APPENDIX A - DETAILED SPECIFICATIONS AND REQUIREMENTS DRAFT UPDATED.xlsx

XLSX spreadsheet 26 KB Posted Mar 20, 2025

Attached to: 9280-25-R-IFBD-00046
Solicitation number: 3160007276
Issued by: Greene County, Mississippi

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Written by GovTribe AI · Mar 21, 2025

This document is an Appendix A Detailed Specifications and Requirements draft for a university seeking a comprehensive Computerized Maintenance Management System (CMMS) and Service Management solution. The requirements cover multiple functional modules including work order management, project management, asset management, warehouse management, space management, billing and budgeting, and self-service capabilities. The system must support multiple campuses including main campus, housing maintenance, athletics maintenance, satellite campuses, and off-campus facilities, with a focus on integrated, user-friendly functionality across desktop, mobile, and web platforms.

The technical specifications outline rigorous requirements for system performance, security, and integration, including mandatory features such as SAML/SSO authentication, role-based access controls, browser compatibility, mobile device support, and compliance with standards like ITIL, ISO 20000, and 508 accessibility guidelines. The university requires a minimum of 20 concurrent desktop user licenses, 95 mobile/field personnel licenses, and unlimited self-service licenses. The system must integrate with the university's existing ERP (PeopleSoft), provide comprehensive reporting capabilities, support detailed asset and space tracking, and offer advanced accounting tools with custom financial reporting structures. Vendor implementation support, data conversion from the existing TMA Systems, and ongoing technical support are also key requirements.

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Other files

File	Type	Posted
download.pdf	PDF	Mar 20, 2025
ADDENDUM 1.pdf	PDF	Mar 20, 2025
USM RFP 25-41 LEGAL AD.pdf	PDF	Mar 20, 2025
download (1).pdf	PDF	Mar 20, 2025
RFP PHYSICAL PLANT DEPT FINAL CMMS-EAMS.pdf	PDF	Mar 20, 2025
APPENDIX B-USM CMMS-EAMS COST WORKSHEET.docx.crdownload	CRDOWNLOAD file	Mar 20, 2025
ADDENDUM 2.pdf	PDF	Mar 20, 2025
ADDENDUM 3.pdf	PDF	Mar 20, 2025
ADDENDUM 4.pdf	PDF	Mar 20, 2025
173-20250321134207 OSSD.pdf	PDF	Mar 20, 2025
APPENDIX B-USM CMMS-EAMS COST WORKSHEET.docx	DOCX document	Mar 20, 2025

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Sheet1

Identifier	Req/Opt	Requirements and Functions	Yes/No	Details
		Work Order and Problem Management
1	R	Must be able to create, classify and track work orders.
2	R	Must have the ability to build templates for work order types.
3	R	Must have the ability to search and manage logged work orders.
4	R	Must have an intuitive graphical user interface with direct navigation.
5	R	Must have a configurable automated workflow tool with real-time reporting.
6	R	Must have a customizable email notification process for work order content and identification of recipient(s).
8	R	Must provide ‘out of the box’ templates forms that can be modified for work orders, workflow & email notification process.
9	R	Must have the ability to link work orders, trades, trade tasks, assets, knowledge base items, and changes.
10	R	Must provide real-time reporting, both built-in reports as well as customizable.
11	R	Must provide at least 5 customizable work order prioritization levels.
12	R	Must provide the ability to segregate work orders into different geographical locations, campuses and/or maintenance departments, i.e., main campus, housing maintenance, athletics maintenance, satellite campuses, and off-campus leased facilities.
13	R	Must have the ability to automatically and at the click of a button, email the user at these stages of a work order:
13.1	R	· when a work order is created
13.2	R	· when an update is added to an existing work order.
13.3	R	· when a work order is closed
14	R	Must have mobile functionality for technicians in the field. Mobile app is acceptable, optimization for mobile browser is desired.
15	R	Must have the ability to attach files to work orders and must allow field personnel to take and attach photos to work orders utilizing a mobile device.
16	R	Must have customizable and reportable user-defined fields.
17	R	Must have the ability to prioritize work orders where Priority = Impact + Urgency.
18	R	Must have the functionality to support unique QR code and bar code asset tags. Maintenance staff should be able to scan a QR or bar code with a mobile device to pull up work orders assigned to the asset. QR codes shall not be proprietary.
19	R	Must provide the ability to customize a detail screen
20	R	Must provide the ability to have multiple customizable work order status levels.
21	R	Must provide the ability to track time spent on the work order utilizing a mobile and desktop interface.
22	R	Must provide the ability to manage interdepartmental billing for recharge work orders. Work orders should capture both credit and debit accounts and all work order costs including labor, parts and procurements.
24	R	Must have the ability to maintain an archive of work order history for audit purposes.
25	R	Must support automated generation of pre-defined or scheduled work orders based on the event-trigger of time.
26	R	Must support automated generation of pre-defined or scheduled work orders based on the event-trigger of a meter reading.
27	R	Must have a customizable, automated, and intelligent routing capability.
28	R	Must have a customizable auto escalation and notification capability that defines and labels all process steps.
30	R	Must have the ability to link and update work orders, problems, asset items, trade tasks items and changes.
31	R	Must have customizable tasks for routine and preventive/scheduled maintenance.
32	R	Must have customizable trade descriptions for maintenance staff.
33	R	For preventive maintenance program work orders, must have the ability to include custom maintenance procedures/checklist with customizable fields for collecting data. i.e. text entry, check boxes, radio buttons
34	R	Must utilize a central document library that can link a single document to multiple items. i.e. campus, building, asset, equipment item
35	R	Must have the ability to assign customizable alphanumeric failure codes when completing a work order. Must have the ability to generate reports detailing aggregate of failure codes against a maintenance worthy asset. See ISO 14224 framework as an example.
36	O	Must have calendar view to view upcoming preventive maintenance/scheduled maintenance work orders.
37	O	GPS/GIS Integrations. Map view of locations of campuses, buildings, work orders and assets.
38	O	Must be able to initiate the project management process from the problem work order.
		Billing and Budgeting
39	R	Must integrate with University ERP system.
40	R	Advanced accounting tools. Must create custom general ledger structure to match financial expectations.
41	R	Must be able to catalog all active University budget account numbers, including E&G, work in progress (WIP), grant and auxiliary accounts.
42	R	Must be able to catalog all active University accounting codes. i.e., labor codes, commodities codes, contractual services codes.
43	O	Functionality to query ERP to validate budget signature authorities for automatic approval of billable work orders, and flow to an approval chain if not submitted by a budget signature authority.
44	R	Must have the ability to select budget account numbers as a debit account on work orders and projects, and budget account numbers and accounting codes for crediting accounts for work order and project costs.
45	R	Must be capable of processing internal billing work orders with PeopleSoft. Current process creates a flat file in specific format with budget code, debit and credit account numbers, transaction amount, transaction number, transaction description. Flat file is then reviewed and uploaded to PeopleSoft.
46	R	Must provide for real-time reporting, both built-in reports as well as customizable.
47	R	Must provide functionality to denote which work orders have been exported for billing and which have not been exported to eliminate double billing.
48	R	Must have the ability to assign budgets to maintenance worthy assets, i.e., campus, buildings, equipment assets, vehicles.
49	R	Must have the ability to record and "roll-up" costs recorded on all assets from asset, building, campus, university level to support total cost of ownership goals.
50	R	Must be able to year-to-date, life-to-date, annual and two-year cost data for above listed maintenance worthy assets. Year should be adjustable to the fiscal year.
		Space Management
51	R	Through the work order management, asset management, or a dedicated space management module, must provide the ability to manage a space inventory with detailed attribute data fields.
52	R	Must have the ability to customize data fields.
53	R	Must have the ability to track room and space attribute information including, but not limited to: location, flooring type, FICM code (see Department of Education Institute of Education Space Postsecondary Education Facilities Classification Manual), description, gross sq. ft., actual sq. ft., etc.
54	R	Must provide for real-time reporting, both built-in reports as well as no-code customizable.
55	O	Must have the ability to record occupancy data, department and individual.
56	R	Space attribute data must link to a building and campus.
		Project Management
57	O	Must have ability to create multiple project catalogues for each geographical locations, campuses and/or maintenance departments, i.e., main campus, housing maintenance, athletics maintenance, satellite campuses, and off-campus leased facilities.
58	O	Must provide unique configuration options including stages, classes and work types, as well as functions, i.e., maintenance, operations, capital
59	O	Must provide rich custom fields for all projects. Ability to assign projects to campus, building or asset locations.
60	O	Must provide feature rich task management, i.e., Gantt charts, single or multi-user assignment, parent-child task relationships for critical-path planning, custom fields, work order integration.
61	O	Must provide ability to auto-generate project task work orders based on task dependencies, i.e., finish-to-start, start-to-finish, finish-to-finish, start-to-start.
62	O	Must provide custom notifications for key areas of workflows, i.e., task status changes, reminders, start dates, nudge assignments for specific outstanding requirements, project detail updates.
63	O	Must provide file management tools. Customizable file structure for multiple parent-child files. Ability to add unlimited files to each project. Drag and drop uploads. Restricted file access for basic users.
64	O	Must provide project scoring based on custom questions providing a weighted score.
65	O	Must provide advanced accounting tools for projects. Create custom GL structure to match financial expectations.
66	O	Must provide ability to monitor annual project funding against all commitments and disbursements/expenditures.
67	O	Must provide the ability to manage single and mulita-year project funding allocations.
68	O	Create, manage and approve project obligations.
69	O	Provide custom approval tiers based on the value on a project.
70	O	Must integrate work order financials into the project dashboard, when work orders are assigned to projects.
71	O	Have the ability to log labor hours and costs against a project.
72	O	Provide an annual funding summary to capture how funds have been spent. i.e., budget, campus, building, asset
73	O	Must have the ability to create advanced, no-code logic workflows to support internal workflows.
74	O	Must provide a customizable permission structure. Managers automatically elevated to execute changes on their projects. Provide view-only and reporting capabilities to large audiences.
75	O	Ability to create simplified project creators/requestors with limited access.
76	O	Must be able to integrate into University's IT infrastructure for automated, single-sign-on automated access.
77	O	Must capture stakeholder register for project contacts for internal and external stakeholders.
78	O	Provide integrated discussion tools enabling internal communication.
79	O	Must provide work order module integration allowing project managers to centrally monitor all related dispatch work.
80	O	Must contain building condition assessment (BCA) tools. Ability to integrate with BCA system/database to import recommendations/tasks for execution as projects.
		Asset Management
81	R	Must have the ability to track maintenance-worthy assets, including equipment, vehicles, property, campuses, buildings and rooms/spaces.
82	R	Must have the ability to focus on life cycle management of physical assets from installation, through maintenance, to disposal. Asset investiture, preventive maintenance programming, planning and scheduling, and life cycle modeling are high priority functions.
83	R	Must have the ability to track key building attribute information, including, but not limited to: name, inventory number, address, account, costs, gross square ft., assignable square ft., cleanable square ft., etc.
84	R	Must have the ability to track room and space attribute information including, but not limited to: location, flooring type, FICM code (see Department of Education Institute of Education Space Postsecondary Education Facilities Classification Manual), description, gross sq. ft., actual sq. ft., etc.
85	R	Must have the ability to track vehicle attribute information, including but not limited to: make, model, VIN, license plate, condition, account, costs, drivers, assigned department, etc.
86	R	Must have the ability to track building, campus, and site equipment attribute data including, but not limited to: description, UNIFORMAT II code, type description, subtype description, account, location, condition, etc.
87	R	Must have ability to create multiple catalogues for each type of asset for different geographical locations, campuses and/or maintenance departments, i.e., main campus, housing maintenance, athletics maintenance, satellite campuses, and off-campus leased facilities.
88	R	Must provide functionality to manage campus preventative/scheduled maintenance program. Assets should link back to building or campus to "roll-up" costs.
89	R	Must support automated generation of pre-defined or scheduled work orders based on the event-trigger of time.
90	R	Must support automated generation of pre-defined or scheduled work orders based on the event-trigger of a meter reading, i.e., odometer reading for vehicle scheduled maintenance.
91	R	Must provide for real-time reporting, both built-in reports as well as no-code customizable reports.
92	R	Must support compliance based inspection programs, such as sprinkler valve checks and backflow prevention device maintenance.
93	R	Advanced accounting tools. Must create custom financial reporting structure to match financial expectations.
94	R	Must provide standard, importable templates to support new assets to simplify data entry for new facilities/buildings/assets.
		Warehouse Management
95	R	Must have the ability to manage a department warehouse.
96	R	Must allow the cataloging of an indefinite number of unique maintenance parts and supplies, including costs.
97	R	Must provide the ability to assign parts and supplies to work orders.
98	R	Must have the ability for warehouse staff to track in-stock and low-stock items, with item costs.
99	R	Must have QR or bar code functionality for warehouse stock items.
100	R	Advanced accounting tools. Must create custom financial reporting structure to match financial expectations.
101	R	Must provide for real-time reporting, both built-in reports as well as customizable, including year-to-date reporting on all active stock including item costs and total costs.
102	R	Must have ability to integrate with warehouse stock solutions, i.e. Grainger's Keepstock.
103	O	Must integrate with supply vending machine systems.
		Key and Lock
104	O	Must have the ability to track keys and locks.
105	O	Must have the ability to receive key request work orders, and link those work orders with a key inventory.
106	O	Must provide for real-time reporting, both built in reports as well as customizable, including reports to provide an audit trail of keys and restricted lock cores.
107	O	Support for QR and bar code scanning to simplify key inventory and data entry.
108	O	Advanced accounting tools. Must create custom financial reporting structure to match financial expectations.
		Self Service Management
109	R	Must allow end users the ability to submit and track work order requests/issues, key requests and project requests.
110	R	Must have an integration capability to provide a dashboard or alert for users as part of Self Service.
		Service Catalog
111	R	Must provide “shopping cart” functionality for end users to select items they wish to request from the service offerings list, look and feel of commercial shopping site. The selected solution must be user friendly & adhere to industry standards.
112	R	Must provide the option to generate a work order from shopping cart items.
113	R	Must have ability to create work orders containing a number of business and technical attributes, processes and workflows
114	R	Must have ability to add attributes to a service item including without limitations – e.g. description, user groups, business owner, service owner, type, portfolio status, SLA details, Key metric details, cost/price, support model details (1st/2nd/3rd level), warranty details, vendor details, resolver group details, escalation, CIs and technical details, parent and child services, offerings, unit cost and price, user-created attributes
115	R	Must be able to create services in hierarchy – sub-services and service offerings (specific tasks)
116	R	Must be able to present this hierarchy in a graphical format
117	R	Must provide pre-filled service form & structure templates
118	R	Must have ability to present short simple options for service fulfilment – based on ‘bundled’ services where appropriate (e.g. new user)
119	R	Must have ability to present variable options and presentations based on login/access
120	R	Must provide pre-filled workflow templates
121	R	Must be able to create standard tasks and assignment to owners
122	R	Must have ability to handle multiple task types and associated variable SLAs
123	R	Must have ability to escalate and send notifications of incomplete tasks
124	R	Must have ability for users to be able to track progress
125	R	Must have internal dashboard to track progress of requests and SLA progress
		Performance and Quality Attributes
126	R	Must allow collecting data using SSL/TLS or other appropriate encryption.
127	R	Must require identification and password for access.
128	R	Must allow different levels of access to be defined by user role
129	R	Must preserve the confidentiality, integrity, and availability of all electronically maintained or transmitted data.
130	R	Must store session records for a customizable time.
131		Must support the following Internet browsers:
132	R	Microsoft Edge
133	R	Chrome
134	R	Firefox
135	R	Safari
136	O	Should not require the use of JAVA applets
		Implementation/Professional/Training/On-Going Support
137		Describe your training program for functional-users in the following areas.
138	O	On-site
139	O	Off-site
140	R	Through webinar
141	R	The vendor must provide remote implementation support.
142	R	The vendor must provide detailed implementation timelines. (Should reflect all aspects and the phases through go-live).
143	O	The vendor must convert a minimum of three (3) years of data from the current work order system (TMA Systems) to the new system.
144	R	The vendor must provide phone, email and web support at no additional cost. Coverage must be available during working hours Monday through Friday, 8 to 5 Central time. Please describe user support models.
145	O	The vendor should provide after-hours support at no additional cost.
		Other/Additional Features or Functions
146	R	Must be accessible from Apple iPhone or iPad and Android phone and tablet devices.
147	R	Must support ITIL.
148	R	Must support ISO 20000.
149	R	Must be 508 compliant.
150	O	Should support CMMI.
151	R	Must allow export of data to either a delimited file or CSV.
152	O	Should allow customizable session timeout capabilities.
153	O	Should have API availability to automate interface to and from other systems.
154	R	Authenticate users with SAML/SSO, Shibboleth, or Microsoft Azure Active Directory.
155	O	Should have role-based security – to allow access to services.
156	R	We require test, development and production instances of the Service Management solution. Provide detailed license costs.
157	R	Explain what type of documentation or help system is included with the solution.
158	R	The Vendor must provide a minimum of 20 concurrent user licenses for the desktop application and a minimum of 95 licenses for mobile users/field personnel and unlimited self-services licenses. Provide details about how your product is licensed: Perpetual and/or Subscription.
		Hosted Solution Requirements
159	R	Must secure data in transit and at rest. If encryption of data at rest is not available, please provide alternative measures. If encryption of data is available and imposes additional cost, that cost should be reflected in the proposal.
160	R	Vendor shall have in place a system recovery plan, including policies around nightly backups and restoration and recovery of data within 24 hours of an outage or request.
		Security And Access Control
161	R	Must provide centralized account management functionality (account creation, deletion, lock-outs, etc..).
162	R	Must have the ability to segment constituent data to accommodate varying security levels for different users.
163	R	Must support role-based user permissions and accesses. Role-based permissions govern each user's rights to add, edit, and view information within the system.
164	O	Should provide attribute-based access control for granting permissions to add, edit, and view information within the system.
165	R	Must provide a capability for logging of user management, administrative activity, and of user activity.
166	R	Must allow the university administrator to view user data on system use, (logins, uploads, modifications, etc.).
167	R	Must provide an audit trail/logging for any action in the database, including real-time notifications.
168	R	Must provide a system capability for auditing/logging.
169	R	Must have the ability to track and display the history of information stored in the application.
170	R	Must have the ability to support current State and Federal privacy laws and general data protection (GDPR) policies.
171	R	Where applicable, shall meet ISO/IEC 40500:2012 [Web Content Accessibility Guidelines (WCAG) 2.1 AA] at a minimum.
172	R	Must have the ability to encrypt data at rest. If this capability imposes additional cost, that cost should be reflected in the proposal.
173	R	Must have the ability to segment data according to a data security model.
174	R	Must provide read-only data fields, or the prevention of overwriting certain data fields.
175	R	Must provide a method for all data imports and exports, and must use a secure file transfer such as Secure File Transfer Protocol (SFTP).
176	R	Must support integration with third-party multi-factor authentication providers.
177	R	The solution shall allow secure login leveraging SAML, Active Directory, or Shibboleth security integration and determine level of access via identified fields.
178	R	Must allow for granular role-based control of access to profile data and workflows; including full access, limited access, and view only access; based on the individual user.
179	R	Must allow the administrator to assign security roles to users.
180	R	Must not use or provide default credentials.
		System
181	R	Must provide module integration. i.e., assets to appear on work order requests, items to be used for a job on work order to pull from warehouse/inventory listed, create project from work order or add work orders with accounting notes to existing project
182	R	Solution should be designed for the education market.
183	O	Solution should have additional modules for future expansion based on USM's needs.
184	R	Test environments must have LTI and API capabilities (for development testing).
185	R	Vendor must implement software upgrades and updates to the system with prior notification to the University.
186	R	Must have the ability to import and export data on demand with built-in utility for data import/export.
187	R	Must have the ability to map both standard and custom fields via import wizards.
188	R	Must have the ability to change all field and tab labels to reflect internal terminology/vocabulary.
189	R	Must have the ability for system admins to build and deploy multiple web forms for information capture and include hidden fields for tracking how visitors arrive at web pages and webforms.
190	R	Must have a documented web services based API for completing custom integration with other applications.
191	R	Must use publicly open APls: The API must be publicly accessible and freely available to encourage innovation and partnership. All data within the CRM must be consumable through this API.

File details come from the government source that posted it. Updated Mar 21, 2025.