9-RFP-9457 Parks Recreation Vendor Response 2026 01 21 Final.xlsx

XLSX spreadsheet 68 KB Posted Feb 26, 2026

Attached to: RFP 9457 - Parks & Recreation Application System Evaluation State and local contract opportunity
Solicitation number: RFP 9457
Issued by: Allegheny County, Pennsylvania

About this file

Written by GovTribe AI · Mar 3, 2026

This is a vendor response form for RFP 9457, a Parks & Recreation Application System evaluation issued by the Allegheny County Parks department in Pennsylvania. The RFP seeks a comprehensive software solution to support parks and recreation operations, including user management, program registration, event management, membership administration, golf course reservations, inventory and point-of-sale (POS) operations, facility reservations, and reporting analytics. The system must accommodate both internal staff and external customers, with requirements spanning mobile accessibility, QR code integration, real-time inventory updates, dynamic pricing capabilities, and multi-facility entitlements. The response form requests detailed vendor information including company establishment year, legal status, annual revenue, customer base, and specific software package details. Technical requirements encompass ADA compliance, security controls, HIPAA compliance, data encryption, multi-factor authentication, workflow management, and integration capabilities with Office 365, JD Edwards, and Microsoft BI or Tableau.

The RFP includes separate pricing worksheets for both Software-as-a-Service (SaaS) and on-premise solutions, requiring vendors to provide costs across five-year terms with breakdowns by user type, modules, support levels, and additional charges such as data storage, transaction fees, and setup costs. Vendors must respond to all tabs within the spreadsheet and provide detailed vendor comments explaining any deviations from stated requirements. Support requirements include service-level agreements, technical specifications, system performance metrics, helpdesk ticketing response times, 24/7 availability options, disaster recovery capabilities, and data restoration procedures. The form mandates that vendors supply three reference examples from similar clients, provide sample contracts and maintenance agreements, and disclose all third-party products or service providers used in the proposed solution.

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Other files for this state and local contract opportunity

Other files attached to RFP 9457 - Parks & Recreation Application System Evaluation, newest first.
File	Type	Posted
7-EEO Requirements Form for IFB and RFP 10-14.docx	DOCX document	Feb 26, 2026
8-Updated DEI Instructions.pdf	PDF	Feb 26, 2026
3-MWDBE Form for IFB and RFP.pdf	PDF	Feb 26, 2026
4-Required Vendor Documentation Form for IFB, RFP and RFQ.pdf	PDF	Feb 26, 2026
6-General Conditions and Instructions Form for IFB and RFP.pdf	PDF	Feb 26, 2026
2-VOSB Form for IFB and RFP.pdf	PDF	Feb 26, 2026
10-RFP-9457 Parks Recreation Application System Evaluation.pdf	PDF	Feb 26, 2026
5-Vendor Internal Sustainability Profile.xlsx	XLSX spreadsheet	Feb 26, 2026
1-MWDBE Utilization Requirements Form for IFB and RFP.pdf	PDF	Feb 26, 2026

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Example Business Requirements

	Requirement ID	Category	Core Functional Requirements for <Insert System or Application Name>
(All of the items also apply to any subcontractors that work on the solution. )	Priority Level (Determined by the County)	County Notes	Vendor Response	Vendor Comments
			Key Contract Criteria
	Instructions: Criteria listed as "Must have" are expected to be satisfied by the Proposed Vendor Application. If a specific criterion cannot be satisfied as stated, the Vendor is expected to state this in the "Vendor Response" field. The Vendor is invited to explain its response and if it believes it has an alternative that would satisfy the criterion this should be explained in the "Vendor Response" and/or the "Vendor Comment" field. Criteria listed as anything other than "Must have" are not required to be satisfied by the Proposed Vendor Application. The Proposal shall be scored according to overal satisfacion of criteria. The failure to satisfy "Must have" criteria will not in itself eliminate a Proposal from consideration. Rather, the Proposal shall be scored by overall satisfaction of "Must have" and all other criteria. The Vendor is expected to provide the entirety of its Response and/or Comment within this spreadsheet.
	PL 1	Plan Review
		Document Submission	Submit residential plans online	Must have
		Document Submission	Submit commercial plans online	Must have
		Document Submission	Digitally upload commercial plans	Must have	Internal users
		Document Capabilities	PDF fillable version of abstract (only need first page)	Nice to have	Need a custom section for remarks and job specific fixtures
		Document Capabilities	PDF editable version of abstract (only need first page)	Must have	Need a custom section for remarks and job specific fixtures. Limited by user role
		Document Capabilities	Can insert comments and notes on documents	Must have	Ex. Plan drawings, abstract, etc.
		Document Capabilities	Various users can view comments and notes left on documents	Must have	Ex. Plan drawings, abstract, etc.
		Document Capabilities	Ability to view and save changes made to documents	Must have	Ex. Plan drawings, abstract, etc.
		Document Capabilities	Ability for Inspector to review Plan Review documentation during an inspection	Must have
		Document Formatting	Ability to generate letter templates on county letterheads	Nice to have
		Document Manangement	Ability to see previous versions of submitted plan drawings	Must have	Allows examiner to compare documents to see if suggested changes have been made
		Document Management	Ability to track plan reviews that are scheduled	Must have
		Document Management	Ability to upload documents along with plan drawings	Must have	Ex. Provisional letters and other supporting documentation
		Roles & Permissions	Role based permissions for Plan Reviewers	Must have	Ability to review and approve commercial plans
		Roles & Permissions	Role based permissions for supervisiors	Must have	Ability to approve blue card, transmittal permits, and residential plans
				Must have
	PL 2	Scheduling
		Login	External users log in with username and password	Must have
		Profile	Profile section for users	Must have
		Inspection Booking	Ability to create customized inspection booking page for external users	Nice to have
		Inspection Booking	Ability for internal users to schedule an inspection	Must have
		Inspection Booking	Ability for software to automatically assign booked inspections by geographical zone	Must have
		Inspection Booking	Ability for scheduler to indicate that the plumbers are requesting a virtual inspection	Must have
		Internal Dashboard (Admin)	Ability to see what inspectors are in for the day	Must have
		Internal Dashboard (Admin)	Ability for admin to see all inspectors schedules for the day	Must have
		Internal Dashboard (Admin)	Ability to see each inspectors itinerary	Must have
		Internal Dashboard	Ability for inspectors to view their itenerary	Must have
		Internal Dashboard	Ability to see status of inspections	Must have
		Customer	Ability to view the booked inspection confirmation	Must have
		Customer	Ability to view current and previously booked inspections	Nice to have
		Notifications	Ability to send confirmations to the customers to let them know their inspection has been booked and scheduled	Must have	Email, SMS, RoboCalling
		Notificaitons	Ability for inspectors to contact plumbers to let them know they are on their way	Must have	Email, SMS, RoboCalling
		Notifications	Status changes to signify an inspection has been completed	Must have
		Schedule Mangement	Ability to set inspection request cut off time window	Nice to have
		Schedule Mangement	Ability to set a restricted number of available scheduling slots	Must have
		Data	Predictive text addresses from database	Must have	Data/Database refers to Allegheny County Addressing Database, GIS data, possibly Health Department Data
		Route	Ability for software to optimize scheduled inspection route and stops based on efficiency	Must have	Uses County Addressing Database and GIS data
		Route	Ability for software to reroute when inconveniences occur	Nice to have	Uses County Addressing Database and GIS data
		Customer Support	Provide customer support information on Customer Portal for After-Hours issues with the portal.	Must have
		Customer Support	Provide an online link to the platform portal on the ACHD Plumbing site	Nice to have
		Role Based Permissions	Ability to schedule emergency inspections	Must have
		Role Based Permissions	Ability for admin to delegate emergency inspections	Must have
		Role Based Permissions	Ability to prioritize schedule requests	Must have
		Role Based Permissions	Ability to assign various user permissions to certain users	Must have
		Role Based Permissions	Ability to assign premium inspections to inspectors	Must have
		Role Based Permissions	Ability to reassign inspections between inspectors	Must have
		Role Based Permissions	Ability to reschedule inspections when necessary	Nice to have
		Reporting	Ability for software to keep record of all booked and scheduled inspections	Nice to have
		Reporting	Ability for software to keep record of all completed inspections	Must have
				Must have
	PL 3	Inspections
			Ability to search plans	Must have
			Ability to search county database for the list of municipalities	Must have
			Ability to search county database for addresses	Must have
			Ability to search and access stored data from point in the system	Must have	Universal search
			Ability to load inspection types into the system	Must have
			Ability to load building types into the system	Must have
			List of current Allegheny county inspectors automatically updates in inspectors dropdown list	Must have	Recognize when a user is marked as deactivated
			Ability to upload the pictures to inspection report	Must have
			Ability to take notes during an inspection	Must have
			Ability to edit an address during an inspection	Must have	For Complaints/Emergencies
			Create a complaint that generates a complaint number	Must have	Will integrate with GovQA
			Ability to create an inspection that does not have a plan number	Must have	For Complaints/Emergencies
			Ability to enter violations into an active inspection	Must have	Can record violations details within an active inspection- result of Complaint
			Ability to set reminder intervals to send out response letters	Must have
			Ability to Direct Unresponded Violations to Legal	Must have
			Ability to Assess the fee in accordance with penalty matrix	Must have
			Ability to upload back up documentation for the Penalty Assessed	Must have
			Penalty Matrix Calculations in systems	Must have	Overide functionality should be limited by role to Chief, Asst, Deputy, Director
			Ability to select an inspector during an inspection	Must have	Person actually performing, not just defaulting to area
			Ability to update plan numbers	Must have	Doing an inspection prior to the plan being file (ie: utility company that needs emergency service)
			Ability search for plans	Nice to have
			Ability to search a plan number during an inspection	Nice to have
			Ability to search an inspection by inspector	Nice to have
			Ability to search inspection by company	Nice to have
			Ability to search for plans under companies they were filed for	Nice to have
			Ability to search for plans under master plumber	Nice to have
			Ability to search for plans using filterable criteria	Nice to have
			Ability to process payments for premium inspections	Nice to have	Check, MO, credit/debit, cash
			Ability to get signatures at the end of an inspection	Nice to have
			Ability to email/text an inspection report upon completion of an inspection	Nice to have	Should be auto generated
			Auto population of plan information fields where data is available	Must have
			Predictive text with addresses	Nice to have
			Ability to timestamp inspections	Nice to have	Backend timestamp of when inspections where initiated and submitted
			Ability to search HPIDs	Must have
			Offline application functionality	Must have	In app saving when the user is offline, when user gets online then app will submit
			Abiltiy to Attach Approved or Denied Variance Requests to specific plans	Must have
				Must have
	PL 4	Permits
			Ability for internal users (Health Department) to enter new plans into the system	Must have	Residential Plans, Commercial Plans, Transmital Permits, and Blue Card Permit details
			Ability for external users (Non-Health Department) to submit new plans into the system	Must have	Residential Plans, Commercial Plans, Transmital Permits, and Blue Card Permit details
			Ability to search existing plans in the system	Must have	Residential Plans, Commercial Plans, Transmital Permits, and Blue Card Permit details
			Ability for external users to purchase (submit payments for) plans online	Must have	Residential Plans and Commercial Plans
			Ability for external users to submit plans online	Must have	Residential Plans and Commercial Plans
			Predictive text for address fields	Nice to have
			Address verification	Must have	This will be verified against the county real estate data
				Must have
				Must have
	PL 5
				Must have
				Must have
				Must have
				Must have
				Must have
				Must have
				Must have
				Must have
				Must have

Must have

Nice to have

Must have

Nice to have

Must have

Nice to have

Must have

Nice to have

Vendor Information

Vendor(s) Information		Vendor (Software) Comments/Response
#	Requirement Description
V1	Enter full legal name of company(ies) responding to this RFP.
V2	Enter the year company was established.
V3	Enter the head office location and applicable contact address(es).
V4	Indicate the company's legal status and ownership (corporation, private owners, publicly traded, etc.).
V5	Enter number of people currently employed by the responding company(ies).
V6	Enter number of employees dedicated to customer support.
V7	Enter number of employees dedicated to product development.
V8	Enter the responding companies' annual revenue ($M) for 2020, 2021, 2022 and estimated revenues for 2023.
V9	Enter total number of customers supported with the proposed solution by the responding company(ies). How many county/municipal clients does your organization support?
V10	Identify the specific software package(s) being proposed and which version is being proposed.
V11	List the % of revenue the application(s) represent to your organization and how long the company has been selling and supporting this software package.
V12	How many installations of the proposed version of the Application have been implemented in the USA? How long has this product/version been available?
V13	List all software, support and services to be provided by the responding company. Disclose all vendors, partners and third party products or service providers, whenever applicable.
V14	Describe your Warranty policies, including the term of coverage and any rules or restrictions on standard package components and/or customized components.
V15	Describe your Warranty Period.
V16	Please forward a copy of your license agreement.
V17	Provide three examples of clients with similar needs where you have implemented this software. Include their industry, a brief description of products and services provided, and estimated product mix (standard vs. customization/add-on).
V18	Provide contact information for the three reference examples listed above.
V19	Provide any market certifications your product has been awarded in the last three years.
V20	Provide up to three examples of clients with similar needs where you have implemented this software in local government. Include their industry, a brief description of the modules purchased and implemented. Attach any relevant case studies.
V21	Provide contact information for the three reference examples listed above.
V22	Provide a sample contract/maintenance agreement.
	Please fill out all the tabs

Support

Non-Functional: Support
#	Requirement Description	Priority	Vendor Response	Vendor Response / Comments
	Support
S1	Attach a sample standard service-level agreement (SLA) to this proposal.
S2	Attach technical specifications (browser, network, and operating system requirements) to this proposal.
S3	Attach information regarding system performance metrics, including uptime, capacity, and response time.
S4	Attach any supplementary information and service levels provided by relevant partners (hosting, customer service, support, etc.).
S5	Do you provide on-site support services and remote support services? Disclose standard rates for this service, if any.
S6	Detail your helpdesk ticketing response times and methods of communication e.g. telephone, email, web-based console, and remote desktop? Specify types and days/hours each is available.
S7	How do you classify the priority or severity level of an incident?
S8	Do you provide 24/7 support? If not, what are the support hours EST?
S9	Describe standard issue resolution response times, methods of communication, and escalation and severity levels.
S10	What is the frequency of your product enhancements, patches, and releases? Please describe your (version-upgrade) release schedule.
S11	Please describe your internal regression testing methodology, data pool and scenarios update and maintenance based on various client business cases prior to release of new product enhancement, patches and releases.
S12	Do you provide ability to test enhancement, patches, and releases before the upgrade release?
S13	How do you notify your clients of upcoming enhancements or maintenance activities?
S14	How will enhancements, patches, releases, etc. be tested? Is the customer expected to test for impact on customizations?
S15	Do you provide onsite support for application of patches/upgrades? If not included in SLA, disclose the standard rates for these services.
S16	Do you provide phone support for application of patches/upgrades? If not included in SLA, disclose the standard rates.
S17	Do you provide access to a knowledgebase of information and best practices; access to user groups, forums, or communities?
S18	Do you have the ability to create knowledgebase of information and practices, specific to customer needs and practices?
S19	Do you provide ongoing product training and tutorials? Describe the various offerings.
S20	Do you provide disaster recovery capabilities and regular data replication? Attach relevant recovery time objectives and recovery point objectives.
S21	Do you provide SLA terms for data restoration services?
S22	Do you provide the business continuity strategy for the software and hosting provider?
S23	If on premise solution, describe the process for pushing patches/upgrades to the software.
S24	Describe how users can self-serve to get the most out of your solution (e.g. tutorials, tests, built-in guides, help documentation)?
S25	Describe how minor errors can be troubleshot by an Administrative user.
S26	Describe how an error will be resolved if it cannot be addressed by the Administrative user.
S27	Describe how you would provide support to non-County users.
S28	Do you provide any type of user training for your system? Online, Hard Copy etc.
	Please fill out all the tabs

Business Requirements

	Requirement ID	Core Functional Requirements for <Insert System or Application Name>
(All of the items apply to any subcontractors that work on the solution. )	Priority Level (determined by the County)	County Notes	Vendor Response	Vendor Comments
		Key Contract Criteria
	Instructions: Criteria listed as "Must have" are expected to be satisfied by the Proposed Vendor Application. If a specific criterion cannot be satisfied as stated, the Vendor is expected to state this in the "Vendor Response" field. The Vendor is invited to explain its response and if it believes it has an alternative that would satisfy the criterion this should be explained in the "Vendor Response" and/or the "Vendor Comment" field. Criteria listed as anything other than "Must have" are not required to be satisfied by the Proposed Vendor Application. The Proposal shall be scored according to overall satisfaction of criteria. The failure to satisfy "Must have" criteria will not in itself eliminate a Proposal from consideration. Rather, the Proposal shall be scored by overall satisfaction of "Must have" and all other criteria. The Vendor is expected to provide the entirety of its Response and/or Comment within this spreadsheet.
	1	User Management
	1.1	Users must be able to create accounts with personal details, including name, address, phone number, email, and date of birth.	Must have
	1.2	The system must support the creation of main user accounts with the ability to subsidiary user accounts	Must have
	1,3	The system must provide a user dashboard showing reservations, memberships, enrollments, and payments; support household/family linking.	Must Have
	1.4	The system must support traditional login methods (username and password)	Must have
	1.5	The system must support social authentication, including logins using familiar credentials (e.g., Google, Apple, Facebook, LinkedIn).	Must Have
	2	Program Management
	2.1	The system must allow users to register for various programs online, including filtering by type, location, date, and age group.	Must have
	2.2	The system must seamlessly integrate with third-party vendors for program registration.	Must have
	2.3	The system must allow the copying of existing programs for new sessions or seasons.	Must have
	2.4	The system must provide detailed descriptions and links to third-party sites for programs managed externally.	Must have
	2.5	The system must have an intuitive and user-friendly interface for program registration, both for internal staff and external users.	Must have
	2.6	The system must support configurable email notifications and QR code generation for admission/registration	Must have
	3	Event Management
	3.1	The system must allow for the creation/copying of events with details (location, dates/times, fees, waivers), enrollment limits, QR code issuance, and email notifications.	Must Have
	3.2	The system must allow users to register for various events online, including filtering by type, location, date, and age group.	Must have
	3.3	The system must flag scheduling conflicts with existing reservations.	Must Have
	3.4	The system must support mobile check-in with QR code scanning on both smartphones and tablets, and update attendance in real time	Must Have
	4	Membership Management
	4.1	The system must allow users to purchase memberships online for various activities (e.g., pool passes, golf, ice skating).	Must have
	4.2	The system must support different membership types and categories.	Must have
	4.3	The system must support configurable pass rules, including:

- Facility/amenity access control (e.g., pool vs. ice rink).

- Time‑of‑day/day‑of‑week restrictions (e.g., senior/bulk passes valid weekdays only).

- Multi‑facility entitlements (e.g., Volunteer Fire Department pass valid at ski, ice rink, and pool).	Must Have
	5	Golf Course Management
	5.1	The system must support online/in-person tee time reservations with course/date/time/players and payment.	Must Have
	5.2	The system must provide options dynamic pricing rules based on demand/time; show real-time pricing.	Must Have
	5.3	The system must allow for course blocking for maintenance/events.	Must Have
	6	Inventory and POS Management
	6.1	The system provide Real-time inventory updates.	Must have
	6.2	The system must allow for POS menu item management.	Must have
	6.3	The system must provide simple, easy‑to‑use POS menu layout editing for staff (e.g., add/move items and categories without technical assistance).	Must have
	6.4	The system must allow for the configuration automatic reorder points and alerting.	Must Have
	6.5	The system must support physical inventory reconciliation (e.g., scanning cases) with real‑time sync to POS.	Must Have
	7	Facility Resevations
	7.1	The system must provide centralized reservation booking for shelters/buildings/venues, including availability search, date/time selection, fees, waivers, and cancellation rules.	Must Have
	7.2	The system must display photos and facility details to public users during booking.	Must Have
	8	Facility Media
	8.1	The vendor shall provide, upload, and maintain multiple photos for each facility (e.g., shelters, buildings, and other park amenities) within the application.	Must Have
	9	Reporting & Analytics
	9.1	The systems must allow for the creation of custom and automated admin reports with data visualization.	Must have
	9.2	The system must support integration with reporting applications and tools (e.g., JD Edwards).	Must have
	10	Vendor Support
	10.1	The vendor must provide reliable vendor support and timely updates.	Must have
	10.2	The vendor must provide clear Service Level Agreements (SLAs).	Must have
	11	Payment Methods
	11.1	The system must support Apple Pay, Google Pay, debit/credit across programs, events, reservations, POS/retail, and golf transactions.	Must Have
	12	Event Check-in
	12.1	The system must support mobile check-in with QR code scanning on smartphones and tablets, and update attendance in real time for events, programs, and memberships	Must Have
	13	Hardware
	13.1	The vendor must supply, and support required devices (card readers, mobile POS) to enable mobile operations and onsite sales.	Should Have

Technical Requirements

	Additional
	#	Requirement Description	County's Priority	Vendor Response	Vendor Detailed Response	Detailed Instructions
		General Technical
	TR1	Ability to integrate with the following (including but not limited to):				- All Vendors are required to respond to the following tabs. Use the drop-down menus provided and enter free form comments to either respond to requirements or elaborate on drop-down responses.
	TR2	- Office 365 (Word, Excel, and Outlook/Exchange)	Could Have
	TR3	- JD Edwards	Could Have			- Answer all questions in these sections using the following scale:
	TR4	- Microsoft BI or Tableau (BI Tool integration)	Could Have
	TR5	Describe in detail how Single Sign On (SSO) process works and is configured (Allegheny County Preferrence is Entra ID)	Must Have			Vendor Responses	Definition
	TR6	Ability to monitor the Identity Provider (customer) metadata URL for automated certificate rollover and other changes	Must Have
	TR7	Ability to support API, Web-service and file-based integrations	Must Have			Yes with Significant Configuration	- Requirement will be delivered through significant configuration of the solution.
	TR8	a	Must Have				- The County recognizes that the solution will have to be configured. We anticipate that the configuration needs will be reflected in the implementation pricing. That is considered 'Yes out of the box'
	TR9	Ability to support cross platform functionality (mobile and desktop access)	Must Have				- Configuration is considered significant if the out of the box functionality is impacted or other functions/featured are rendered unusable and adds significant time/cost to the implementation.
	TR10	Describe the architecture used for mobile access	Must Have			Yes with add on	- Requirement will be supported by a 3rd party application.
	TR11	On-Premise Solutions:					- Identify vendor and name of add on, and if it is utilized by existing clients.
	TR12	- ability to support VM Ware	Should Have				- If the add-on is not included in the pricing, then the response should be 'Not Supported'
	TR13	- Ability to run on Microsoft-based servers / databases	Must Have			Yes with customization	- Requirement is available but requires a customization of the software.
	TR14	- Provide solution architecture design including governance, application modules, database, integration and security layers				Not supported	- Requirement is not met by proposed solution.
	TR15	- Provide system requirements and options for on premise solutions (i.e. client, servers, network, database…etc)
	TR16	Is your proposed solution a fully hosted Software as a Service (SaaS) offering				Notes:
	TR17	Identify the options for hosting - private government cloud, public cloud, hybrid cloud etc.				1. Requirements requesting Vendor to describe, explain or identify capabilities do not require the above responses; completion of the comments field is sufficient. If answer provided under separate cover, be sure to reference the doucment in the comments field.
		Does the system have a mechanism for promoting changes from the test environment to production?				2. The support tab vendor response is entirely describes/explains etc. Vendor is to provide response in comments column, or reference to separate cover information.
		User Interface
	TR18	Ability to support ADA/ compliance rules (e.g. accessibility, speech to text, screen reader etc.)	Must Have
	TR19	Easy-to-use user interface (GUI) (i.e. support multiple standard browsers on multiple OS (explorer, edge, chrome...etc))	Must Have
	TR20	If solution is browser based, identify supported browsers. Also indicate any that are NOT supported.	Should Have
	TR21	Consistent look & feel throughout the application	Must Have
	TR22	Command keys consistent from module to module	Must Have
	TR23	Uses standard MS Windows conventions (toolbars, menus, pick-lists, etc)	Should Have
	TR24	Context sensitive menus (e.g. right click mouse)	Should Have
	TR25	Conforms to standard Windows navigation conventions (e.g. Tab, Shift Tab)	Must Have
	TR26	Copy and paste / drag and drop within application or from application to other Windows based programs	Should Have
	TR27	Ability to apply data field masking on some pages or all pages a field is displayed	Should Have
	TR28	User can navigate through entire screens that are data entry intensive without the aid of a mouse	Should Have
	TR29	In addition to the standard data fields, system provides user-defined fields for the capture of unique data. (configurable?)	Must Have
	TR30	- identify any limitation in terms of supported data types (alpha, numeric, character, etc.)
	TR31	Customizable / personalizable fields and screens set by user type, hierarchy, etc.	Should Have
	TR32	Support of mobile devices / Responsive Design	Must Have
	TR33	Does the mobile device use a browser, or is the solution actually available as an 'app'
	TR34	If mobile provides an app, what OS are supported?
	TR35	Available built-in training/help documentation and user tools	Should Have
		Security & Access Control
	TR36	Ability to support HIPAA compliance	Must Have
	TR37	Ability to meet US data residency requirements	Must Have
	TR38	Ability of the system to provide security controls (insert, update, delete, view) at the:
	TR39	- Application level	Must Have
	TR40	- Function level	Must Have
	TR41	- Form/Page level	Should Have
	TR42	- Field level	Should Have
	TR43	- Subsets of data in database	Should Have
	TR44	Ability to encrypt data at rest (in the database)	Must Have
	TR45	Ability to encrypt data in transit	Must Have
	TR46	Ability to use Multi- factor authentication	Must Have
	TR47	Ability to provide an audit trail of all transactions addition/deletion/change, including date, time, and user ID	Must Have
	TR48	Ability to provision, change, delete, or deactivate user profiles based on predefined scripts or effective date	Should Have
	TR49	- Describe the process
	TR50	Ability to configure and manage regular system maintenance (Security Patching)	Must Have
	TR51	Ability to enforce strong password requirements (alpha, number, special characters, length etc.)	Must Have
	TR52	Ability to support Security Reporting - summary and detail at the:
	TR53	- Roles level	Should Have
	TR54	- Individual profile level	Should Have
	TR55	- Security control level	Should Have
	TR56	Ability to support Audit Reporting - summary and detail at the:
	TR57	- all object transaction levels	Should Have
	TR58	- all data transaction levels	Should Have
	TR59	provide the documented security standards for the solution
	TR60	for cloud solutions, provide details of any certifications held by the cloud being proposed to run the application.
		Data
	TR61	Describe how data is restored
	TR62	Describe the data archiving capabilities
	TR63	Are there any limitations to number of years data can be retained in archive?
	TR64	Is system data stored in systems other than databases (files, LDAP, etc.)? if yes list other.
	TR65	Describe the process for deleting data on request or termination of service
	TR66	Describe the process and format for delivering data if services are terminated (including reports & custom code)
	TR67	Is data returned in a machine readable format?
	TR68	Describe how the system is validated by external auditors for compliance
	TR69	Describe how historical data will be stored and accessed
	TR70	Test Environments
	TR71	- Ability to have a Test/Development environment available for user testing and development	Must Have
	TR72	- Describe the process delivered for data deidentifying or anonymization while creating test data
	TR73	- Describe the process for updating/refreshing the Test/Development environments.
	TR74	What language(s) is used to code all applications being proposed? What tools are available to users in your development workbench (e.g. user sandbox)?
		Test system data must be able to be refreshed from production periodically.
a.	Describe the process for accomplishing this.
b.	Are there any limitations on how frequently this can be accomplished?	Should Have
		Workflow
	TR75	Ability to manage workflow, including electronic approval, integrated throughout the application.	Should Have
	TR76	Ability for users to define electronic workflow processes.	Must Have
	TR77	Ability to easily set up business rules in workflow facility.	Must Have
	TR78	Ability to route document approvals through workflow functionality.	Must Have
	TR79	Ability to route transactions through a workflow process.	Must Have
	TR80	Ability for users to select and define the flow of transactions based upon rules, roles and routings of documents.	Must Have
	TR81	Ability of workflow routing to recognize role versus individuals.	Must Have
	TR82	Ability to support multiple-path routing in workflow.	Must Have
	TR83	Ability to track workflow step execution history.	Should Have
	TR84	Ability to notify users via email if they have new workflow steps pending.	Must Have
	TR85	Ability to Define workflow with multiple optional approvers (i.e. any team member approval) based on a defined security role.	Should Have
	TR86	Ability to have workflow queues for multiple distinct approval transactions	Should Have
	TR87	Ability to attach documents to workflow steps for on-line review and approval.	Must Have
	TR88	Ability for users to assign delegates	Should Have
	TR89	Ability to view workflow history (audit history)	Must Have
	TR90	Ability for the workflow to integrate with MS Office Calendars	Could Have
	TR91	Ability to set reminder/notifications	Should Have
	TR92	Ability to modify in-flight workflows (e.g. change from urgent to normal)	Should Have
	TR93	Ability to capture comments/notes on workflow steps	Should Have
	TR94	Ability to set effective date on workflow (both, from and to)	Should Have
		Reporting
	TR95	Ability to select from pre-defined, scheduled, automatically compiled and distributed reports (PDF, Excel, Word, etc.)	Must Have
	TR96	Ability to modify 'canned' reports provided with system	Must Have
	TR97	Ability to save reports and reprint at later date	Must Have
	TR98	Ability of user creating report/query to make public for other users to use	Should Have
	TR99	Ability to support customizable user reporting dashboards	Must Have
	TR100	Ability for configurable, user-friendly ad hoc report building tools (e.g. users can create queries and multiple views of data)	Should Have
	TR101	Ability to support customizable reporting templates	Must Have
	TR102	Ability to schedule reports for distribution to pre-defined groups/users on a periodic basis	Should Have
	TR103	Ability to drill-down functionality within reports generated by the system	Must Have
	TR104	Ability to provide Real time and point-in-time access to data	Must Have
	TR105	Ability to search reports generated in the system	Should Have
	TR106	Ability to generate system usage reporting by module or Functional group, role, etc.	Should Have
		Artificial Intelligence
	TR107	Are you using GenAI in your solution?	Should Have
	TR108	Is it a closed environment, where the customer data is not used to train the model that then
becomes available to other customers?	Should Have
	TR109	Where do you get the data that your model is trained on?	Should Have
	TR110	How long do you retain the data and does your model consume new client provided data to further
train the model?	Should Have
	TR111	Have you done a security assessment of your model and run any GenAI solution through a code
review?	Should Have
	TR112	Do you have ongoing security monitoring in place to detect viruses or anomalies?	Should Have
	TR113	How often do you reassess the model for data accuracy and model methodology?	Should Have
	TR114	What is the computing cost as well as other underlying costs, including access and egress, and is it
monthly, yearly or transactional?	Should Have

*Please fill out all the tabs*

SaaS Costing

\
	SaaS Pricing Worksheet

Instructions: Vendors are to provide estimated costs using this pricing worksheet. The estimated user counts are included in RFP Section ## Users have been identified by function to differentiate pricing (rows 12-18) if different from a full access user (row 10). Please include additional comments to further qualify the response (column L). Include all one time costss in the Year 1 column (Column 'J'). Support Charges and Other Charges should be listed in the year they would be incurred (Column J, K etc.). Vendors must include all costs associated with their proposed solution.

Cost Line item

Qty

Monthly Per User License/Subscription Fees

Annual License/Subscription Fees

Total 5 year

(calculation)

Vendor Comments

1 year term

2 year term

3 year term

4 year term

5 year term

1 year term

2 year term

3 year term

4 year term

5 year term

License / Subscription Charges		Users												Indicate pricing by user type where applicable, and any volume discounts or bundles.
Software Licenses / Subscription		- 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
User license/subscription by Module (if different pricing):			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 1		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 2		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 3		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 4		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 5		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 6		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 7		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Administrator License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Contractor License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Self Service License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other Licenses (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other Licenses (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other Licenses (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Licenses Cost			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Vendor Support Charges	Unit
Support Fees	- 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Support Level (please specify)		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Support Level (please specify)		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Support Level (please specify)		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Support		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Other Charges	Unit
Data and File Storage Costs	- 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate storage maximum and cost for additional storage if any
Transaction Processing Fees		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate transaction charge if any
Test/Dev Environment(s), if extra		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate additional costs for sandbox environment
Activation/Setup Fees		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	activation only, not requesting implementation estimates
Other (please specify)		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other (please specify)		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Other Charges		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Total Costs		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Please fill out all the tabs

On Premise Costing On Premise Pricing Worksheet

Instructions: Vendors are to provide estimated costs using this pricing worksheet. The estimated user counts are included in RFP Section ##. Users have been identified by functional area to differentiate pricing (rows 12-18) if different from a full access user (row 10). Please include additional comments to further qualify the response (column L). Any one time costs to be placed in the Year 1 Licensing column . Please include Hardware charges only if providing is part of the proposal. For support, other related charges, please use the Year column in which they will be incurred. Vendors must include all costs associated with their proposed solution.

		Cost Line item	Qty	Year 1 Costs		Annual License AND/OR Maintenance Fee					Total 5 year
(calculation)	Vendor Comments
				Licensing	Maintenance	year 1	year 2	year 3	year 4	year 5

License Charges		Users									Indicate pricing by user type where applicable, and any volume discounts or bundles.
Software Licenses			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
User license by Module (if different pricing):					$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 1		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 2		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 3		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 4		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 5		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 6		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Module 7		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Administrator License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Contractor License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Self Service License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Database License			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other Licenses (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other Licenses (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
One time costs (pleaes specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
One time costs (pleaes specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Licenses Cost			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

		Cost Line item	Qty	Support & Other Charges					Total 5 year
(calculation)	Vendor Comments
				year 1	year 2	year 3	year 4	year 5

Support Charges		Unit
Support Fees		- 0	Do not use	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate support service level and service (attach documentation)
	Support Level (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Support Level (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Support Level (please specify)			$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Support				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Other Charges		Unit
Data and File Storage Costs		- 0	Do not use	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate storage maximum and cost for additional storage if any
Transaction Processing Fees				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate transaction charge if any
Test/Dev Environment(s), if extra				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate additional costs for sandbox environment
Interface/Integration Tools				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	indicate any additional costs for integration tools
Activation/Setup Fees				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	activation only, not requesting implementation estimates
Other (please specify)				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Other (please specify)				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Other Charges				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Total Costs				$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
	Please fill out all the tabs

Index

Core Capability	Yes out of the box
Configurable by Vendor	Yes with Significant Configuration
Requires Customization	Yes with add on
Provided in Conjunction with a 3rd Party	Yes with customization
Not Applicable	Not supported

Data Validation

Core Capability
Configurable by Vendor
Configurable by City Staff
Requires Customization
Not Applicable
	Must Have
	Should Have
	Could Have

File details come from the government source that posted it. Updated Mar 3, 2026.