9-Exhibit B - Technical Requirements.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- Asset Management Software Services
- Solicitation number
- RFP 27-26-DC
- Issued by
- Bernalillo County, New Mexico
About this file
This file is a technical requirements spreadsheet for the Bernalillo County Public Works (BCPW) Asset Management Software Services procurement in New Mexico. The document outlines detailed system capabilities and functionality requirements organized across multiple categories including general and administrative capabilities, document management, mobile functionality, inspections and condition assessments, automations, linear asset management, GIS integration, and reporting and analytics. Each requirement is classified as either "Essential" or "Nice to have" and includes a scoring system (0-3) for vendor evaluation. The system must be cloud-hosted and multi-tenant, supporting mass data uploads, user-defined and dynamic fields, dashboard functionality, and comprehensive audit logging. Key modules include form builder capabilities for both system users and non-system users, mobile applications supporting iOS and Android with offline functionality and QR code scanning, and extensive customization options for inspections, risk assessments, and preventative maintenance workflows.
The technical specifications emphasize robust integration capabilities, requiring industry standard APIs and seamless bi-directional integration with SAP and ArcGIS, along with one-way SCADA integration. The system must support role-based access controls with decentralized security administration, complex querying without performance degradation, and comprehensive reporting including ad hoc report generation, custom dashboards, and data export to multiple formats. Additional essential requirements include asset hierarchy management with parent-child and many-to-many relationships, linear asset segmentation for pipe infrastructure, job costing and project management functionality, resource scheduling at individual and crew levels, and material resource management with multiple unit tracking. The system must maintain complete asset history through lifecycle changes and support condition tracking, trending, and benchmarking capabilities for proactive maintenance planning and asset replacement decisions.
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| System should work without necessary delay | System Capability Score (To Be Filled Out By Vendor Refer to Score Table in F1) | Priority | System Capability Scores | Score Definition | ||
| General and Administrative Capabilities | Cloud-hosted, multi-tenant system | Essential | 0 | Functionality is not provided. | ||
| Ability for system administrators to update assets, work orders, and other record types or modify record data using a mass upload process | Essential | 1 | Some functionality is provided, but it requires customization and/or integration with a third-party application. | |||
| Provides global search and navigation functionality that reaches across all applications/modules | Nice to have | 2 | All functionality is provided by the vendor, but it requires the purchase of an additional native, prebuilt module (or modules) from the vendor. | |||
| Ability to create and edit user-defined fields | Essential | 3 | All functionality is provided “out of the box" without the need for customization. | |||
| Ability to create dynamic/conditional user-defined fields (ie a field is only applicable based on the type of work order) | Essential | |||||
| Ability to create and share saved filters for frequent searches | Nice to have | |||||
| Online documentation and training materials should be available and kept up-to-date with ongoing software updates | Nice to have | |||||
| Ability to select data from configurable drop-down or pick lists that can be populated from the database to ensure data consistency | Essential | |||||
| Provides standard organized screen layouts that are customizable by the user | Nice to have | |||||
| Ability to perform operations on multiple records at the same time from one screen/view, such as updating the same field in every record or for a specified group of records | Nice to have | |||||
| Ability to have a dashboard for users to view relevant information such as, assigned tasks, approvals, and other user-defined criteria or preferences | Essential | |||||
| Ability to view a complete history/audit log of any change made which includes user, date, change made (previous value and new value), and time stamp | Nice to have | |||||
| Ability for administrators to export data model of system with field definitions | Nice to have | |||||
| Ability to assign an image to asset records to display in user interfaces | Nice to have | |||||
| Ability to create display or alias names for asset records to use in user interfaces of system IDs | Nice to have | |||||
| System provides a test site that is a replicant of the production site for administrative/training purposes. The test site can be refreshed to match production as needed by PWSA | Essential | |||||
| System administration provides a "low-code" interface for ease in training and onboarding system admins | Essential | |||||
| Document Management | Ability to attach MS Office files, PDFs, images, and videos to any record | Essential | ||||
| Ability to upload an attachment to numerous records simultaneously | Nice to have | |||||
| Ability to categorize documents and sort/search based on document type | Nice to have | |||||
| Ability for users to search/sort documents on asset or work order records based on import date, title, file type, etc. | Nice to have | |||||
| Form Builder Functionality and Management | Ability to create dynamic custom forms | Essential | ||||
| Ability for non-system users to enter information on forms for internal use such as internal building maintenance requests | Essential | |||||
| Ability to associate completed forms with other records such as work orders | Essential | |||||
| Mobile Functionality | Provides streamlined mobile application that is supported on currently supported versions of Android, iOS, and iPadOS operating systems | Essential | ||||
| Provides ability to scan QR Codes to quickly navigate to an asset record in the system | Essential | |||||
| Provides ability for users to sort work orders based on priority, proximity, date, etc | Essential | |||||
| Provides offline functionality so that a user without service can enter assets or work orders and upload when service is available | Essential | |||||
| Ability in mobile app to perform actions that include, but are not limited to, creating new work orders, entering resources used on work orders, performing inspections/condition assessments, and creating new assets | Essential | |||||
| Inspections/Condition and Risk Assessments | Ability to create custom inspections based on asset type | Essential | ||||
| Allows users to upload photos, documents, and videos tied to an asset inspection | Essential | |||||
| Ability to create dynamic inspections that change based on user input (e.g. a failed category would prompt user for more information) | Nice to have | |||||
| Ability to customize risk factors and weighted values to determine a cumulative risk score per asset type | Essential | |||||
| Ability to customize condition categories and weighted values to determine a condition rating per asset type | Essential | |||||
| Ability to customize degradation curves per asset type that define asset condition deterioration over time | Essential | |||||
| Ability to define maintenance or rehabilitation activities and their corresponding asset score impact that are relevant to each asset type | Essential | |||||
| Automations and Preventative Maintenance | Provides ability to create custom automated workflows based on various trigger events within the system | Essential | ||||
| Workflows can be used to automate functions such as, but not limited to, notifications, approvals, status changes, routing of work orders and inspections, and edits to asset records | Essential | |||||
| System administrators can define a list of standard materials needed for certain repair or preventative maintenance work orders that are automatically assigned when a new work order is created. | ||||||
| Provides the ability to create custom preventative maintenance plans to dictate work based on multiple different trigger events such as time since last service or run time | Essential | |||||
| Preventative maintenance plans are dynamic so that if work is performed prior to recommended PM work or if overdue work overlaps, the system automatically adjusts the maintenance schedule | Nice to have | |||||
| Ability to automatically create maintenance jobs based on condition triggers from integrated systems such as SCADA | Essential | |||||
| Ability to schedule notification reminders to be sent to users a set amount of time prior to an item's due date | Nice to have | |||||
| Ability to create notifications/alerts that can be sent to users automatically when certain actions or processes occur | Nice to have | |||||
| Ability to create custom email notifications/alerts for specific users or roles including external users | Nice to have | |||||
| Ability to create email distribution lists for notification, e.g. notifying a certain list or role when there is a new project, change in project status, etc. | Nice to have | |||||
| Linear Asset Management | Ability for linear assets to be segmented (for example to reflect a repair on an existing section of pipe) without impacting the underlying geometry of the asset | Essential | ||||
| Ability for asset history to be maintained over time as assets are segmented to reflect repairs or replacement activity | Essential | |||||
| System allows features and attributes to be defined in relationship to linear measurements along a pipe segment | Essential | |||||
| System can consume and visualize NASSCO PACP compliant CCTV data across a pipe segment | Nice to have | |||||
| Users can visualize linear asset changes over the entire pipe segment | Nice to have | |||||
| When linear assets are split, field users have an option to tie a task back to either the whole asset or one of its segments. For example, a point repair may be tied to one segment while a sewer cleaning task may apply to the entire asset. | Nice to have | |||||
| Asset Definition and Management | Ability to create custom asset types beyond out of box asset types provided by vendor | Essential | ||||
| Ability to associate inventory items with assets to create a spare parts list | Nice to have | |||||
| Ability to track warranties for assets. Notify users on work order if an asset is covered under warranty | Nice to have | |||||
| Track and easily view year-to-date costs for an asset | Essential | |||||
| View chronological maintenance history for an asset | Essential | |||||
| Ability to associate lockout/tag-out, hot-work permits, confined space entry, and other safety information for an asset | Essential | |||||
| Provide graphical (for example tree structure) navigation of asset and location hierarchies. Allow users to navigate through tree structure to find assets at a specific location | Essential | |||||
| The ability for users to track asset move history when an asset transfers between multiple locations | Nice to have | |||||
| Ability to record monitoring data such as temperature, amperage, or vibration on work orders | Essential | |||||
| Ability to track multiple meters for an asset - for example miles and hours | Essential | |||||
| Ability to track average units per day for a meter and forecast PM due dates | Essential | |||||
| Ability to retire an asset without losing historical data related to the asset | Essential | |||||
| Ability to track asset downtime and the associated root cause | Essential | |||||
| GIS Integration and Mapping Interface | System architecture is capable of parent-child relationships and provides a visual display of asset hierarchy | Essential | ||||
| System architecture is capable of one-to-many or many-to-many relationships | Essential | |||||
| System supports custom symbology for different asset types including the ability to consume the symbology currently utilized in existing BCPW GIS services | Nice to have | |||||
| System supports core ArcGIS Online functionality such as using web maps for base layers and user roles/identities | Nice to Have | |||||
| System supports functionality to show 3D representation or relation to floor plans of vertical assets in plant facilities | Nice to have | |||||
| System supports custom, two-way GIS integration and the option to customize how fields and associated values are accessed, displayed, and updated between systems | Essential | |||||
| Ability to display a map of assets, highlighting those that meet search criteria | Essential | |||||
| Ability to generate table/list reports based on GIS maps. For example, show a list of all open work orders within a selected area on the map. | Essential | |||||
| Ability to create new work orders by selecting an asset from a map view | Essential | |||||
| Ability to view work order details, including work order number, description, status, from a map view | Essential | |||||
| Ability to locate all work orders, inspections, and other relevant records within a specified distance in a map view | Essential | |||||
| Ability to select a work order from within the system and easily generate a map of the location for the work order | Essential | |||||
| Ability to generate a map of open work orders assigned to an individual or work crew | Essential | |||||
| Ability to schedule work according to selected geographic location based on GIS layers | Essential | |||||
| Integrations | Provides industry standard Application Programming Interfaces (APIs), adapter development kits, or similar enterprise application integration (EAI) tools to facilitate data transmission and exchange | Essential | ||||
| Ability to seamlessly bi-directionaly integrate with SAP | Essential | |||||
| Ability to integrate with SCADA (one-way) | Essential | |||||
| Ability to seamlessly integrate bi-directionally with ArcGIS | Essential | |||||
| Role Based Access and Permissions | Ability to create multiple roles within the system that have different sets of access and permissions | Essential | ||||
| Ability to use role or permissions to control access to specific data and datasets, reports, screens, and fields across all modules | Essential | |||||
| Ability to create custom views for roles and users | Essential | |||||
| Ability to create access for sub-contractors or other business partners external to BCPW | Essential | |||||
| Ability to grant access to upload documents without being able to view other documents previously uploaded (e.g. foreman uploading reports would not see reports uploaded by supervisors on same record) | Nice to have | |||||
| Ability to handle a decentralized security administration (e.g. there can be different levels of administrators aside from just a "global" administrator) | Essential | |||||
| Reporting/Analytics | Ability to create, save, and edit queries | Essential | ||||
| Ability to handle complex queries and not affect the performance or locking of data in the live system | Essential | |||||
| Ability for BCPW administrators to build custom ad-hoc reports that include data from any system modules | Essential | |||||
| Ability to support user-managed dynamic sorting and ranking of the displayed data and reports | Essential | |||||
| Ability to create year-to-date, monthly, and historical ad hoc reports in order to compare different sets of data metrics | Essential | |||||
| Ability to schedule reports to run at designated dates/times | Nice to have | |||||
| Ability to create report notification groups or distribution lists that will be emailed automatically when new, specified reports are available | Nice to have | |||||
| Ability for users to create a report, save and "publish" the report, and refresh the data at any time | Essential | |||||
| Ability for users to generate reports as a PDF, Excel file (XLS, CSV), or a delimited text file | Essential | |||||
| Ability for PWSA administrators to create custom reports that allow users to drill down on summary information to see detailed data | Nice to have | |||||
| Ability to use display/alias table and column names to support ad hoc reporting | Essential | |||||
| Ability to clone and customize standard reports | Essential | |||||
| Allows users and administrators to create and share custom dashboards | Nice to have | |||||
| Ability to generate custom, formatted reports with charts and graphs based on report data within the system | Essential | |||||
| Ability to export reports to Microsoft Excel for all modules (e.g. worksheet export to Excel, data imported from Excel, etc.) that include formulas/formatting | Essential | |||||
| Failure Analysis | Ability to assign specific Problem, Cause and Remedy codes by asset type so that the user can choose from a dropdown list of codes that apply only to the selected asset | Essential | ||||
| Ability to track failure and root cause data | Essential | |||||
| Ability to track mean downtime and mean time between failure for each asset | Essential | |||||
| Provides rating system for failures to signify criticality of failure | Essential | |||||
| Planning and Data Analysis | Provide condition tracking and trending capability | Essential | ||||
| Ability to easily track and view total material, labor, outside service, and equipment costs for maintaining an asset | Essential | |||||
| Ability to roll up maintenance costs to any level in an asset hierarchy | Essential | |||||
| Provides data needed for asset repair and replacement planning based on risk and priority ratings | Essential | |||||
| System supports calculation of asset risk scores based on condition inspection data and maintenance history | Nice to have | |||||
| System provides asset reports that provide maintenance and reliability benchmarking data that can be used for maintenance improvement opportunities | Nice to have | |||||
| Asset condition scoring is automatically adjusted based on composite condition score for all asset components | Essential | |||||
| Resource Management | Ability to use the system for resource scheduling at the department level or group level for groups that provide support to multiple departments | Nice to have | ||||
| Ability to create and view work schedules in a calendar view and easily reassign work when necesary | Nice to have | |||||
| Ability to schedule work orders and service orders at an individual or crew level | Essential | |||||
| Ability to adjust target start and completion dates for a work order | Essential | |||||
| Ability to easily track individual or crew assignments | Essential | |||||
| Ability to prioritize assigned work by assigning a priority level | Essential | |||||
| Ability to create crews that include employees and equipment | Nice to have | |||||
| Ability to schedule work and the employee level and perform resource leveling | Nice to have | |||||
| Ability to manage material resources including but not limited to stocking materials, tracking costs of materials, applying materials to work orders, and transferring materials between different locations | Essential | |||||
| Ability to handle numerous different units for materials (i.e. "ea.", "gal", "ton", "lb", etc.) | Essential | |||||
| Ability to create workload projections | Nice to have | |||||
| Track employees and equipment billable rates | Essential | |||||
| Job Costing | Ability to calculate labor hours based on type of hours worked (e.g. different rates for an employee for regular time vs overtime) | Essential | ||||
| Ability to track contracted repair or maintenance costs for an asset | Essential | |||||
| Ability to flag when labor hours entered by the technician exceed the standard hours estimated to accomplish the type of work | Nice to have | |||||
| Ability to associate a work order to multiple assets and distribute work order costs to all associated assets | Essential | |||||
| Ability to create an invoice report that displays work order costs | Essential | |||||
| Create a project comprised of multiple work orders | Essential | |||||
| Ability for users to tag work orders for inclusion as part of a defined project | Essential | |||||
| Show project level costs rolled up from all associated work orders | Essential | |||||
| Ability to view project reports, including a total of labor, equipment, and material costs for all related work orders | Essential |
System should work without necessary delay
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