Appendix_T_-_Solution_Requirements.xlsx
XLSX spreadsheet 57 KB Posted
- Attached to
- Digital Signage Kiosk System (Rebid)
- Solicitation number
- 2025-RFP-0045R
- Issued by
- Sacramento County, California
About this file
This document is an Appendix T Solution Requirements spreadsheet for Sacramento County's Digital Signage Kiosk System Request for Proposal (RFP #2025-RFP-0045R). The county seeks to replace two indoor digital signage kiosks in the main lobby of the County Administration Building, with proposals due on October 24, 2025, at 5:00 pm. The project requires a comprehensive cloud-based solution that will display public meeting agendas, legal notices, building directories, county news and events, elected official information, date and time, and weather forecasts. The system must include two commercial-grade 55-inch touchscreen kiosks that are ADA compliant and operate 24/7, with an expected completion date prior to April 2026.
The RFP does not specify explicit set-aside designations or indicate an incumbent vendor. Vendors must provide a detailed cost breakdown across multiple categories, including project management, professional services, hardware, software licensing, documentation, training, and support. The pricing schedule allows for itemized costs with options for different service levels and optional features. While no specific budget range is disclosed, the county expects a comprehensive, multi-year solution with significant technical capabilities. Vendors must complete a Risk Assessment Questionnaire and provide at least three customer references, with mandatory requirements that two references be from public sector organizations of comparable or larger size.
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Other files
| File | Type | Posted |
|---|---|---|
| Digital_Signage_Kiosk_System_(Rebid).pdf | ||
| Supplement_B_-_Sample_Agendas_and_Legal_Notices.pdf | ||
| Supplement_A_-_Current_Kiosk_Interface_and_Placement.pdf | ||
| Appendix_Y_-_RFP_Submittal_Checklist.docx | DOCX document | |
| Appendix_S_-_Security_Requirements.docx | DOCX document | |
| Appendix_T_-_Solution_Requirements.xlsx | XLSX spreadsheet | |
| Appendix_H_-_Customer_References.docx | DOCX document | |
| Appendix_R_-_Minimum_Qualifications.docx | DOCX document | |
| Appendix_I_-_Pricing.docx | DOCX document | |
| Risk_Assessment_Questionnaire.pdf |
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Description
| RFP # 2025-RFP-0045R, Digital Signage Kiosk System |
| Appendix T - Solution Requirements |
| Req ID | A unique requirement number. |
| Functional Area | Describes the requirement's functional area. |
| Requirement Description | The requirement statement. |
| Category | The solution requirements are separated into three categories. Please respond to all requirements in all cagetories. |
| · [P] Priority – These requirements are a priority to meet the needs of the business processes described in this RFP. | |
| · [D] Desirable – These requirements are desirable to meet the needs of the use cases identified in the RFP. | |
| · [F] Future Need – These requirements describe potential needs for use cases not identified in the RFP. The County would like to know if the requirements can be met by the proposed solution. | |
| Response Code | Refers to the response codes listed below. Response Code column must be completed. Any blanks will be considered unresponsive. |
| · [Y] Yes, current release satisfies requirement straight out of the box or with standard configuration. | |
| · [YR] Yes, current release satisfies requirement with custom programming or beyond normal configuration. Comments and/or additional pricing required. | |
| · [P] In planned release. Please provide comments and estimated release date. | |
| · [N] No, requirement cannot be met in current release or planned future release. |
Comment Comments column is optional, it can be used to provide detail related to the response code or to provide alternate business process detail that would satisfy the requirement.
Requirements
| RFP # 2025-RFP-0045R, Digital Signage Kiosk System |
| Appendix T - Solution Requirements |
| Req ID | Functional Area | Requirement Statement | Category: | |
| Priority, Desirable, Future Need | Response Code: | |||
| Y, YR, P, N | Comment |
| SW-001 | Software | The system must be a cloud solution. | Priority |
| SW-002 | Software | The system shall be centrally manageable from a single cloud portal. | Priority |
| SW-003 | Software | The system must run under commonly used web browsers such as Microsoft Edge, Firefox, Chrome, Safari. | Priority |
| SW-004 | Software | It is strongly preferred for the system to allow access to the portal from a desktop PC and mobile technology such as cell phones and tablets across all main platforms including but not limited to Windows, Mac, Android, iOS. | Desirable |
| SW-005 | Software | It is strongly preferred for the system to support single sign-on login authentication. | Desirable |
| SW-006 | Software | The system must allow for account management, where each user will have their own username and password. | Priority |
| SW-007 | Software | The system must allow administrators to assign various levels of access rights to each user, including permission-based group and user roles with specific right access to players, channels, layouts and designated zones for adding and scheduling content with simplified dashboard for lower-level users. | Priority |
| SW-008 | Software | The system must be scalable and expandable to any desired future number of kiosk displays | Priority |
| SW-009 | Software | It is strongly preferred for the system to be capable of resetting or restarting each kiosk remotely. | Desirable |
| SW-010 | Software | It is strongly preferred for the system to have the capability to monitor kiosks, update kiosk content and configurations, view health and usage statistics remotely. | Desirable |
| SW-011 | Software | It is strongly preferred for the system to be capable of automatically powering on after interruption in power. | Desirable |
| CM-001 | Content Management | The system must allow staff to deploy and manage content for all of the kiosks to manage various aspects of the system such as business configurations, customer notifications, user management etc. | Priority |
| CM-002 | Content Management | The system must streamline the deployment process of content. | Priority |
| CM-003 | Content Management | The system must update the content presented on displays and kiosks in real-time. | Priority |
| CM-004 | Content Management | It is strongly preferred for the system to have the capability to schedule content updates in advance by date, and time, with start and end dates for items if required. | Desirable |
| CM-005 | Content Management | The system must allow for content to be customizable by staff to include multiple types of information in configurable segments on the displays. | Priority |
| CM-006 | Content Management | It is strongly preferred for the system to allow for staff to create their own templates. | Desirable |
| CM-007 | Content Management | It is strongly preferred for the system to provide widgets or options, including, but not limited to, weather, local news, service alerts, and other information that may be useful. | Desirable |
| CM-008 | Content Management | The system must allow for a multi-stream media player to allow different information to be viewed on different displays | Priority |
| CM-009 | Content Management | The system must support the upload of various content types, with support for Portable Document Format (PDF) files as an essential feature. This requirement is non-negotiable and full compliance is mandatory. | Priority |
| CM-010 | Content Management | It is strongly preferred for the system to support integrated video playback. | Desirable |
| CM-011 | Content Management | It is strongly preferred for the system to include wayfinding features that help users navigate a physical space or locate specific destinations within a building or area. | Desirable |
| CM-012 | Content Management | It is strongly preferred for the system to have the ability to send wayfinding directions to the users mobile device. | Desirable |
| CM-013 | Content Management | It is strongly preferred for the system to include 3D building directories. | Desirable |
| CM-014 | Content Management | The system must have the capability to display a building directory of the County Administration Building which has 8 floors and up to 100 end points. | Priority |
| CM-015 | Content Management | The system must have the capability to display a building directory of offices outside of the County Administration Building which has up to 100 end points. | Priority |
| CM-016 | Content Management | The system must have the capability to display a building directory of all County departments which has up to 100 end points. | Priority |
| CM-017 | Content Management | The system must have the capability to display Sacramento County News and Events from an RSS feed (https://www.saccounty.gov/news/latest-news/Pages/default.aspx) | Priority |
| CM-018 | Content Management | The system must have the capability to display the information of elected officials such as the five (5) Board of Supervisors, including their picture, name, title, email, and phone number. | Priority |
| CM-019 | Content Management | The system must have the capability to display the weather in a seven (7) day forecast for Sacramento, California. | Priority |
| CM-020 | Content Management | The system must have the capability to display today's date and time. | Priority |
| CM-021 | Content Management | It is strongly preferred for the system to have the capability to display QR Codes. | Desirable |
| CM-022 | Content Management | It is strongly preferred for the system to have the ability to provide on-demand, live audio and video language interpretation capabilities. | Desirable |
| CM-023 | Content Management | The system must have the capability to display board meeting agendas including the meeting name and date in a list format. | Priority |
| CM-024 | Content Management | The system must display the meeting agenda document when a user selects a meeting from the board meeting list. If the meeting agenda has multiple pages, the system must allow the user to navigate to all pages. | Priority |
| CM-025 | Content Management | The system must have the capability to display legal notices including the name and date if applicable in a list format. | Priority |
| CM-026 | Content Management | The system must display the legal notice document when a user selects a notice from the legal notice list. If the notice document has multiple pages, the system must allow the user to navigate to all pages. | Priority |
| CM-027 | Content Management | The system must not give the user the ability to click and navigate to embedded weblinks on the agendas and legal notices. | Priority |
| CM-028 | Content Management | The system must have the ability to retain and provide an unlimited number of meeting agendas and notices simultaneously, and multiple agendas for a board or commission. | Priority |
| CM-029 | Content Management | It is strongly preferred for the system to have the ability to automatically removed based on the meeting date of the agenda or legal notice if the meeting date already passed. | Desirable |
| CM-030 | Content Management | The system shall have the capability to display meeting agendas and legal notices that are uploaded in PDF file formats. | Priority |
| RM-001 | Reporting and Metrics | The system must provide custom reporting capabilities. | Priority |
| RM-002 | Reporting and Metrics | The system must allow the vendor to customize up to five (5) reports based on the County's specific requirements during the implementation phase. The vendor must work collaboratively with the County to define the requirements, design, and format for each report. Any additional costs for reports beyond the five (5) specified must be outlined separately in the vendor's pricing proposal, along with the cost structure for future customizations. | Priority |
| RM-003 | Reporting and Metrics | The system must provide an easily accessible, web based, real time, and historical data web reporting tool that allows employees to log in and obtain customized/ad hoc reports. | Priority |
| RM-004 | Reporting and Metrics | The system must report on content updates, including the file names, dates, times, user, and other relevant data. This includes a report of all agendas and notices that were posted, the meeting name, meeting date, file name of document, date and time posted, user that posted, and date and time it was unposted or changed. | Priority |
| RM-005 | Reporting and Metrics | It is strongly preferred for the system to report on visitor data on the volume of visitors. | Desirable |
| RM-006 | Reporting and Metrics | The system must be capable of reporting data in table, graph, database and spreadsheet formats. | Priority |
| RM-007 | Reporting and Metrics | The system must contain functionality to download reports into a variety of formats including Microsoft Office (i.e. Excel, Access, PDF, DBF, Text files, etc.) | Priority |
| RM-008 | Reporting and Metrics | It is strongly preferred for the system to send an email notification to a designated distribution list at the end of the day with a summary of the content changes that were made on that day. | Desirable |
| HW-001 | Hardware | The kiosk devices must have a free standing base that is bolted to the floor. | Priority |
| HW-002 | Hardware | The kiosk devices must have high definition, commercial grade screens of at least fifty-five (55) inches. | Priority |
| HW-003 | Hardware | The kiosk devices must prevent unrestricted access to the underlying hardware by restricting external access to cabling or internal components, such as hard drives and USB and serial ports that would allow installation of malicious software or devices. | Priority |
| HW-004 | Hardware | The kiosk devices must have a touch screen that allows users to navigate the content. | Priority |
| HW-005 | Hardware | The kiosk devices must have hardware components to assist in the accessibility. Specific requirements are listed out in below in the Accessibility functional area. | Priority |
| AS-001 | Accessibility | The system must ensure the touchscreen is within accessible reach ranges: a maximum height of 48 inches and a minimum height of 15 inches from the floor, as required by the Americans with Disabilities Act (ADA) Standards for Accessible Design (Section 308). | Priority |
| AS-002 | Accessibility | The system must provide a clear floor space of at least 30 by 48 inches in front of the kiosk for wheelchair users, as required by the ADA Standards for Accessible Design (Section 305). | Priority |
| AS-003 | Accessibility | The system must ensure no obstructions prevent users from accessing and interacting with the kiosk, in compliance with the ADA Standards for Accessible Design (Section 404.2.3). | Priority |
| AS-004 | Accessibility | The system must ensure all input devices, such as buttons and keypads, are tactilely discernible, in compliance with the ADA Standards for Accessible Design (Section 707.4). | Priority |
| AS-005 | Accessibility | The system must be securely mounted or designed to prevent tipping or movement during use, as required by the ADA Standards for Accessible Design (Section 309.4). | Priority |
| AS-006 | Accessibility | The system must include an accessible headphone jack or Bluetooth functionality for private audio output, as required by the ADA Standards for Accessible Design (Section 707.5). | Priority |
| AS-007 | Accessibility | The system shall adhere to Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards for all digital content and interfaces, as mandated by Section 508 and recommended by the ADA for digital accessibility. | Priority |
| AS-008 | Accessibility | The system shall ensure that all text, images, and multimedia meet accessibility standards for users with disabilities, as required by WCAG 2.1 Level AA and ADA Standards for Accessible Design. | Priority |
| AS-009 | Accessibility | The system shall be regularly audited for compliance with ADA and WCAG requirements, with identified accessibility issues resolved within 30 days, to ensure ongoing legal compliance and usability. | Priority |
| PM-001 | Project Management | The vendor must work closely with the County, including the Clerk of the Board, Department of Technology, and their agents for project management purposes. | Priority |
| PM-002 | Project Management | The vendor shall participate in an Initial kick-off meeting to initiate the Project. | Priority |
| PM-003 | Project Management | The vendor shall provide Project Staff as specified in the RFP. | Priority |
| PM-004 | Project Management | The vendor shall submit a finalized Work Plan within ten (10) days after Contract award. The Work Plan shall include, without limitation, a detailed description of the schedule, tasks, deliverables, critical events, task dependencies, and payment schedule. The plan shall be updated no less than every two weeks. | Priority |
| PM-005 | Project Management | The vendor shall provide detailed biweekly status reports on the progress of the project, which will include expenses incurred year to date. | Priority |
| PM-006 | Project Management | All user, technical, and system documentation as well as project schedules, plans, status reports, and correspondence must be maintained as project documentation. | Priority |
| PM-007 | Project Management | The vendor must structure the payment schedule such that payment for annual license fees begins only after the successful completion of project implementation and formal acceptance of deliverables by the County. | Priority |
| PM-008 | Project Management | The vendor must include a detailed milestone-based payment schedule in their proposal, specifying the deliverables and acceptance criteria for each phase of implementation. Payments for each milestone will only be made after the County verifies and formally accepts the associated deliverables in writing. | Priority |
| PM-009 | Project Management | The final milestone must include County acceptance of the fully implemented system, and payment of the remaining balance will only occur after this acceptance | Priority |
| IN-001 | Installation | The vendor must provide and install digital display signage, including all necessary hardware components, sub-components, and related equipment, and ensure proper connections and terminations where their equipment integrates with existing County equipment, verifying that all interfaces function correctly. | Priority |
| IN-002 | Installation | The vendor must work closely with the County, including the Department of General Services and their agents to complete all physical installations (physical mountings, electrical wiring, and data wiring.) | Priority |
| IN-003 | Installation | The vendor must ensure that installations should not obstruct traffic flow and must be securely affixed to surrounding surfaces, eliminating any visible movement of the devices. | Priority |
| IN-004 | Installation | The vendor must ensure that all installations should consider building aesthetics, public impression, the solution quality, professional fit, finish and safety of the solution, and the County reputation and brand as part of the proposed solution. | Priority |
| IN-005 | Installation | The vendor must ensure that all materials furnished and all work performed shall be inspected and tested by the vendor. Should inspections or tests indicate that specific hardware, software, or documentation does not meet the specification requirement, the appropriate items shall be replaced, repaired, upgraded, or added by the vendor as appropriate to correct the noted deficiencies at no cost to the County. | Priority |
| IN-006 | Installation | The vendor must ensure that downtime is limited as much as possible, which may require after hour or weekend work. | Priority |
| IN-007 | Installation | The vendor must ensure that all goods are shipped Free on Board (F.O.B.) Destination, freight prepaid and added, meaning the vendor is responsible for arranging and paying freight charges, which may be invoiced to the County. The vendor retains ownership and liability for the goods during transit and is responsible for filing any damage or loss claims until the goods are delivered and accepted by the County. | Priority |
| TT-001 | Testing | It is strongly preferred for the vendor to submit a test plan and procedures, which includes a test schedule; identification of all tests to be performed, the purpose of each test, and the identification of the functional requirement(s) being tested; identification of hardware and software to be tested; description of test procedures; description of measures of effectiveness or pass/fail criteria; description of the methods and equipment used to record test and test results; description of the corrective actions and re-testing procedures; and identification of special testing conditions. | Desirable |
| TT-002 | Testing | The vendor must notify the County that the system is ready for testing, the acceptance testing shall commence and will be completed with a “punch list” for error correction. | Priority |
| TT-003 | Testing | The final written acceptance of the system shall be granted upon successful completion of all work called for by this RFP, the resulting contract, and all related documents, in addition to the successful completion of the integration system tests that the vendor shall be required to develop and provide to the County. | Priority |
| TT-004 | Testing | The vendor must repair or replace hardware of software, or any portion thereof, so that the system operates in accordance with the specifications, terms, and requirements of the contract if there are issues found and reported during testing. | Priority |
| TR-001 | Training | The vendor must provide a comprehensive training program that enables County staff to operate and maintain the system. | Priority |
| TR-002 | Training | The training plan must include separate training for staff, including, but not limited to: IT, Clerk of the Board, maintenance, communications/marketing, and any other staff potentially impacted by the digital display system. | Priority |
| TR-003 | Training | The vendor must conduct training onsite at a County facility or through a remote/virtual meeting that can be recorded. | Priority |
| TR-004 | Training | The vendor must provide user guides and training materials that are specific to the hardware and content of the County. | Priority |
| SM-001 | Support and Maintenance | The system must be up and available twenty-four (24) hours a day, seven (7) days a week except for during scheduled maintenance. | Priority |
| SM-002 | Support and Maintenance | The system shall include maintenance and upgrades, and a regularly scheduled maintenance window shall be identified (such as weekly, monthly, or quarterly) at which time all relevant server patches and application upgrades shall be applied. | Priority |
| SM-003 | Support and Maintenance | The vendor must give two (2) business days prior notification to the County of all changes and/or updates and provide the County with training due to the upgrades and changes. | Priority |
| SM-004 | Support and Maintenance | The vendor must provide contact information for escalation purposes, including a designated primary contact and an alternate point of contact. The escalation contacts must be available during the County's business hours and time zone and provide an emergency escalation method for critical issues outside of standard operating hours. The escalation contacts must be reachable via phone and email, with guaranteed response times specified in the Service Level Agreement (SLA). | Priority |
| SM-005 | Support and Maintenance | The County must have unlimited access via phone or email to the vendor technical support staff between the hours of 8:00 am to 5:00 pm, Monday through Friday Pacific Standard Time (PST). | Priority |
| SM-006 | Support and Maintenance | The vendor shall provide a three (3) year service and warranty policy on all components of the system including equipment, services, and software purchased under the contract. | Priority |
| SM-007 | Support and Maintenance | The vendor shall provide a single point of contact for all warranty administration during the warranty period. | Priority |
| SM-008 | Support and Maintenance | During the warranty period, the vendor shall repair or replace any faulty components, with the cost included in the warranty price. | Priority |
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