90DETR-S3794 Requirements Matrix.xltx
XLTX file 40 KB Posted
- Attached to
- BEN Case Management System
- Solicitation number
- 90DETR-S3794
- Issued by
- Churchill County, Nevada
About this file
This is a Requirements Matrix document for a government contract opportunity, specifically procurement 90DETR-S3794. The document appears to be a configuration and functional requirements assessment tool designed to evaluate whether proposed solutions meet specified area requirements. The matrix tracks whether functional requirements are met through out-of-the-box configuration, with columns designated to identify the functional area, specific requirements, whether requirements are satisfied without modifications to the proposed base solution, the configuration mechanism required, and estimated hours needed to implement necessary configurations.
The document focuses on requirements fulfillment and implementation effort estimation. It utilizes a structured format to document compliance status, configuration approaches, and resource allocation for system implementation. The matrix appears to be an Excel-based tool used for vendor response evaluation and project planning purposes, enabling stakeholders to assess the gap between required functionality and proposed solutions while quantifying implementation complexity and resource requirements.
Text of this file
Area A
| Met through Configuration | ||
| Functional Area/Requirement | Requirement Met |
w/o Change to Proposed Base
| (100% Out of the Box) | Configuration |
| Mechanism | Estimated |
Hours to Configure
| (<5, <20, >20) | Who Makes the Change | |
| (Business, IT or Vendor) | Custom Extension | Client(s) |
Where Req.
| is Operating | Can other Customers Benefit | ||
| Functional/Non Functional Area/Requirement Description Here | 0% | ||
| 1 | Project Management Requirements: | ||
| 1.1 | The vendor shall provide project management, communications, and control within 4 weeks of the contract execution date including but not limited to: | ||
| 1.2 | The vendor shall provide a Project Manager. | ||
| 1.3 | The vendor shall provide the Project plan. | ||
| 1.4 | The vendor shall provide the Project timeline. | ||
| 1.5 | The vendor shall provide the Testing plan. | ||
| 1.6 | The vendor shall provide the Training plan. | ||
| 1.7 | The vendor shall provide the Knowledge Transfer plan. | ||
| 1.8 | The vendor shall provide the Business Continuity plan | ||
| 1.9 | The vendor shall provide the Disaster Recovery plan. | ||
| 1.1 | The vendor shall provide the Implementation Support plan. | ||
| 1.11 | The vendor shall provide the ongoing Support plan. | ||
| 1.12 | The vendor shall conduct a requirement discovery and documentation. | ||
| 1.13 | The vendor shall provide the project kick off meeting. | ||
| 2 | General Requirements: | ||
| 2.1 | The system shall be designed to support access by both state staff and external users and must incorporate role-based access controls and appropriate security measures. At a minimum, the system must ensure that external users are restricted to accessing only their own information and are prohibited from viewing or accessing the information of other external users. | ||
| 2.2 | The vendor shall provide product branding to allow for the creation of a system header banner and footer based on BEN-provided logo and additional information | ||
| 2.3 | The vendor shall provide application of a system theme based on BEN selection of available system themes made up of a Heading Color, Sub-Heading Color, Highlight Color, Accent Color, Auxiliary Color, Primary Text Color, and Secondary Text Color. | ||
| 2.4 | The vendor shall provide software to include: | ||
| 2.4.1 | The vendor shall provide a pricing schedule that outlines costs associated with increases in the number of accounts, including any tiered or volume-based pricing adjustments. The vendor must support a minimum of fifty (50) total user accounts, inclusive of both State staff and external users, at the time of implementation. | ||
| 2.4.2 | Document storage for uploaded/attached files: | ||
| 2.4.2.1 | The vendor shall provide the ability to upload documents for both state staff and external users. | ||
| 2.4.2.2 | Vendor must specify including document storage capacity and pricing schedule for increased capacity | ||
| 2.4.3 | Software code will be maintained solely by the vendor | ||
| 2.4.4 | Software will be web browser based | ||
| 2.4.5 | Software will be accessed via the Internet | ||
| 2.4.6 | Software will be hosted via Cloud Based Software as a Service | ||
| 2.4.7 | User Acceptance Testing (UAT) environment | ||
| 2.5 | The vendor shall provide the ability for system design and configuration for workflows including but not limited to: | ||
| 2.5.1 | Data entry for case management: | ||
| 2.5.1.1 | The system shall provide data entry processes into a centralized case management system for tracking and reporting, including but not limited to the submission of Profit & Loss statements, BEN forms, equipment repair and maintenance requests, new site announcements, applications and a equipment inventory database. | ||
| 2.5.1.2 | The system shall provide audit trails for each submission, with timestamps and user actions logged for accountability. | ||
| 2.5.1.3 | The system shall provide a structured form to ensure all necessary fields are completed (e.g., revenue, expenses, profit and loss, etc.). | ||
| 2.5.1.4 | The system shall provide the ability to validate inputs to ensure accuracy (e.g., correct formatting for currency, percentage fields). | ||
| 2.5.1.5 | The system shall provide a user interface that is easy to navigate, with clear instructions and prompts to guide the user through each task. | ||
| 2.5.1.6 | The system shall provide the ability to create workflows for state agency review and approval. | ||
| 2.5.1.7 | The system shall provide automatic notifications regarding the status of reports and requests. | ||
| 2.5.1.8 | The system shall provide an equipment inventory database. | ||
| 2.6 | New Site Locations: | ||
| 2.6.1 | The vendor shall provide the ability to post announcements for new site locations on the main landing page. | ||
| 2.6.2 | The vendor shall provide the ability to allow users to submit an application on the new site location. | ||
| 2.6.3 | The vendor shall provide the ability to approve Operator applications for the new site location. | ||
| 2.7 | Payments | ||
| 2.7.1 | The system must link to or integrate with an external payment gateway such as CyberSource. The system shall provide automated notifications that should be sent to users upon successful payment, failed payments, or payment due reminders. | ||
| 2.8 | Reports: | ||
| 2.8.1 | The system shall support including but not limited to the generation of reports: | ||
| 2.8.2 | Profit and Loss Statements | ||
| 2.8.3 | Requests for Purchased Equipment | ||
| 2.8.4 | Requests for prior approval of expenses | ||
| 2.8.5 | Health Insurance Enrollment | ||
| 2.8.6 | Medical expense and life insurance expense Reimbursements | ||
| 2.8.7 | Loan Applications | ||
| 2.8.8 | Monthly site reviews | ||
| 2.8.9 | Annual site reviews | ||
| 2.8.10 | Equipment maintenance log | ||
| 2.8.11 | Daily throw log | ||
| 2.8.12 | Location Sites | ||
| 2.8.13 | Operator | ||
| 2.8.14 | Fiscal Year financial reports (by site and program wide) | ||
| 2.8.15 | The system shall provide reports to be exportable in various formats (e.g., PDF, Excel) and offer filtering options (e.g., by date, status, or location). | ||
| 2.8.16 | The system shall provide functionality: sort, filter, and extract including but not limited to all data across multiple time periods, including the ability to generate reports for individual sites as well as aggregated totals for the overall program (e.g. SFY, FFY, and other defined reporting periods). | ||
| 2.9 | Workflows and Forms: | ||
| 2.9.1.1 | The vendor shall configure and implement system-based workflows enabling Operators and DETR staff to complete, process, and manage the following forms within the system, including but not limited to those listed below: | ||
| 2.9.1.2 | BEN Profit and Loss Monthly Statement | ||
| 2.9.1.3 | BEN Monthly Site Review | ||
| 2.9.1.4 | BEN Annual Site Review Form | ||
| 2.9.1.5 | Request to Purchase Equipment Form | ||
| 2.9.1.6 | Blind Vendor Health Insurance Enrollment Form | ||
| 2.9.1.7 | BEN Health Insurance Reimbursement Form | ||
| 2.9.1.8 | BEN Loan Application | ||
| 2.9.1.9 | BEN Request for Prior Approval of Expenses | ||
| 2.9.1.10 | BEN Equipment Maintenance Log | ||
| 2.9.1.11 | BEN Site Daily Throw Log | ||
| 2.10 | Service Request Ticketing: | ||
| 2.10.1 | The system shall provide the ability to create ticket requests for routine or schedule equipment maintenance which is including but not limited to: | ||
| 2.10.1.1 | Equipment type, serial number, and location | ||
| 2.10.1.2 | Maintenance type (e.g., preventive, corrective) | ||
| 2.10.1.3 | Description of the maintenance issue or required service | ||
| 2.10.1.4 | Requested date or time for the maintenance service | ||
| 2.10.1.5 | The system shall provide support for an automated workflow to route the routine or maintenance request to the appropriate approvers. | ||
| 2.10.1.6 | The system shall notify users when a routine or maintenance request has been submitted, is under review, or has been approved or rejected. | ||
| 2.10.1.7 | The system shall provide the ability to reschedule the routine or maintenance request. | ||
| 2.11 | Equipment Tracking | ||
| 2.11.1 | The system shall provide the ability to track equipment: | ||
| 2.11.1.1 | Equipment name, type and model | ||
| 2.11.1.2 | Serial number and manufacturer details | ||
| 2.11.1.3 | Price and invoice information | ||
| 2.11.1.4 | Date of purchase and vendor purchased from | ||
| 2.11.1.5 | Warranty information and service agreements | ||
| 2.11.1.6 | Site Location | ||
| 2.11.1.7 | Assigned Operator | ||
| 2.11.1.8 | Equipment category (e.g., office equipment, machinery, IT hardware, etc.) | ||
| 2.11.1.9 | Pictures of equipment | ||
| 2.11.1.10 | The system shall provide the ability to import existing data from external sources (e.g., spreadsheets, CSV files) for bulk registration of equipment as part of conversion to the new system. | ||
| 3 | Training and Implementation | ||
| 3.1 | The vendor shall provide user training that focuses on users including but not limited to external users, internal users, administrative users, and fiscal users in the system. | ||
| 3.2 | The vendor shall provide a training curriculum that details: | ||
| 3.2.1 | Assess Training needs | ||
| 3.2.2 | Goals and Objectives | ||
| 3.2.3 | Training materials | ||
| 3.2.4 | Training delivery format | ||
| 3.2.5 | Training Agenda | ||
| 3.2.6 | Post-training survey | ||
| 3.2.7 | Post go live training | ||
| 3.2.8 | Refresher training (2 – 3 times per year) | ||
| 4 | Customer Service and Communications Support: | ||
| 4.1 | The vendor shall provide a helpdesk support (8:00AM – 5:00PM PST, Monday – Friday). | ||
| 4.2 | The vendor shall provide an issue resolution tool that is available 24/7 for issue reporting. | ||
| 4.3 | The vendor shall provide regular promotion of configuration updates to all environments. | ||
| 4.4 | The vendor shall respond/resolve reported issues as follows: |
-High (loss of system functionality which prevents business operations): Within 1 hour from report -Medium (loss of system functionality which impedes or limits business operations): Within 8 hours from report
- Low (questions on system functionality and/or corrections to system functionality which do not impede business operations): Within 24 hours from report
| 5 | Information Technology and Security Requirements (non-functional system requirements): |
| 5.1 | The vendor shall provide the ability to enable web-based user controls and provide security access ability to limit access to authorized users requiring multifactor authentication credentials (username, password, and OTP) as well as user level permissions to promote and maintain separation of duties including and not limited to: |
| 5.1.1 | BEN Program Administrator |
| 5.1.1.1 | Add or inactivate users (Operators and staff) |
| 5.1.1.2 | Reviewing, approving or denying: |
| 5.1.1.2.1 | P&L (profit and loss) Reports |
| 5.1.1.2.2 | Loan Applications |
| 5.1.1.2.3 | Ticket requests for repairs and maintenance |
| 5.1.1.2.4 | Request to Purchase forms for new equipment |
| 5.1.1.2.5 | Request for Prior Approval of Expenses forms |
| 5.1.1.2.6 | Medical Reimbursement forms |
| 5.1.1.2.7 | Complete Monthly Site Reviews |
| 5.1.1.2.8 | Complete Annual Site Reviews |
| 5.1.1.2.9 | Create new site locations |
| 5.1.1.2.10 | Create and post new site location announcements |
| 5.1.1.2.11 | Adding Equipment and tracking equipment |
| 5.1.2 | Fiscal staff |
| 5.1.2.1 | Review of financial data |
| 5.1.2.2 | Reports |
| 5.1.3 | View only |
| 5.1.4 | Active Operator |
| 5.1.4.1 | Submit profit and losses reports |
| 5.1.4.2 | Submit payments |
| 5.1.4.3 | Submit equipment repair and maintenance ticket requests |
| 5.1.4.4 | Submit request for new equipment purchase |
| 5.1.4.5 | Submit new site application |
| 5.1.4.6 | Submit medical reimbursement requests |
| 5.1.4.7 | Submit request for prior approval expense form |
| 5.1.4.8 | Submit loan application Upload documents |
| 5.2 | The system must include accessibility for visually impaired operators such as computer talking programs, screen readers, text-to-speech and screen magnification and web browser enhancements for users of all visual abilities. |
| 5.3 | The system must meet or exceed the Web Content Accessibility Guideline (WCAG) 2.0 AA in accordance with Section 508 of the Rehabilitation Act and the Americans with Disabilities Act (ADA) accessibility standards. |
| 5.4 | The vendor shall ensure data privacy with the encryption of all data whether in transit or rest. |
| 5.5 | The system must be compliant with state policy, to include S.5.06.01 Cloud Services. |
| 5.6 | The physical location of the hosting data center(s) is to be contractually identified. The hosted data/solution must reside only in the United States, and the cloud service provider must be FedRAMP moderate certified. |
| 5.6.1 | If the system is not maintained by the CSP, the established Information System must be able to meet the NIST Moderate Control Baseline as described in NIST SP 800-53B. |
| 5.6.2 | A Customer Responsibility Matrix (CRM) between the vendor, the CSP (if separate), and the department is required. |
| 5.6.3 | The vendor must also provide a documented remediation plan outlining the process, timelines, prioritization methodology, and responsibilities for identifying, tracking, and resolving detected vulnerabilities. |
| 5.7 | The service must provide the ability for the department to perform an annual security and controls assessment. This assessment will be against the NIST Moderate Baseline as described in NIST SP 800-53B. |
| 5.7.1 | If the vendor undergoes annual third-party assessments, these may be accepted in lieu of an assessment by the department. The report must be provided to the department. |
| 5.7.2 | If the vendor performs annual security control assessments that indicate compliance with the NIST control families to the Moderate baseline level, this may be accepted in lieu of an assessment by the department. |
| 5.7.3 | If the vendor is also a CSP, their FedRAMP ATO will be accepted in lieu of the assessment. |
| 5.8 | The service must provide the ability to conduct a penetration test annually, either by the vendor or department. |
| 5.9 | The vendor shall prepare or retain a business continuity plan and disaster recovery plan to ensure that the system will continue with minimal disruption in the event of a power outage or other catastrophe so that no data will be lost or compromised. |
| 5.1 | The business continuity and disaster recovery plans must be tested and maintained throughout the life of the contract. |
| 5.11 | Per NRS 603A.300: the vendor shall disclose any breach of the security of the system data following discovery or notification of the breach to any resident of this State whose unencrypted personal information was, or is reasonably believed to have been, acquired by an unauthorized person. The disclosure must be made in the most expedient time possible and without unreasonable delay, consistent with the legitimate needs of law enforcement, as provided in subsection 3, or any measures necessary to determine the scope of the breach and restore the reasonable integrity of the system data. |
| 5.11. | The vendor shall measure Key Performance Indicators (KPIs) identified within each Service Level Agreement (SLA) and report each month, quarter, or as otherwise defined, the following metrics: |
| 5.11.1 | Improvement Opportunities |
| 5.11.1.1 | The vendor shall provide enough development hours to implement two enhancements and change requests per subscription year. |
| 5.11.2 | Availability |
| 5.11.2.1 | The system must maintain 99.9% uptime monthly, excluding planned maintenance. |
| 5.11.2.2 | Planned maintenance must be scheduled with at least 7 days’ notice and conducted during off-peak hours. |
| 5.11.2.3 | Unplanned outages must be resolved within 2 hours for critical issues and 4 hours for major incidents. |
| 5.11.2.4 | Service Credit Remedy: |
| 5.11.2.4.1 | If system availability falls below 99.9% but remains above 99.5%, the vendor must issue a 5% service credit on the affected month’s invoice. |
| 5.11.2.4.2 | If availability falls below 99.5% but remains above 99.0%, a 10% service credit applies on the affected month’s invoice. |
| 5.11.2.4.3 | If availability drops below 99.0%, a 25% service credit is issued on the affected month’s invoice. |
| 5.11.2.5 | Termination Remedy: |
| 5.11.2.5.1 | If there is Excess Unplanned Downtime, defined as unscheduled downtime that results in uptime below 99.9%, for three (3) or more calendar months within any period of six (6) or fewer consecutive months, the vendor will be deemed to have significantly violated the agreement. In such a case, DETR retains the right to terminate the agreement. |
| 5.11.3 | System Performance |
| 5.11.3.1 | System response time should not exceed 3 seconds for transactions under normal load. |
| 5.11.3.1.1 | System response time will be evaluated based on the average maximum time of five (5) consecutive transactions, taken at any time, to determine the average response time. |
| 5.11.3.1.2 | Batch processing jobs must be completed within the agreed timeframes based on business needs. |
| 5.11.4 | System Support |
| 5.11.4.1 | Monitoring and evaluation of system support performance must include, but not limited to: |
| 5.11.4.1.1 | Incident response time |
| 5.11.4.1.2 | Incident resolution time |
| 5.11.4.1.3 | Incident volume |
| 5.11.4.1.4 | Escalation metrics |
| 5.11.4.1.5 | SLA compliance summary |
| 5.11.5 | Data Recovery |
| 5.11.5.1 | No data loss except for data collected after the last committed transaction. |
| 5.11.5.2 | The data must have a full back up nightly. |
| 5.11.5.2.1 | The data must be retained and disposed of in compliance with the published Executive Branch Retention Schedules for Employment, Training, and Rehabilitation available on the Nevada State Library, Archives & Public Records website, found at https://nsla.nv.gov/state_records_services/executive-branch-records-retention-schedules. |
| 5.11.5.2.1.1 | If unspecified the vendor shall use the General Record Retention Schedule available online at https://nsla.nv.gov/state_records_services/general-records-retention-schedule. |
| 5.11.5.3 | Data must be recoverable within 4 hours of a disaster event. |
| 5.11.6 | Capacity and Scaling |
| 5.11.6.1 | Auto-scaling capabilities must adjust infrastructure based on demand. |
| 5.11.6.2 | System shall rapidly scale under all conditions meeting all system requirements, including performance, within 2 hours of regardless of the load increase to the system. |
| 5.11.7 | Change Management |
| 5.11.7.1 | All system changes must follow a structured change management process that includes, but not limited to, proper testing, approval and rollback procedures to minimize risks and service disruptions. |
| 5.11.7.2 | Major releases must be scheduled with a two-week or greater notice period. |
| 5.11.8 | Operational Reporting |
| 5.11.8.1 | SLA compliance reports must be accessible to users by 7:00am PST the next business day following the end of the month or quarter, or as otherwise mutually agreed upon. |
| 5.11.8.2 | Incident root cause analysis (RCA) reports must be delivered within 5 business days for major outages. |
| 5.11.8.2.1 | Service credit remedies: |
| 5.11.8.2.1.1 | Less than 2 days after audit due date 10% of monthly payment. |
| 5.11.8.2.1.2 | Greater than 2 days but less than 4 days after audit due date 20% of monthly payment |
| 5.11.8.2.1.3 | Greater than 4 days but less than 8 days after audit due date 50% of monthly payment |
| 5.11.8.2.1.4 | Greater than 8 days after audit due date 100% of monthly payment |
| 5.12 | The vendor shall provide other Program services identified during requirement discovery as agreed upon by DETR and vendor. |
https://it.nv.gov/uploadedFiles/itnewnvgov/content/Governance/Security/FINAL_S_5_06_01_H_Cloud_Services.pdfhttps://nsla.nv.gov/state_records_services/executive-branch-records-retention-scheduleshttps://nsla.nv.gov/state_records_services/general-records-retention-schedule
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