A2__FRR_1__General_System_Requirements.xlsx
XLSX spreadsheet 39 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) System State and local contract opportunity
- Solicitation number
- P-26-08-COC
- Issued by
- Brevard County, Clewiston City, Florida
About this file
This is a System General Requirements specification document for the City of Cocoa's Enterprise Resource Planning (ERP) system procurement in Florida. The document establishes comprehensive functional and technical requirements across multiple system categories including cloud architecture and hosting, security and compliance, integration and interoperability, data management and reporting, user experience and accessibility, workflow and automation, document management, system administration, performance and availability, updates and continuous improvement, mobility and field capabilities, GIS integration, and citizen self-service functionality. The specification requires a fully vendor-hosted, multi-tenant SaaS solution with no client-managed infrastructure, accessible via standard web browsers. The system must support a minimum 99.9% uptime SLA, disaster recovery with defined RTO and RPO parameters, and geographically redundant data centers with automated failover capabilities. Field mobility requirements include real-time 4G connectivity, offline capabilities with data synchronization, and native mobile application support across iOS, Android, and Windows platforms, with functionality for inspections, work orders, approvals, and media capture.
The specification mandates compliance with SOC 1 Type II and SOC 2 Type II certifications, support for Single Sign-On using industry-standard protocols, multi-factor authentication, role-based access control, and data encryption both in transit and at rest using current industry standards. The system must integrate with the City's existing GIS infrastructure (Esri), support open APIs (preferably RESTful), and accommodate both real-time and batch data integration methods. Integration requirements include connections to multiple existing City systems such as UKG timekeeping, Telestaff scheduling, NeoGov applicant tracking, Neptune360 meter data management, CitizenServe permitting, Laserfiche document management, and various payment processors and banking systems. The document requests vendors to provide interface cost estimates for each system connection and specify whether interfaces are included in the proposed system cost, provided at no cost, or available at additional cost. The specification emphasizes WCAG 2.1 accessibility compliance, responsive design across desktops and mobile devices, configurable workflows without custom development, automated reporting and distribution capabilities, and full compatibility with the City's Virtual Desktop Infrastructure (VDI) environment.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| P2608COC_NOTICE_OF_INTENT_TO_SHORTLIST.pdf | ||
| 08272026_P2608COC_ERP_System_Meetingv2.pdf | ||
| Master_Bid_Tabulation_Sheet_P2608COC.pdf | ||
| Addendum_3_P2608COC_QA.xlsx | XLSX spreadsheet | |
| Addendum_2_P2608COC.pdf | ||
| Addendum_1_RFP_P2608COC.pdf | ||
| A1__Proposal_Response_Forms.docx | DOCX document | |
| A2_FRR_2__Finance_Accounting_and_Reporting_Requirements.xlsx | XLSX spreadsheet | |
| A3__Terms_and_Conditions_P2608COC.docx | DOCX document | |
| A4__Combined_Proposer_Certifications_and_Affidavits.docx | DOCX document | |
| A2__FRR_4__Human_Resources_Management_Requirements.xlsx | XLSX spreadsheet | |
| A2__FRR_6__Citizen_Portal_Requirements.xlsx | XLSX spreadsheet | |
| A2__FRR_3__Purchasing_Requirements.xlsx | XLSX spreadsheet | |
| A2__FRR_5__Utility_Billing_Requirements.xlsx | XLSX spreadsheet | |
| RFP_NO._P2608COC_Enterprise_Resource_Planning_System.pdf |
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Text version
System
| General System Requirements | ||||
| # | Requirement | Response | Comments | |
| Cloud Architecture & Hosting | - | |||
| 1 | System is a fully vendor-hosted, multi-tenant SaaS solution that requires no client-managed infrastructure, servers, or software installations, and is accessible via standard web browsers. | |||
| 2 | Vendor provides and manages all system infrastructure, including hosting, database management, system maintenance, security patching, and version upgrades. | |||
| 3 | System provides a minimum uptime Service Level Agreement (SLA) of 99.9% or greater, excluding scheduled maintenance periods. | |||
| 4 | System includes disaster recovery and business continuity capabilities with defined Recovery Time Objective (RTO) and Recovery Point Objective (RPO). | |||
| 5 | System is hosted in geographically redundant data centers with automated failover capabilities to ensure continuity of operations. | |||
| 6 | System updates, patches, and enhancements are applied automatically by the vendor without requiring client intervention or reinstallation. | |||
| 7 | System is accessible via modern web browsers without requiring client-side software, plugins, or virtual desktop environments. | |||
| Security & Compliance | ||||
| 8 | System supports Single Sign-On (SSO) using industry-standard protocols (e.g., SAML 2.0, OAuth 2.0, OpenID Connect) for centralized authentication. | |||
| 9 | System supports Multi-Factor Authentication (MFA) for all users, including configurable enforcement for administrative and remote access. | |||
| 10 | System provides role-based and/or attribute-based access control, allowing administrators to assign permissions based on job function, department, or user attributes. | |||
| 11 | System maintains detailed audit logs capturing user activity, including logins, data changes, approvals, and administrative actions with date/time stamps. | |||
| 12 | System encrypts all data in transit using current industry standards (e.g., TLS 1.2 or higher) and encrypts data at rest. | |||
| 13 | Vendor maintains current SOC 1 Type II and SOC 2 Type II compliance certifications. | |||
| 14 | System supports PCI-DSS compliant payment processing either natively or through integrated third-party solutions. | |||
| 15 | System supports CJIS compliance requirements where applicable to public sector operations. | |||
| 16 | System provides configurable session management controls, including automatic session timeouts, account lockout thresholds, and password policies. | |||
| 17 | System allows masking or restriction of sensitive data fields (e.g., SSN, DOB, bank information) based on user roles and permissions. | |||
| Integration & Interoperability | ||||
| 18 | System provides open, well-documented APIs (RESTful preferred) to support secure integration with internal and external systems. | |||
| 19 | System supports both real-time and batch data integration methods to accommodate various operational and reporting needs. | |||
| 20 | System integrates with Geographic Information Systems (GIS), including the ability to validate, store, and display location-based data. | |||
| 21 | System integrates with payment processing platforms to support secure electronic transactions. | |||
| 22 | System integrates with third-party municipal systems (e.g., permitting, public safety, asset management, court systems). | |||
| 23 | System supports event-driven integrations, such as webhooks or triggers, to enable automated system interactions. | |||
| 24 | System includes tools, middleware, or configuration options to manage, monitor, and maintain integrations. | |||
| Data Management, Reporting & Analytics | ||||
| 25 | System provides embedded dashboards and analytics with real-time or near real-time data visibility across modules. | |||
| 26 | System provides self-service reporting tools that allow business users to create, modify, and run reports without vendor assistance. | TP | ||
| 27 | System allows users to customize reports, including filtering, grouping, calculations, and formatting. | |||
| 28 | System supports data export in standard formats (e.g., Excel, CSV) and allows access to data via APIs for external reporting tools. | |||
| 29 | System supports integration with enterprise business intelligence platforms (e.g., Power BI, Tableau). | |||
| 30 | System maintains a centralized and consistent data model across all modules to ensure data integrity and eliminate duplicate data entry. | |||
| 31 | System supports drill-down capabilities from summary dashboards to detailed transaction-level data. | |||
| 32 | System supports scheduling and automated distribution of reports to users via email or system notifications. | |||
| User Experience & Accessibility | ||||
| 33 | System is fully browser-based and does not require installation of client software or local applications. | |||
| 34 | System supports current versions of major web browsers (e.g., Chrome, Microsoft Edge, Safari) without loss of functionality. | |||
| 35 | System provides a responsive user interface that functions across desktops, tablets, and mobile devices. | |||
| 36 | System provides configurable dashboards and homepages tailored to user roles and responsibilities. | |||
| 37 | System provides a consistent user interface and navigation experience across all modules. | |||
| 38 | System complies with WCAG 2.1 accessibility standards for users with disabilities. | |||
| 39 | System includes embedded help features, such as tooltips, online documentation, or contextual assistance. | |||
| Workflow & Automation | ||||
| 40 | System provides configurable workflow and approval routing tools without requiring custom development or vendor intervention. | |||
| 41 | System supports multi-level approvals with conditional logic based on business rules, thresholds, and user roles. | |||
| 42 | System supports automated notifications (e.g., email or system alerts) triggered by workflow events. | |||
| 43 | System supports workflow escalation, reassignment, and routing based on defined rules or time thresholds. | |||
| 44 | System supports delegation of approval authority for temporary user absence or reassignment. | |||
| 45 | System maintains a complete audit trail of workflow actions, including approvals, rejections, and changes. | |||
| 46 | Workflow configurations can be modified without impacting historical transactions or audit records. | |||
| Document Management & Digital Processes | ||||
| 47 | System allows users to attach documents and files to records and transactions across all modules. | |||
| 48 | System supports standard document formats, including PDF, image files, and other commonly used file types. | |||
| 49 | System provides searchable document storage using metadata and/or full-text search capabilities. | |||
| 50 | System integrates with document management platforms (e.g., SharePoint or equivalent). | |||
| 51 | System integrates with electronic signature solutions (e.g., DocuSign, Adobe Sign). | |||
| 52 | System supports electronic forms and automated document generation. | |||
| 53 | System provides document-level security to restrict access based on roles and permissions. | |||
| 54 | System supports records retention schedules and document lifecycle management, including archiving and disposition. | |||
| System Administration & Configuration | ||||
| 55 | System allows configuration of fields, forms, and data elements without requiring custom code or vendor intervention. | |||
| 56 | System allows configuration of business rules, validations, and workflows to meet organizational requirements. | |||
| 57 | System provides tools to define and manage user roles, permissions, and access controls. | |||
| 58 | System supports creation and maintenance of user-defined fields across modules. | |||
| 59 | System provides user provisioning and access management capabilities, including adding, modifying, and deactivating users. | |||
| 60 | System allows configuration changes without requiring system downtime or impacting system availability. | |||
| 61 | System provides administrative tools or dashboards for monitoring system usage, performance, and user activity. | |||
| Performance & Availability | ||||
| 62 | System supports concurrent users typical of a mid-to-large local government without degradation in performance. | |||
| 63 | System meets defined performance standards for response time and transaction processing under normal operating conditions. | |||
| 64 | System maintains consistent performance during peak usage periods. | |||
| 65 | System provides tools or dashboards for monitoring system performance, availability, and usage metrics. | |||
| 66 | System supports operation within the City's Virtual Desktop Infrastructure (VDI) environment without degradation to system performance or user functionality. | |||
| 67 | System supports standard desktop peripheals and accessories within a VDI environment, including prtiners, scanners, dual monitors, signature pads, webcams, microphones, USB devices, and related equipment. | |||
| 68 | Sysyem provides brower based and hardware access within virtual desktop environments. | |||
| 69 | System maintain compatiblity with the City's VDI desktop environment during system updates, patches, and version upgrades. | |||
| 70 | Ability to allow users to have multiple screens or programs open at the same time within the system. | |||
| Updates & Continuous Improvement | ||||
| 71 | Vendor provides regular system updates, enhancements, and new functionality as part of the SaaS subscription. | |||
| 72 | System updates do not negatively impact existing configurations, integrations, or workflows. | |||
| 73 | Vendor provides advance notice of system updates and changes. | |||
| 74 | Vendor provides access to release notes, documentation, and update details. | |||
| Mobility & Field Capabilities | ||||
| 75 | System provides secure mobile access via responsive web interface and/or native mobile applications. | |||
| 76 | System supports field operations such as inspections, work orders, and approvals from mobile devices. | |||
| 77 | System provides offline capabilities where applicable, allowing users to capture data without connectivity and sync later. | |||
| 78 | System enforces security controls for mobile access consistent with overall system security requirements. | |||
| GIS | ||||
| 79 | Ability to integrate with the City's GIS system to geo-validate addresses in the Utility Billing module. | |||
| 80 | Ability to show GIS maps within the system or pull in layer data to populate internal system maps. | |||
| 81 | Ability to flag addresses in the system that are not geo-validated against the City's GIS. | |||
| Citizen Self-Service | ||||
| 82 | System provides secure online portals for citizens and businesses to access services and information. | |||
| 83 | System supports online payment processing and account management through the portal. | |||
| 84 | System supports submission and tracking of service requests, applications, or inquiries by users. | |||
| 85 | System provides real-time status updates and automated notifications related to user activities. | |||
| 86 | System provides mobile-friendly and accessible public-facing interfaces. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non Compliant |
Page &P of &N
Mobility
| Field Mobility | |||
| # | Requirement | Response | Comments |
| General | - | ||
| 1 | Ability for field users to work in real time over a 4G connection in the field. | ||
| 2 | Provide a mobile solution that is the most appropriate platform at the time of release to integrate into the system workflow and backend systems. | ||
| 3 | Ability for field users (e.g., utilities, solid waste, streets, inspectors, code enforcement officers) to access all data and documents in the system from a remote location. | ||
| 4 | Ability to work offline, in the event of no or low connectivity in the field, and record actions which can later be uploaded to the system at a user defined time. | ||
| 5 | Ability to support access to all applications from mobile devices with appropriate security permissions. | ||
| 6 | Ability to access all necessary data for remote work as defined by the field user. | ||
| 7 | Ability to create new items from the field. | ||
| 8 | Ability to support mobile applications in their native operating system (e.g., Windows Phone, iOS, Android). EXPLANATION REQUIRED | ||
| 9 | Ability to support full functional operation on Laptops, Tablets and Phones. EXPLANATION REQUIRED | ||
| 10 | Ability to allow the input of data by handheld devices including laptops and wireless mobile devices. | ||
| 11 | Ability to access the system remotely via laptops and wireless mobile devices for purposes (e.g., querying history and other details). | ||
| 12 | Ability to record and update results remotely (in the field). | ||
| 13 | Ability for field users to incorporate field location into the application. | ||
| 14 | Ability to access all imaged building files in the field. | ||
| 15 | Ability to associate any media (e.g., pictures, video) collected in the field with the case record. | ||
| 16 | Ability to print from the mobile devices. | ||
| 17 | Provide routing information on the mobile devices. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non Compliant |
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Interfaces
| Interfaces | |||||
| # | Requirement | Type of Desired Interface | Response | Cost | Comments |
| General | |||||
| 1 | Provide an API (application programming interface) so that the City can create its own interfaces that interact with the system. | ||||
| Interfaces | |||||
| 2 | Provide an interface with the proposed system for the following applications. In addition, provide the cost to interface with each application. As the City will be assessing whether to keep some of these systems and interface or to replace the functionality with the proposed system; provide an estimate for each interface. EXPLANATION REQUIRED. | ||||
| ERP System Interfaces | |||||
| 3 | UKG (Timekeeping) | API | |||
| 4 | Telestaff (Fire and Police Scheduling) | API | |||
| 5 | NeoGov (Applicant Tracking/Onboarding) | API | |||
| 6 | BenTek (Benefits Administration) | Import/Export | |||
| 7 | Neptune360 (Meter Data Management) | API | |||
| 8 | MyVendorLink (Vendor Registration / Bid Posting) | API | |||
| 9 | ClearGov (Budget/Transparency) | Import/Export | |||
| 10 | ACOM (Employee Check Printing) | Import/Export | |||
| 11 | First Billing (UB Bill Printing) | Import/Export | |||
| 12 | CitizenServe (Permitting/Licensing) | Import/Export | |||
| 13 | RecTrac/WebTrac | Import/Export | |||
| 14 | Payment Processors (FBS, Metavante, AdComp) | Import/Export | |||
| 15 | Lockbox (Utility Payments) | Import/Export | |||
| 16 | Truist Bank (Bank Reconciliation/Positive Pay, Pcard, EPayable) | Import/Export | |||
| 17 | AR Collections Vendor (Collections) | Import/Export | |||
| 18 | Laserfiche (Document Management) | API | |||
| TOTAL | $ - 0 | ||||
| Interface included in proposed system cost | |||||
| Interface provided at no cost | |||||
| Interface provided at additional cost (specify) | |||||
| Unable to provide |
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