7-RFP V3 Traceability Matrix.xlsx

XLSX spreadsheet 25 KB Posted May 21, 2026

Attached to: Enterprise Asset Management (EAM) System
Solicitation number: 26-2-16100
Issued by: Lasalle County, Illinois

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Written by GovTribe AI · May 22, 2026

This is a Requirement Traceability Matrix for an Enterprise Asset Management (EAM) system procurement by the Agency for Community Transit (ACT) in Illinois. The matrix documents compliance against detailed Scope of Work (SOW) requirements across four major categories: Project Implementation, System Design & Architecture, Services Overview, and IT Requirements. The procurement requires a comprehensive SaaS cloud-based solution to replace the existing Transman system and support fleet maintenance, facilities maintenance, equipment management, work orders, preventive maintenance, and lifecycle cost analysis. Key deliverables include a Project Management Plan, Migration and Implementation Plans, comprehensive testing documentation, training materials and sessions, and system hardware including barcode scanners, barcode printers, and access for a minimum of 30 users. The facilities maintenance module must provide web-based and mobile platforms for work order management, real-time data access, employee time clock integration, automated notifications, scheduled inspections, reporting dashboards, asset inventory tracking, and budget modules. The fleet maintenance module requires similar web-based and mobile capabilities with additional features including customizable job coding, integration with fuel monitoring systems (specifically Fleetwatch FMS), possible Geotab integration, preventive maintenance forecasting with complex PM hierarchies, tire management, electric vehicle support, warranty tracking, parts inventory management, and robust customizable reporting capabilities.

The IT requirements mandate API integration capability, 24-hour maximum support response for non-emergencies and one-hour response for critical system failures, user manuals, clear definition of ports and protocols, support for Windows, Android, and Apple operating systems, single-point login functionality, and period closing controls. The system must support offline database access, multi-platform deployment, and historical data migration from existing systems. The procurement documentation specifies that total setup fees and monthly running costs must be clearly defined in vendor proposals, with the first three years of system maintenance included in the system price. The selected vendor assumes responsibility for ongoing system updates, regular maintenance, and support throughout the system's lifecycle according to a System Maintenance Agreement. The matrix serves as an evaluation tool for assessing vendor proposals against each specific SOW requirement, with columns for marking whether proposals meet, partially meet, do not meet, or are not applicable to each requirement.

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Other files

File	Type	Posted
1-RFP V1 Instructions to Proposers ACT.pdf	PDF	May 21, 2026
3-RFP V2 Proposal Submittal Instructions ACT.pdf	PDF	May 21, 2026
8-RFP V3 Proposal Reqs for Eval.xlsx	XLSX spreadsheet	May 21, 2026
2-RFP V3 Registration with IDHR.pdf	PDF	May 21, 2026
6-RFP V5 Sample Contract ACT.pdf	PDF	May 21, 2026
4-RFP V4 Evaluation and Selection Procedures.pdf	PDF	May 21, 2026
5-RFP V6 Scope of Work.pdf	PDF	May 21, 2026

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Sheet1

REQUIREMENT TRACEABILITY MATRIX

SOW Subsection - Project Implementation		Mark applicable box
SOW Number	Requirement	Meets	Partially Meets	Does Not Meet	N/A	Notes
2.1	Project Management

2.1.1	A dedicated, responsible and experienced individual to serve as the Project Manager (PM) for the entire term of the implementation to be assigned.
2.1.2	Submital of a Project Management Plan shortly following Notice to Proceed to be provided as set forth in the SOW.
2.2	Migration, Implementation and Transition Plans

Designing, developing, and testing the system will be activated according to an documented implementation and transition plan as set forth and required in the SOW

2.3 Testing

Required documents for all testing activities to provide evidence of acceptable system design and delivery, including all components like tablets and scanners.

2.3.1.a	Testing documentation will be provided that individual elements or units going into the System were designed and are functioning per required specifications.
2.3.1.b	Vendor will be responsible for supporting all elements of any integration testing, including, but not limited to, system and APIs, reporting, and customer support. Stress testing will occur during testing and will include the successful processing of the projected peak volumes.
2.3.1.c	Vendor will commence the System Acceptance Test, which will verify that the entire system meets the system performance requirements for Final System Acceptance.
2.4	Training
2.4.1	Vendor will provide a Training Plan. The Training Plan will breakdown proposed training tools including videos, manuals, classes, etc. ACT expects that the selected vendor will provide training materials and all required primary training sessions for all users across multiple shifts.
2.4.2	Vendor will provide train the trainer for necessary first line use and maintenance of the systems. The system will include a sandbox style system that enables staff to receive hands-on operation and maintenance instruction while in a setting that will not be detrimental to the final, live operational system.
2.5	Project Deliverables List
2.5.a.i	Fleet Maintenance Programing (rolling stock)
2.5.a.ii	Facility Maintenance Programing
2.5.a.iii	All required modules required in the scope of work inside the afore mentioned program’s.
2.5.a.iv	Any additional hardware needed as required in the scope of work.
2.5.b	All system hardware, software or access granted for a fully functional system:
2.5.b.i	Minimum of 30 users
2.5.b.i.a	Barcode scanners
2.5.b.i.b	Barcode printers
2.5.b.i.c	2 spares of each
2.5.c	Project Management Plan including:
2.5.c.i	Approach for managing schedule, scope, cost, and risk
2.5.c.ii	Master Issues List
2.5.d	Preliminary Design Review package
2.5.e	Final Design Review package
2.5.f	Installation and Transition Plans
2.5.g	Test Plan(s)
2.5.h	Training Plan
2.5.i	Training materials, records, and manuals
SOW Subsection - System Design & Architecture		Mark applicable box
SOW Number	Requirement	Meets	Partially Meets	Does Not Meet	N/A	Notes
3.1	Facilities Maintenance
3.1.1	Web-based platform that includes mobile access for field users to create, receive and complete work orders, inspections and requests from a desktop, smartphone and tablet.
3.1.2	Employee time clock that integrates with ACT payroll/time keeping systems.
3.1.3	The system needs to be real-time, allowing all users to be working from the same data at the same time.
3.1.4	Notifications available to alert staff of new work orders, inspections and requests that need to be addressed.
3.1.5	Scheduled inspections automatically updating a shared calendar or notification as work orders are created, completed, or postponed.
3.1.6	Work order Evaluation report
3.1.7	Work order priority system
3.1.8	Reports and dashboards available to be printed, viewed, and analyzed based on the work that’s tracked in the system.
3.1.9	The Owner needs to be able to track work history, inventory and any spare tools/parts and assets.
3.1.10	System that allows you to filter items by location/facility for easy access and reporting.
3.1.11	Capability to upload Photos and File attachment
3.1.12	Automated email reminders
3.1.13	Simple dashboard for field staff with option of additional information
3.1.14	Tool inventory system for trucks
3.1.15	Complete facility asset items list by location. (Toilet make/type, year installed. Door lock makes/types, year installed, Entire lighting assemblies.)
3.1.16	Asset management program that communicates with Account Program being used
3.1.17	Customer GL coding by location or business unit.
3.1.18	Budget modules for facilities.
3.2	Fleet Maintenance
3.2.1	Web-based platform that includes mobile access for field users to create, receive and complete work orders, inspections and requests from desktop and tablet.
3.2.2	Real time data
3.2.3	Employee time clock that integrates with the Owner payroll/time keeping systems.
3.2.4	Customizable job coding
3.2.5	SRT building per job code.
3.2.6	Customizable indirect labor codes.
3.2.7	Integration with fuel monitoring system and reporting. The Owner currently pulls mileage and fuel reports then imports into the current maintenance system for daily mileage updates. System is required to build the API for automatic uploading of fuel and mileage into maintenance system from current fuel management systems. Current FMS is Fleetwatch FMS.
3.2.8	Possible integration with Geotab. This technology pulls data from each unit. The data will be tied in with engine ECU data that can update engine hours, miles, fuel used, location and more.
3.2.9	Asset barcoding capability.
3.2.10	Required or pending jobs to select when building RO’s of canned types. Types would be, but not limited to, pm servicing, pending repairs, unit interior cleaning, unit exterior cleaning and more to be selectable at RO start.
3.2.11	Robust pm program that includes some assets having up to 5 main pm services with an additional 10 sub pm services. The pm module must be able to produce accurate pm forecasting and reporting. The pm due/overdue reporting must be able to supersede previous services. Daily pm reports of due/overdue pm’s to be generated and automatically emailed each morning at a designated time set by the Owner. This must also be able to be adjusted regularly with no additional cost to the Owner.
3.2.12	Robust tire module to include lease tire contracts and reporting.
3.2.13	Modules in place or developed for support, reporting, scheduling and other items as it pertains to EV and charging of vehicles.
3.2.14	Warranty module support for vehicles, tooling, facilities and equipment
3.2.15	Asset management to include useful life benchmarks, cost per mile/hour/gallon for equipment and facilities by day, week, month, year.
3.2.16	Budget modules for equipment.
3.2.17	Capital budget investment planning based on factual data.
3.2.18	Invoice capability for 3rd party subrogation organizations using the Owner services.
3.2.19	Parts inventory, parts bar coding, part contracts abilities.
3.2.20	Vendor identification and vendor management.
3.2.21	Purchase order abilities with easy tracking and application. Possible API’s for integration with current or upcoming AP software.
3.2.22	Robust Asset reports that can be manipulated and on demand customizable by the Owner staff. This is to be performed inside of proposed system with no need to write customizable reports by the Owner or supporting vendor inside SQL or other types of external database queries.
3.2.23	Unit/Equipment modules able to apply warranty guidelines, aftermarket parts installed, serial numbers of added items, business units assigned to, GL coding modes, status and any other specific data to any unit or equipment. All fields should be reportable and sortable in a reporting format.
3.2.24	Time stamp user and lockable notes field inside RO’s job notes.
3.2.25	Telematic API’s from 3rd party solutions.
3.2.26	Total listing of general and advanced reporting that is available and/or standard with approved system.
3.2.27	GL coding by asset, location and business type to be possible.
3.3	IT Requirements
3.3.2	Ability to integrate using API calls.
3.3.3	Support service with a maximum 24-hour turnaround time with a clearly outlined support agreement for non emergencies.
3.3.4	Support service with a maximum of 1 hour turnaround time for system down, critical failures, or loss of access that will impact the daily needs of the organization.
3.3.5	Basic User Manuals for software usage
3.3.6	SaaS offering - Description of how planned downtime affects data access/usage.
3.3.7	If there is a client software requirement, clearly listed ports and protocols needed for software to communicate - Must support latest Windows Desktop Offerings, Android OSs, and Apple OSs.
3.3.8	Single point login for all modules.
3.3.9	Must be able to do Period Closings. Closings can only be adjusted or re-opened by select leadership at the Owner.
3.4	General Overview Requirements and Information Gathering
3.4.1	Ability to download database data offline.
3.4.2	Ability to be deployed on Variety of platforms. (tablets, desktop, laptop, Android)
3.4.3	Ability to move historical data from current systems.
3.4.4	Total set up fees and running monthly cost are clearly defined.
3.4.5	Support structure, remote networking support, troubleshooting support, custom reports development and costing.
3.4.6	How upgrades are handled.
3.4.7	Remote host.
3.4.8	Required equipment to be clearly defined in proposals.
SOW Subsection - Services Overview		Mark applicable box
SOW Number	Requirement	Meets	Partially Meets	Does Not Meet	N/A	Notes
4	Services Overview
4.2	During the lifecycle of the system, the selected vendor will be responsible for maintaining the system with regular system updates and for supporting ACT’s maintenance departments needs as set forth in the SOW.
4.3	Vendor will provide ongoing support for the use of the system according to an agreed upon System Maintenance Agreement the first three years of the system maintenance will be included in the system price.

File details come from the government source that posted it. Updated May 22, 2026.