| 77 | Inventory | Solution provides a method for customizable reporting and analytics tools for generating inventory reports, including collection summaries, valuation reports, and movement logs. | HIGHLY DESIRABLE | ||
| 78 | Inventory | Solution provides a method for users to be able to export reports in various formats (PDF, Excel, etc.). | HIGHLY DESIRABLE | ||
| Capital Improvements & Construction Project Management | |||||
| 79 | Capital Improvements & Construction Project Management | Solution provides a method to track planned, original, and active project budgets. | HIGHLY DESIRABLE | 1 | |
| 80 | Capital Improvements & Construction Project Management | Solution provides a method to track baseline, estimated, and actual start and finish dates for project schedule tasks and budget line items. | HIGHLY DESIRABLE | ||
| 81 | Capital Improvements & Construction Project Management | Solution provides a method to track both financial and activity-based schedules and milestone information. | HIGHLY DESIRABLE | ||
| 82 | Capital Improvements & Construction Project Management | Solution provides a method to track associated tax rates and rebates by contractor. | HIGHLY DESIRABLE | ||
| 83 | Capital Improvements & Construction Project Management | Solution provides a method to track projects by status. | HIGHLY DESIRABLE | ||
| 84 | Capital Improvements & Construction Project Management | Solution provides a method to track user-defined activities and milestones for each project. | HIGHLY DESIRABLE | ||
| 85 | Capital Improvements & Construction Project Management | Solution provides a method to track the Change Proposal / Change Directive Process | HIGHLY DESIRABLE | ||
| 86 | Capital Improvements & Construction Project Management | Solution provides a method to track multiple contracts and agreements, as well as multiple change orders per project. | HIGHLY DESIRABLE | ||
| 87 | Capital Improvements & Construction Project Management | Solution provides a method to define project types and unique workflows based on project type. | HIGHLY DESIRABLE | ||
| 88 | Capital Improvements & Construction Project Management | Solution provides a method to define and manage sources of project funding. | HIGHLY DESIRABLE | ||
| 89 | Capital Improvements & Construction Project Management | Solution provides a method to define closeout checklists for projects. | HIGHLY DESIRABLE | ||
| 90 | Capital Improvements & Construction Project Management | Solution provides a method for a central vendor contact database. | DESIRABLE | ||
| 91 | Capital Improvements & Construction Project Management | Solution provides a method to create capital project commitments (including cost controls) for future operations and maintenance jobs. | HIGHLY DESIRABLE | ||
| 92 | Capital Improvements & Construction Project Management | Solution provides a method to alert the user if costs exceed the budget. | DESIRABLE | ||
| 93 | Capital Improvements & Construction Project Management | Solution provides a method to be able to electronically attach documents (e.g., insurance certificate) to a vendor and enter expiration dates. | HIGHLY DESIRABLE | ||
| 94 | Capital Improvements & Construction Project Management | Solution provides a method to support multiple contracts per budget line item. | HIGHLY DESIRABLE | ||
| 95 | Capital Improvements & Construction Project Management | Solution provides a method for adjusting existing and creating new contract line items upon a change order. | HIGHLY DESIRABLE | ||
| 96 | Capital Improvements & Construction Project Management | Solution provides a method to track other associated contract documents, including RFIs / ASIs (Architect Supplemental Instructions) / Submittals / Punch Lists / Commissioning Plans. | HIGHLY DESIRABLE | ||
| 97 | Capital Improvements & Construction Project Management | Solution provides a method to track the lifecycle of a change from RFI/Issue to Change Proposal to Change Order. | HIGHLY DESIRABLE | ||
| 98 | Capital Improvements & Construction Project Management | Solution provides a method for document sharing with external stakeholders. | DESIRABLE | ||
| 99 | Capital Improvements & Construction Project Management | Solution provides a method to create different dashboards and workflows for different users, agencies, and project types. | HIGHLY DESIRABLE | ||
| 100 | Capital Improvements & Construction Project Management | Solution provides a method to create customized reports and dashboards. | HIGHLY DESIRABLE | ||
| 101 | Capital Improvements & Construction Project Management | Solution provides a method to view everyone working on a project and their permissions, roles, and responsibilities. | DESIRABLE | ||
| 102 | Capital Improvements & Construction Project Management | Solution provides a method for automated notification system around custom processes. | HIGHLY DESIRABLE | ||
| 103 | Capital Improvements & Construction Project Management | Solution provides a method to connect with external databases using API’s. | HIGHLY DESIRABLE | ||
| 104 | Capital Improvements & Construction Project Management | Solution provides a method for data validation built into fields. | HIGHLY DESIRABLE | ||
| 105 | Capital Improvements & Construction Project Management | Solution provides a method to upload and store files such as contract agreements. | HIGHLY DESIRABLE | ||
| 106 | Capital Improvements & Construction Project Management | Solution provides a method to track Interagency Agreements/contracts. | HIGHLY DESIRABLE | ||
| 107 | Capital Improvements & Construction Project Management | Solution provides a method to store large and various file types (ex. CAD files, blueprints, etc.) | HIGHLY DESIRABLE | ||
| 108 | Capital Improvements & Construction Project Management | Solution provides a method to display a project’s history and what stage the project is at. | HIGHLY DESIRABLE | ||
| 109 | Capital Improvements & Construction Project Management | Solution provides a method to track and report performance. | HIGHLY DESIRABLE | ||
| Property/Lease Management | |||||
| 110 | Property/Lease Management | Solution provides a method for property lease management and document storage. | HIGHLY DESIRABLE | 1 | |
| 111 | Property/Lease Management | Solution provides a method for designing and generating leases for e-sign. | DESIRABLE | ||
| 112 | Property/Lease Management | Solution provides a method for communication via a portal with tenants. | HIGHLY DESIRABLE | ||
| 113 | Property/Lease Management | Solution provides a method for floor plans layouts with color coded sections for tenant, common and leased space. | DESIRABLE | ||
| 114 | Property/Lease Management | Solution provides a method for parking stall/lot management. | DESIRABLE | ||
| Work Order Management | |||||
| 115 | Work Order Management | Solution provides a method to implement and manage a web-based service request/work order process, assign work, and track against multiple service providers (ex. multiple people working on one work order). | HIGHLY DESIRABLE | 1 | |
| 116 | Work Order Management | Solution provides a method to manage asset information and scheduled and on-demand maintenance tasks via mobile devices in real-time using an app. | HIGHLY DESIRABLE | ||
| 117 | Work Order Management | Solution provides a method to create detailed estimates for work orders and projects. | DESIRABLE | ||
| 118 | Work Order Management | Solution provides a method to associate separate labor, material, equipment, and contract estimates to any work order/project task. | HIGHLY DESIRABLE | ||
| 119 | Work Order Management | Solution provides a method to plan for material usage that can be transitioned into actual material usage at the appropriate time. | DESIRABLE | ||
| 120 | Work Order Management | Solution provides a method to manage assets via QR code or barcode. | HIGHLY DESIRABLE | ||
| 121 | Work Order Management | Solution provides a method for unlimited requesters allowed to submit electronic work orders through an internet-based work request portal and check the status of requests online. | HIGHLY DESIRABLE | ||
| 122 | Work Order Management | Solution provides a method for work orders that will provide features for setting work completion deadlines and reporting completion information to requestors. | HIGHLY DESIRABLE | ||
| 123 | Work Order Management | Solution provides a method for automated programmable workflow logic and assignments. | HIGHLY DESIRABLE | ||
| 124 | Work Order Management | Solution provides a method for work orders to be defined according to the type (ex. base vs. reimbursable). | MANDATORY | ||
| 125 | Work Order Management | Solution provides a method for work orders to be defined according to the type, trouble report or work order, and scope of work involved. | HIGHLY DESIRABLE | ||
| 126 | Work Order Management | Solution provides a method for work orders to be assigned by a supervisor or automatically by the facility. | HIGHLY DESIRABLE | ||
| 127 | Work Order Management | Solution provides a method to associate multiple contractors and contracts with a work order. | DESIRABLE | ||
| 128 | Work Order Management | Solution provides a method for work orders to be assigned priorities (urgent, emergency, etc.). | MANDATORY | ||
| 129 | Work Order Management | Solution provides a method to be able to track cost, labor hours, and material tracking. | MANDATORY | ||
| 130 | Work Order Management | Solution provides a method to create daily assignments of jobs per technician. | HIGHLY DESIRABLE | ||
| 131 | Work Order Management | Solution provides a method to pre-define and generate timecards for staff with pre-defined or recurring jobs (e.g., custodial, grounds crews). | DESIRABLE | ||
| 132 | Work Order Management | Solution provides a method to record information about employees assigned to the work, including name and identification number. | HIGHLY DESIRABLE | ||
| 133 | Work Order Management | Solution provides a method for requests to be routed online to personnel authorized for review and approval. | DESIRABLE | ||
| 134 | Work Order Management | Solution provides a method to automatically notify requesters via email as work is assigned and completed. | HIGHLY DESIRABLE | ||
| 135 | Work Order Management | Solution provides a method for technicians to receive and complete work assignments online. | HIGHLY DESIRABLE | ||
| 136 | Work Order Management | Solution provides a method to notify staff and vendors of new work assignments via email (including email to text pagers or cell phones). | HIGHLY DESIRABLE | ||
| 137 | Work Order Management | Solution provides a method for technicians to record notes, set reminders, and email supervisors from a work order. | HIGHLY DESIRABLE | ||
| 138 | Work Order Management | Solution provides a method to associate budget codes, projects, and equipment with work orders. | HIGHLY DESIRABLE | ||
| 139 | Work Order Management | Solution provides a method to track all emails related to each work order, including system-generated notifications. | DESIRABLE | ||
| 140 | Work Order Management | Solution provides a method to generate simple and detailed reports on work order status and costs (ex. labor and materials report, cost by building, cost by asset, current work orders by status). | HIGHLY DESIRABLE | ||
| 141 | Work Order Management | Solution provides a method for quick search and detailed, advanced search capabilities. | HIGHLY DESIRABLE | ||
| 142 | Work Order Management | Solution provides a method for files to be attached to work orders for quick reference. | HIGHLY DESIRABLE | ||
| 143 | Work Order Management | Solution provides a method to create repeatable tasks. | DESIRABLE | ||
| 144 | Work Order Management | Solution provides a method to integrate a parts and equipment inventory and tracking system with work order system. | HIGHLY DESIRABLE | ||
| 145 | Work Order Management | Solution provides a method to escalate maintenance events. | DESIRABLE | ||
| 146 | Work Order Management | Solution provides a method to track all scheduled maintenance. | HIGHLY DESIRABLE | ||
| 147 | Work Order Management | Solution provides a method to track equipment information, including manufacturer, model, serial, service dates, and warranty expirations. | MANDATORY | ||
| 148 | Work Order Management | Solution provides a method to see availability by shop in a graphical/calendar-type format. | HIGHLY DESIRABLE | ||
| 149 | Work Order Management | Solution provides a method to interface with work request module to automatically generate maintenance work orders. | HIGHLY DESIRABLE | ||
| 150 | Work Order Management | Solution provides a method to integrate billing with WorkDay. | DESIRABLE | ||
| 151 | Work Order Management | Solution provides a method to alert staff (highlight in dashboard) when a work order is overdue. | HIGHLY DESIRABLE | ||
| 152 | Work Order Management | Solution provides a method to track multiple asset warranties and automatically flag the warranty for the user when creating a work order. | DESIRABLE | ||
| 153 | Work Order Management | Solution provides a method to track installed dates, removed dates, and original costs for assets. | HIGHLY DESIRABLE | ||
| Procurement & Supply Management | |||||
| 154 | Procurement & Supply Management | Solution provides a method to implement and manage a real-time goods and services procurement and inventory management program. | MANDATORY | 1 | |
| 155 | Procurement & Supply Management | Solution provides a method to create physical inventory counts by bin range, part classification, or cycle code, and define how many bins to count in each set. | HIGHLY DESIRABLE | ||
| 156 | Procurement & Supply Management | Solution provides a method to use QR codes and/or bar codes for all items in inventory. | HIGHLY DESIRABLE | ||
| 157 | Procurement & Supply Management | Solution provides a method to track and maintain optimal stock levels of materials in multiple bench stock locations. | HIGHLY DESIRABLE | ||
| 158 | Procurement & Supply Management | Solution provides a method to set up user-definable inventory classes and categories. | HIGHLY DESIRABLE | ||
| 159 | Procurement & Supply Management | Solution provides a method to capture and store information about each inventory, items including but not limited to: |
•Description •UPC Number •Part Number •Unit of Measures (each, gallon, inch, foot, roll, etc.)
•Acquisition Date
| •Purchase Price and/or Retail Value | HIGHLY DESIRABLE | ||||
| 160 | Procurement & Supply Management | Solution provides a method for a location (where the item is held) of item within the organization. | DESIRABLE | ||
| 161 | Procurement & Supply Management | Solution provides a method for the attachment of high-resolution images and related documentation for each good. | HIGHLY DESIRABLE | ||
| 162 | Procurement & Supply Management | Solution provides a method for users to be able to view images and access associated documents stored in the inventory database. | HIGHLY DESIRABLE | ||
| 163 | Procurement & Supply Management | Solution provides a method for location changes logged and tracked in the system. | HIGHLY DESIRABLE | ||
| 164 | Procurement & Supply Management | Solution provides a method for customizable reporting and analytics tools for generating inventory reports, highest and lowest quantities of purchase items, vendor logs, and movement logs. | HIGHLY DESIRABLE | ||
| 165 | Procurement & Supply Management | Solution provides a method to send alerts and notifications for critical events (Ex. as physical inventories, quantity below set level – reminder to reorder, etc.) | HIGHLY DESIRABLE | ||
| 166 | Procurement & Supply Management | Solution provides a method to set purchase request approver limits and establish a purchase request workflow from requestor, to Supply team approval, to Manager approval, then the order procured. | HIGHLY DESIRABLE | ||
| 167 | Procurement & Supply Management | Solution provides a method to automatically notify requestor when goods have arrived, whether an entire order, or a partial order. | HIGHLY DESIRABLE | ||
| 168 | Procurement & Supply Management | Solution provides a method to maintain all purchase documents (vendor quotes, purchase order form, received goods, invoice, etc.) | HIGHLY DESIRABLE | ||
| 169 | Procurement & Supply Management | Solution provides a method to transfer inventory from one department to another or to and from a work order electronically via phone, tablet, computer and/or handheld device. | HIGHLY DESIRABLE | ||
| 170 | Procurement & Supply Management | Solution provides a method to forecast demand based on order histories, calculate average lead time, analyze trends and current stock levels. | DESIRABLE | ||
| 171 | Procurement & Supply Management | Solution provides a method to tie purchases for items, parts and services to a work order. | HIGHLY DESIRABLE | ||
| Preventative Maintenance Management | |||||
| 172 | Preventative Maintenance Management | Solution provides a method to implement and manage an integrated preventative/scheduled maintenance program. | MANDATORY | 1 | |
| 173 | Preventative Maintenance Management | Solution provides a method to plan and schedule jobs before assigning to work control, taking into account different skill sets and capacities (break into smaller tasks/workflows). | HIGHLY DESIRABLE | ||
| 174 | Preventative Maintenance Management | Solution provides a method to see jobs in all phases of their lifecycle (ex. backlog, planned, scheduled, started, stalled). | MANDATORY | ||
| 175 | Preventative Maintenance Management | Solution provides a method to see jobs by trade group and by asset. | HIGHLY DESIRABLE | ||
| 176 | Preventative Maintenance Management | Solution provides a method to enable users to create multiple planned work requirements. These can be associated with projects and promoted to the work queue when the scope of work and funding are finalized. | DESIRABLE | ||
| 177 | Preventative Maintenance Management | Solution provides a method to provide the ability to load any document and associate it with the work order (ex. certificates that need signatures). | HIGHLY DESIRABLE | ||
| 178 | Preventative Maintenance Management | Solution provides a method to build standard operating procedures/workflows by work category and track/change the statuses online. | HIGHLY DESIRABLE | ||
| 179 | Preventative Maintenance Management | Solution provides a method to assign multiple trade groups and multiple individuals to a single work order. | HIGHLY DESIRABLE | ||
| 180 | Preventative Maintenance Management | Solution provides a method to assign a work order to a specific property/location without having to associate an equipment or asset ID. | DESIRABLE | ||
| 181 | Preventative Maintenance Management | Solution provides a method to track repairs of multiple pieces of equipment/assets per work order. | HIGHLY DESIRABLE | ||
| 182 | Preventative Maintenance Management | Solution provides a method to support unlimited user-definable billing rates by trade group or trade person. | HIGHLY DESIRABLE | ||
| 183 | Preventative Maintenance Management | Solution provides a method for billing to be performed by specific work order, transaction, or account. | HIGHLY DESIRABLE | ||
| 184 | Preventative Maintenance Management | Solution provides a method to maintain preventive maintenance (PM) histories of assets and equipment for at least five years, including associated costs. | HIGHLY DESIRABLE | ||
| 185 | Preventative Maintenance Management | Solution provides a method to identify the contractor supplying the warranty work and have the contractor automatically defined on a work order when an asset is under contract warranty. (Rework to identify and link contractor). | DESIRABLE | ||
| 186 | Preventative Maintenance Management | Solution provides a method to define a schedule for PM work order generation by user-defined frequencies (ex. holidays, recurring cadence - monthly, quarterly, annually, etc.). | HIGHLY DESIRABLE | ||
| 187 | Preventative Maintenance Management | Solution provides a method define a schedule for seasonal PM work order generation. | HIGHLY DESIRABLE | ||
| 188 | Preventative Maintenance Management | Solution provides a method to view forecasts of the labor necessary to support scheduled PM work orders by equipment ID. | HIGHLY DESIRABLE | ||
| 189 | Solution provides a method to view forecasts of the materials necessary to support scheduled PM work orders by equipment ID. | DESIRABLE | |||
| 190 | Preventative Maintenance Management | Solution provides a method to view status of current/future deferred workload for PM by the year/week/month and by craft/trade. | HIGHLY DESIRABLE | ||
| 191 | Preventative Maintenance Management | Solution provides a method to maintain a record of unscheduled/unplanned repairs done by PM mechanics and actual time spent (ex. work done in addition to planned maintenance). | HIGHLY DESIRABLE | ||
| 192 | Preventative Maintenance Management | Solution provides a method to generate PM by location or trade to facilitate efficient people use and minimize travel. | DESIRABLE | ||
| 193 | Preventative Maintenance Management | Solution provides a method that generate reports of overdue PM orders. | HIGHLY DESIRABLE | ||
| Hazardous Material Tracking | |||||
| 194 | Hazardous Material Tracking | Solution provides a method to catalog and track building-based hazardous materials (ex, asbestos). | HIGHLY DESIRABLE | 1 | |
| 195 | Hazardous Material Tracking | Solution provides a method to catalog and track container-based hazardous materials (ex, refrigerants). | DESIRABLE | ||
| 196 | Hazardous Material Tracking | Solution provides a method to track individual lots or containers of hazardous materials. | DESIRABLE | ||
| 197 | Hazardous Material Tracking | Solution provides a method to track release and return/recovery of hazardous materials. | DESIRABLE | ||
| 198 | Hazardous Material Tracking | Solution provides a method to track abatement or disposal of hazardous materials. | DESIRABLE | ||
| 199 | Hazardous Material Tracking | Solution provides a method to classify hazardous materials by type and class. | DESIRABLE | ||
| 200 | Hazardous Material Tracking | Solution provides a method to rate condition of hazardous materials. | DESIRABLE | ||
| 201 | Hazardous Material Tracking | Solution provides a method to record user-defined attributes for hazardous materials. | DESIRABLE | ||
| Reporting | |||||
| 202 | Reporting | Solution provides a method to generate, customize, save and print out of the box reports. | HIGHLY DESIRABLE | 1 | |
| 203 | Reporting | Solution provides a method for DES staff to build reports using reporting tools, such as, Crystal Reports and Microsoft Reporting Services. | DESIRABLE | ||
| 204 | Reporting | Solution must produce reports in multiple formats. The minimum being Excel and PDF. | HIGHLY DESIRABLE | ||
| 205 | Reporting | Solution provides a method for data to be available for export to Microsoft Excel. All graphics should also be available for export. | HIGHLY DESIRABLE | ||
| 206 | Reporting | Solution provides the ability to report on the following out of the system: |
•Current and future levels of unfunded maintenance by portfolio/building/system •Current and future priorities by critical/high/medium/low •Cost by building discipline •Financial scenarios based on different funding or savings strategies •Facility condition index of portfolio/building •Building condition assessment reports that detail systems, conditions, costs, and action required and include photographs of all systems audited
| •Asset data by age, replacement costs, and square footage | HIGHLY DESIRABLE | ||||
| Asset Data Extraction, Transformation, & Loading | |||||
| 207 | Asset Data Extraction, Transformation, & Loading | Ability to bulk load asset data. | MANDATORY | 1 | |
| 208 | Asset Data Extraction, Transformation, & Loading | Full review process with the ability to make edits before approving asset updates. | HIGHLY DESIRABLE | ||
| 209 | Asset Data Extraction, Transformation, & Loading | Ability to add assets to preventative maintenance program via import/approval process. | HIGHLY DESIRABLE | ||
| 210 | Asset Data Extraction, Transformation, & Loading | Ability to add assets to Capital Projects via import/approval process. | DESIRABLE | ||
| 211 | Asset Data Extraction, Transformation, & Loading | Ability to build asset hierarchies (parent/child relationship) via import/approval process. | HIGHLY DESIRABLE | ||
| 212 | Asset Data Extraction, Transformation, & Loading | Ability to create system-generated IDs for assets imported from spreadsheets. | DESIRABLE | ||
| 213 | Asset Data Extraction, Transformation, & Loading | Ability to verify and approve changes made via the mobile application. | DESIRABLE | ||
| Training | |||||
| 214 | Training | Bidder will provide printable/downloadable electronic training manuals. Training manuals must include step-by-step instruction for standard operating procedures and the most frequent functions taken by users. | MANDATORY | 1 | |
| 215 | Training | Bidder provides training on all system functionality. Initial on-site training must be included in the proposal. | MANDATORY | ||
| 216 | Training | Bidder provides annual training (in person or digital). | DESIRABLE | ||
| 217 | Training | Bidder to provide a detailed, scenario based test plan/script. | DESIRABLE | ||
| Compliance Requirements | |||||
| Digital Accessibility | |||||
| 218 | Digital Accessibility | The solution will be required to meet the accessibility standards set forth in the Web Content Accessibility Guidelines (WCAG 2.1) |
| https://watech.wa.gov/policies/accessibility-policy | MANDATORY | 1 | ||
| 219 | Digital Accessibility | Describe or provide documentation on how the solution meets or plans to meet State of Washington minimum level of accessibility (WCAG 2.1 AA conformance) |
Such evidence can include, but is not limited to:
• Voluntary Product Accessibility Template (VPAT) report, WCAG version. VPAT can be found at http://www.itic.org/policy/accessibility/
| • Evidence of successful independent 3rd party testing to WCAG 2.1 AA standards. | MANDATORY | ||||
| Data Retention, Ownership, Use, & Destruction | |||||
| 220 | Data Retention, Ownership, Use, & Destruction | DES must retain ownership of all data/documents within the solution. Data/documents within the solution cannot be deleted or removed without approval by DES and must be retained per the requirements in RCW 40.14 and DES records retention schedules | MANDATORY | 1 | |
| 221 | Data Retention, Ownership, Use, & Destruction | Solution must comply with the WaTech Media Sanitization and Disposal Standard requirements regarding media handling and disposal: |
| https://watech.wa.gov/sites/default/files/2023-09/Media%2520Sanitization%2520and%2520Disposal_Approved_2023_0.pdf | MANDATORY | |||
| 222 | Data Retention, Ownership, Use, & Destruction | Solution provides the ability to place a record on hold and will not allow the record to be deleted without manual intervention and warning | HIGHLY DESIRABLE | |
| 223 | Data Retention, Ownership, Use, & Destruction | Solution must provide search capabilities based on any of the following: disposition date, opened or closed status and date, and deletion eligibility. | HIGHLY DESIRABLE | |
| 224 | Data Retention, Ownership, Use, & Destruction | Solution provides the ability to track records retention and disposition dates. | HIGHLY DESIRABLE | |
| 225 | Data Retention, Ownership, Use, & Destruction | Solution provides a method to 'flag' records/ attachments for deletion. | HIGHLY DESIRABLE | |
| 226 | Data Retention, Ownership, Use, & Destruction | Solution provides an automated method to purge the 'flagged' records once their retention period is up and the user has indicated the records are ready to be purged. | HIGHLY DESIRABLE | |
| 227 | Data Retention, Ownership, Use & Destruction | Solution provides DES a method to (from the vendor) purge the records once their retention period is up and the user has indicated the records are ready to be purged. | MANDATORY | |
| 228 | Data Retention, Ownership, Use, & Destruction | In the event of termination of contract or bidder becomes insolvent, all data must be returned to the state of Washington in a suitable standard format and wiped from the SaaS provider's systems. This may also include the removal of backup data from tapes or other media sources. | MANDATORY | |
| 229 | Data Retention, Ownership, Use, & Destruction | Solution provides a method for DES to request raw data, without additional cost, to support requests (e.g. public disclosure). Data is made available on compatible data storage devices or files within 2 business days. | MANDATORY | |
| 230 | Data Retention, Ownership, Use, & Destruction | All Data that may be collected by the application must be available for retrieval. | MANDATORY | |
| 231 | Data Retention, Ownership, Use, & Destruction | Bidder to provide the documentation on how data is used by the application. (Example – if data is collected via the application and then used by vendor for AI learning, other system analysis, reporting, trend data etc. produce document specifying this.) | MANDATORY | |
| 232 | Data Retention, Ownership, Use, & Destruction | Bidder to provide documentation on how data is used to improve application values, efficiency. (AI, machine learning). Does the solution have any processes that store data in other locations outside of the application - configuration/files/database, etc. Example - google search, stores, learn your likes, history of cache, etc. | MANDATORY | |
| 233 | Data Retention, Ownership, Use, & Destruction | Solution must comply with all Washington State privacy laws and policies. | MANDATORY | |
| Security | ||||
| 234 | Security | Solution complies with the state of Washington security standards WaTech Policy SEC-01. |
| https://watech.wa.gov/policies/securing-information-technology-assets | MANDATORY | 1 | ||
| 235 | Security | Data accessed by vendors or external users/providers through a SaaS application must use Washington State approved Authentication Methods. |
- Single Sign On
- Multi-Factor
| - Azure Authentication | MANDATORY | |||||
| 236 | Security | Data accessed by vendors or external users/providers through a SaaS application must use Washington State approved Multifactor Authentication. | MANDATORY | |||
| 237 | Security | Bidder must be able to go through and pass a state Security Design Review which will require responding to a series of detailed security questions about the solution and meeting with state IT staff. | MANDATORY | |||
| 238 | Security | Bidder must annually attest that their systems are in compliance with WaTech Policy SEC-01 and provide information on how they will continually test, and provide evidence, that compliance is maintained. | MANDATORY | |||
| 239 | Security | All data must be stored and transmitted in the contiguous United States of America only. (No offshore data transmission (e.g., for support services) or storage (e.g., hosted site or backup, disaster recovery or other locations) will be permitted.) | MANDATORY | |||
| 240 | Security | All data transfers must be encrypted using 256 bit (or higher) TLS 1.3 for HTTP traffic and SSH version 2 for any batch or real-time non-http transfers. Furthermore, SSL certificates must be SHA2 and signed by a trusted third party; no self-signed certificates will be considered. | MANDATORY | |||
| 241 | Security | DES requires encryption of our data when at rest in vendor storage. Decryption of data at rest must be under control of the application and not a storage platform. | MANDATORY | |||
| 242 | Security | Solution must be SOC 2 Type II compliant in accordance with AICPA AT 101. Attach a copy of SOC 2 type II report. | ||||
| MANDATORY | ||||||
| 243 | Security | (SaaS only) Bidder to annually provide DES with a copy of the SOC 2 type II security audit report. SOC 1 reports will not meet this requirement. | MANDATORY | |||
| 244 | Security | Bidder must conduct regular audits and assessments of their internal privacy policy and procedures. | MANDATORY | |||
| 245 | Security | Bidder must conduct regular vulnerability assessments of their solution including the application code and infrastructure used by the application. | MANDATORY | |||
| 246 | Security | Bidder must have an incident response process that follows NIST standards and includes breach detection, breach notification and breach response. The process must include notification to DES as defined in the contract. | MANDATORY | |||
| Financial |
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