Attachment_E_-_Requirements.xlsx
XLSX spreadsheet 43 KB Posted
- Solicitation number
- 2025-082
- Issued by
- Collin County, Texas
About this file
This document is a comprehensive Requirements Specification (Attachment E) for Collin County, Texas, detailing an RFP (No. 2025-082) for an Asset Management and Capital Planning Software System and Facility Condition Assessment. The county seeks a Software-as-a-Service (SaaS) solution to centralize and manage building condition, capital planning, project costs, building lifecycle, and deferred maintenance information. The contract is anticipated to begin in November 2025 with an initial three-year term, with potential for two additional one-year extensions at the county's discretion.
The requirements specification outlines extensive technical, functional, and security specifications for the software system, including detailed requirements for asset management, reporting, mobile data collection, user access control, system architecture, and integration capabilities. Key technical requirements include single sign-on support with Microsoft Active Directory, robust security features, mobile offline access, comprehensive reporting tools, and the ability to handle facility condition assessments. The system must support 10 users initially, with scalability to accommodate up to 300 concurrent active users, and provide disaster recovery, business continuity planning, and comprehensive training and implementation support. The county expects the contractor to conduct a thorough facility condition assessment, develop a strategic multi-year investment plan, and provide ongoing maintenance and support with specific response time commitments for different incident severities.
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Other files
| File | Type | Posted |
|---|---|---|
| Asset_Management_and_Capital_Planning_Software_System_(Addendum_#2_Revision).pdf | ||
| 2025-082_LEGAL_NOTICE.pdf | ||
| Attachment_G_-_In_Scope_Building_List.pdf | ||
| Attachment_H_-_2025-082_Pricing_Proposal.xlsx | XLSX spreadsheet | |
| Attachment_F_-_Collin_County_SaaS_Subscription_Agreement.docx | DOCX document | |
| CIQ_Form.pdf | ||
| W9.pdf | ||
| Exceptions.docx | DOCX document |
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Text version
Requirements Reference Number IMPORTANT INFORMATION:
Contractors shall acknowledge and respond to each requirement on this spreadsheet.
| Any responses that are answered as a yes, mean that the system will fully comply with no setup required, configurable with no changes to source code, or are provided with reporting tool. If the functionality is not available at this time the response shall be answered as no and shall be included in your proposal as "exceptions" with further explanation. Refer to Section 6.1 of the specifications for more details on Exceptions. | Yes |
| System currently performs these functions and/or agree to requirement | No |
System does not perform this function and/or cannot agree to requirement
| Written Response: Include additional comments below. If additional space is needed, you may include this as a part of your attachment titled "Detailed Response to Requirements" and note accordingly below. The detailed responses shall be in order and include the reference numbers for each requirement response. | |
| GENERAL REQUIREMENTS | |
| GEN.1 | CONTRACTOR RESPONSIBILITIES |
| GEN.1.1 | Contractors shall comply with Collin County Information Technology Cloud Services Agreement. (Refer to Attachment F, Collin County SaaS Subscription Agreement) |
| GEN.1.2 | The contractor shall designate a single primary point of contact, subject to Collin County’s approval, to coordinate all project-related communication and implementation activities, including direct collaboration with the County's Facilities and Information Technology (IT) departments. |
| FUNCTIONAL REQUIREMENTS | FUNCTIONAL REQUIREMENTS |
| FUN.1 | CORE CAPABILITIES |
| FUN.1.1 | The contractor’s solution shall support the continual update of all data, management of deferred maintenance reduction, and forecasting of future capital renewal needs. |
| FUN.1.2 | The system shall allow the attachment of photos to various data elements. |
| FUN.1.3 | The solution shall display projects using Uniformat Level 4 classification. |
| FUN.1.4 | The system shall enable the generation of Facility Condition Index (FCI) and Net Asset Value (NAV) based on industry standards. |
| FUN.1.5 | The contractor shall assist with creation and management of a comprehensive asset inventory, including HVAC units, pumps, infrastructure, equipment, building structures, asset age, condition, and replacement schedule. |
| FUN.1.6 | The system shall support export of all data in standard formats (e.g., CSV, XLSX). |
| FUN.2 | ASSET MANAGEMENT & TRACKING |
| FUN.2.1 | Provide comprehensive detailed asset database of all fixed assets including descriptions, locations, acquisition dates, costs, and useful life. |
| FUN.2.2 | The system shall depreciation calculations with the ability to automate and customize depreciation schedules, including straight-line, declining balance, and units of production methods. |
| FUN.2.3 | The system shall have functionality for asset valuation to include real-time and historical valuation of assets. |
| FUN.2.4 | The system shall be based on a construction cost database to include estimates, calculations and reporting integrated within the software, e.g. RSMeans, Marshall & Swift |
| FUN.2.5 | The system have the ability to provide an audit trail with detailed logs of all asset additions, disposals, and transfers. |
| FUN.3 | REPORTING & ANALYTICS |
| FUN.3.1 | The system shall include reporting and analytics with customizable reports and the ability to generate custom reports on asset inventory, depreciation, spending scenarios, maintenance, and more in a variety of formats (e.g., Microsoft Excel or Adobe Acrobat PDF). |
| FUN.3.2 | The system shall include facility cost annualizing and reporting capabilities that include multiple year forecasting based on life cycle of all building assets that make up the total lifecycle cost to help financially forecast costs or planning decisions. |
| FUN.3.3 | The system shall have the ability to develop accurate project estimates using updated construction cost data, e.g. RSMeans, Marshall & Swift . |
| FUN.3.4 | The system shall include dashboard analytics that provide real-time data with key performance indicators (KPIs) and metrics. |
| FUN.3.5 | The system shall include compliance reporting function that provides pre-built reports to comply with government regulations and standards. |
| FUN.3.6 | The system shall have the ability to develop of data-driven strategic capital plans. |
| FUN.3.7 | The system shall have the ability to measure facility performance and create plans to address improvements. |
| FUN.3.8 | The system shall provide reporting capabilities that include, at a minimum, the following standard reports: asset additions, asset disposals, asset depreciations, active asset list, assets by location, and assets by fiscal year. |
| FUN.4 | SEARCH FUNCTIONALITY |
| FUN.4.1 | The system shall include advanced search functionality that allows users to search for assets using multiple attributes (e.g., asset year, category, label, etc.), and shall support the ability to generate and download reports based on the search results. |
| FUN.5 | ASSESSMENTS |
| FUN.5.1 | The contractor shall provide a qualified and experienced assessment team to conduct comprehensive evaluations of facilities, including Facility Condition Assessments (FCA) and System Lifecycle Assessments for selected in-scope facilities as outlined in Attachment G - In Scope Building List. |
| FUN.5.2 | The contractor shall submit a detailed description of the strategy and methodology for conducting FCAs, addressing the following elements: |
� Incorporation of existing assessment data provided by Collin County � Field data collection techniques � Compliance with industry standards (e.g., ASTM E 2018-01, Uniformat II, and BOMA) � Source and nature of asset cost data, e.g. RSMeans, Marshall & Swift � Definitions and categorization of priorities � Costing and funding analysis methods � Preparation and delivery of reports and findings
| FUN.5.3 | Upon completion of the assessments, the contractor shall collaborate with Collin County to develop a strategic multi-year investment plan, using collected data to construct building portfolios, prioritize projects, and generate capital plans. |
| FUN.5.4 | The contractor shall use a construction cost database, e.g. RSMeans, Marshall & Swift, that integrates with the County’s capital planning software to produce cost estimates. |
| FUN.6 | FINANCIAL MANAGEMENT |
| FUN.6.1 | The system shall include general ledger interface with ability to generate asset-related journal entries. |
| FUN.6.2 | The system shall have the ability for audit report footnotes that incorporate roll-up statements for annual audit footnotes. |
| FUN.7 | PORTFOLIO & ASSET SUPPORT |
| FUN.7.1 | The solution shall support multiple building types and associated site assets. |
| FUN.7.2 | The solution shall allow for the creation of multiple or unlimited portfolios. |
| FUN.7.3 | The system shall provide visualization tools to display needs by space, timeframe, buildings, systems, and portfolios. |
| FUN.7.4 | The system shall include filtering and drill-down functionality within visualizations. |
| FUN.8 | PLANNING & PRIORITIZATION |
| FUN.8.1 | The solution shall include an embedded cost estimating system, e.g. RSMeans, Marshall & Swift, including localized cost indices and annual updates. |
| FUN.8.2 | The system shall allow prioritization of projects and requirements based on both condition and non-condition data. |
| FUN.8.3 | The solution shall offer configurable scoring and ranking aligned with Collin County’s strategic objectives. |
| FUN.8.4 | The system shall allow capital planning data to connect directly with estimating and procurement workflows or applications. |
| FUN.9 | MOBILE & DATA COLLECTION (See Technical Requirements for MOBILE DATA: OFFLINE ACCESS, SYNC, SECURITY & PERFORMANCE) |
| FUN.9.1 | The solution shall support mobile data collection devices |
| TECHNICAL REQUIREMENTS/QUESTIONNAIRE | |
| TEC.1 | HOSTING |
| TEC.1.1 | The system shall be delivered as a Software-as-a-Service (SaaS) solution for all County-owned and operated assets. |
| TEC.1.2 | Define the minimum client-side hardware and software requirements (e.g., browser, OS, plugins) necessary to access and use the system. |
| TEC.1.3 | Describe the practices in place for monitoring unauthorized access to client information. |
| TEC.1.4 | Describe the practices in place to work with the client if a breach of client data occurs. |
| TEC.2 | END-USER DEVICE REQUIREMENTS & BROWSER REQUIRMENTS FOR SAAS ACCESS |
| TEC.2.1 | Is the software fully accessible via a modern web browser without requiring local software installations (i.e., thin client model)? |
| TEC.2.2 | Are there any browser configuration dependencies (e.g., pop-up blockers, cookie settings) that could impact functionality? |
| TEC.2.3 | What are the minimum and recommended screen resolutions for optimal use? |
| TEC.2.4 | What desktop operating systems and browsers (including versions) are supported? |
| TEC.2.5 | Does the system support access via virtual desktop infrastructure (VDI) or standard virtualization software? |
| TEC.2.6 | Does the solution require or support MS Office integration? If so, which versions are compatible? |
| TEC.3 | SYSTEM ARCHITECTURE |
| TEC.3.1 | These data sharing efforts will be accomplished through web transfers, web services, File Transfer Protocol (FTP), and other scheduled file transfers. |
| TEC.3.2 | Describe your application architecture by focusing on the implementation details for your presentation, business and data layers. (You are encouraged to provide diagrams within the constraints of the proposal instructions.) |
| TEC.3.3 | Explain the flow of communication between all tiers of the application. |
| TEC.3.4 | Is your system based on a web-based architecture? If so, briefly explain. |
| TEC.3.5 | What, if any, client components are required to be installed? |
| TEC.3.6 | Describe any automated background processes (e.g., reports, data sync, or notifications) and their configurable scheduling options. |
| TEC.4 | USER & ADMIN ACCESS CONTROL |
| TEC.4.1 | The system shall be accessible through a secure website using the most up-to-date version of Google Chrome web browser with the capacity to handle backwards capability for two versions. |
| TEC.4.2 | The system shall support a flexible role/permission structure, with access defined both by predefined roles (ranging from Administrator to Read Only) and customizable at the individual level. Roles shall serve as the foundation for assigning and managing individual permissions. |
| TEC.4.3 | The role structure shall be flexible enough to align with supervisor/supervisee relationships, while also allowing roles to function independently of departmental hierarchy, enabling some roles to span across supervisory groups. |
| TEC.4.4 | The system shall support single sign-on (SSO) utilizing Collin County’s existing Microsoft Active Directory, either directly or via the County’s SSO portal (e.g., Okta). |
| TEC.4.5 | Please describe how your system supports SSO integration and list all supported identity providers and authentication methods. |
| TEC.4.6 | External accounts will be authenticated by the county identity provider of choice and will include 2FA. |
| TEC.4.7 | The system shall allow designated administrators within each user department to perform department-specific administrative tasks, including creating, editing, and deleting user profiles; assigning rights and roles; setting or resetting passwords; managing value lists and code tables; and configuring screen layouts (e.g., adding or removing fields). |
| TEC.4.8 | The administrative interface shall also support the ability to add, modify, and delete reference fields and other configurable elements as needed. |
| TEC.4.9 | Changes made by one department shall not affect or change the user experience for other user departments. |
| TEC.4.10 | Authentications (user, outcome, and source IP), administrative changes, and account management auditing will have the ability to stream or be pulled via API to the county's SIEM. |
| TEC.4.11 | Only the Super Administrator shall have the ability to permanently disable user accounts or hard delete records. All other users shall be limited to deactivating accounts or performing soft deletes, with full audit trails maintained for all actions. |
| TEC.5 | SYSTEM SCALABILITY |
| TEC.5.1 | System shall accommodate 10 users. |
| TEC.5.2 | Please describe the scalability of your system with respect to the maximum number of concurrent users supported. Indicate which of the following ranges your solution can reliably accommodate: |
• 1–50
• 51–100
• 101–500
• 501–1,000
• 1,001–2,000
• 2,001–5,000
• 5,001+
| TEC.5.3 | Describe your largest client implementation in terms of concurrent users, transaction volume, system performance under load, and any relevant infrastructure details (e.g., cloud resources, scaling approach, bandwidth capacity). |
| TEC.5.4 | Does the system architecture support the use of load balancers (e.g., round robin, least connections, etc.) to distribute traffic across servers or services? Please describe the load balancing approach. |
| TEC.5.5 | Please describe any known limitations or architectural constraints that may impact system performance, scalability, or the number of concurrent users during peak usage. |
| TEC.5.6 | Please describe how your system scales to accommodate increased usage. |
| TEC.5.7 | What performance tuning or configuration options are available (e.g., caching, session management, database optimization) to increase the number of concurrent users supported by the system? |
| TEC.5.8 | Of all of your production sites, what is the largest number of users at one site? |
| TEC.5.9 | Of all of your production sites, what is the average number of users? |
| TEC.6 | REPORTING & OUTPUT MANAGEMENT |
| TEC.6.1 | Does your SaaS system allow for server-side configuration of templates used for printing or reporting? |
| TEC.6.2 | Describe how template customization is managed within your SaaS environment. |
| TEC.7 | DATA ACCESS, EXPORT, & INTEROPERABILITY |
| TEC.7.1 | What export and import file formats does your system support? |
| TEC.7.2 | Is all customer-specific data stored in the system accessible for query (via API or reporting tools) and export in standard formats? Please describe any restrictions. |
| TEC.7.3 | Please specify the communication protocols and integration standards your system supports for data exchange and interoperability (e.g., HTTPS, REST API, SOAP, SFTP, Webhooks, XML, JSON). Indicate any legacy protocols supported, if applicable. |
| TEC.8 | SECURITY |
| TEC.8.1 | The system shall have single sign-on (SSO) capability with commonly available identity providers. |
| TEC.8.2 | List all of the methods of authentication your system supports (username/password, connected corporate directory, single sign-on, etc.)? |
| TEC.8.3 | Does your system support MFA? If yes list which methods are supported like internal MFA, 3rd party with Azure, and/or 3rd party other. |
| TEC.8.4 | Does the client support the use of any external or third party security devices (RSA tokens, biometric, 2FA integrations, card readers, etc.) to validate the identity of the user? |
| TEC.8.5 | Can your system restrict access to the application based on source networks/source IPs? |
| TEC.8.6 | Is security configurable to allow single sign-on utilizing the county’s existing Microsoft active directory? |
| TEC.8.7 | Does your solution integrate with Okta for single sign-on (SSO)? |
| TEC.8.8 | How are non-county accounts that will use the application managed? |
| TEC.8.9 | Do you provide the capability to geoblock access to the application? |
| TEC.8.10 | If internal users are used can the user create and change their password? |
| TEC.8.11 | If internal users are used can the county manage the password policy for those accounts. For example password complexity, password length, account lockout, expiration, etc. |
| TEC.8.12 | If no to TEC.8.11, what is the password policy for internal accounts? For example password complexity, password length, account lockout, expiration, etc. |
| TEC.8.13 | Is the software fully integrated with Active Directory to allow for a single sign on in trusted domains? |
| TEC.8.14 | What security measures are taken to ensure that authenticated users are only transmitted information that they would normally have access to within the application when connecting through the business object layer and data layer using third party tools? |
| TEC.8.15 | At what levels can security be administered? |
| TEC.8.16 | Is the system capable of handling user groups that will limit access to specified modules? |
| TEC.8.17 | Does your system manage rights and roles with the county’s active directory groups? |
| TEC.8.18 | Does your solution manage rights and roles with built-in groups or both? |
| TEC.8.19 | Can your solution nest county active directory groups inside of built-in groups? |
| TEC.8.20 | Does the software support role-based security? |
| TEC.8.21 | If yes to TEC.8.20, is it specified in the business object layer? |
| TEC.8.22 | Does the software support Microsoft .Net web role-based security to restrict access to specific pages and web folders? |
| TEC.8.23 | Are logins or other user activities logged in an audit table? Explain how logins are logged. |
| TEC.8.24 | Do you offer the capability to export your logs to the county's on-premise SIEM? If yes, list log types supported like authentication Logs, change Logs, traffic Logs, and/or other. |
| TEC.8.25 | Does the application support not sharing accounts? |
| TEC.8.26 | Please explain the aspects of the application that are and are not PCI compliant with data security standards. |
| TEC.8.27 | How is database security handled? |
| TEC.8.28 | Are there any areas of the application with dynamic SQL? |
| TEC.8.29 | How does your security model protect against SQL injection? |
| TEC.8.30 | What data is transmitted to the client machine? |
| TEC.8.31 | Can client-side data be restricted? |
| TEC.8.32 | Is sensitive data transmitted and not visible on the client side or is sensitive data not transmitted from the server side? |
| TEC.8.33 | Does the application leave cookies on the client computer? |
| TEC.8.34 | If yes to TEC.8.33, does the cookie contain identity information to authenticate users or any other sensitive/confidential data? |
| TEC.8.35 | Does the application contain a workstation timeout function that will prohibit the client from accessing data after a specified amount of inactivity? |
| TEC.8.36 | If yes to TEC.8.35, what happens to any data that may have not been saved at the point the timeout? |
| TEC.8.37 | Is data in transit encrypted? |
| TEC.8.38 | If yes to TEC.8.37, what forms of encryption are supported? Please elaborate. |
| TEC.8.39 | Is data at rest encrypted? |
| TEC.8.40 | If yes to TEC.8.39, what forms of encryption are supported? Please elaborate. |
| TEC.8.41 | Are there any hardware constraints embedded in the software related to the MAC address or other network-related constraints? |
| TEC.8.42 | Do you run a bug bounty program to identify vulnerabilities in your application? |
| TEC.8.43 | What is your breach notification policy for your customers if you suffer a cybersecurity breach? |
| TEC.8.44 | Explain your notification policy if a misconfiguration is identified that may have put your customer at risk (for example, exposing RDP to the internet). |
| TEC.8.45 | What is your notification policy if you determine the county has misconfigured your solution and put itself at risk? |
| TEC.8.46 | Who is responsible for providing notifications regarding system outages, and what is your expected timeframe for delivering these notifications? |
| TEC.8.47 | Who owns the county’s data? |
| TEC.8.48 | Does your solution comply with the FedRAMP requirements? |
| TEC.8.49 | Can the county's data be stored in any other country besides the United States? |
| TEC.8.50 | If yes to TEC.8.49, what other countries may store the county's data? |
| TEC.8.51 | If yes to TEC.8.49, can Collin County restrict data storage to US locations only? |
| TEC.8.52 | Does your solution store any personally identifiable information, personal health data, payment card information (PII, PHI, or PCI data), or secure/confidential information? |
| TEC.8.53 | If yes to TEC.8.52, list what types of data are stored. |
| TEC.8.54 | How often does your company do cybersecurity audits from a third party? |
| TEC.8.55 | When was the last time your company did a cybersecurity audit by a third party? |
| TEC.8.56 | Do you do vulnerability scanning before a deployment of the system? |
| TEC.8.57 | If yes to TEC.8.56, please describe the process and the tools used. |
| TEC.8.58 | How do you back up the county's data, and how long do you keep the backups? |
| TEC.8.59 | Can you export the backup to the county’s data center for the county to back up? |
| TEC.8.60 | What is your record retention policy for the county's data? |
| TEC.8.61 | What is your data retention policy after the end of service? For example, do you securely remove all of our data at the end of service, and how long will you keep it? |
| TEC.8.62 | Does your SaaS solution rely on any third-party cloud-based services (e.g., APIs, data storage, analytics)? If so, please list and explain their roles. |
| TEC.8.63 | If your system is web enabled, please describe your security architecture (e.g., firewall, public key infrastructure, encryption). |
| TEC.8.64 | Is the security proxy-based or does it require specific security assignments? |
| TEC.8.65 | Are any changes to the security structure architecture being considered for future releases? If yes, explain. |
| TEC.8.66 | What other security features are provided? |
| TEC.9 | AUDIT & SESSION TRACKING |
| TEC.9.1 | The system shall track all changes to records, including the user, date, time, type of action, and the before/after state of the data. |
| TEC.9.2 | System shall have ability to see any users’ session in real time. |
| TEC.9.3 | System shall display session history and have ability to print the history or export it to a file such as Excel. |
| TEC.10 | LANGUAGES |
| TEC.10.1 | What is the primary programming language used in writing the application? |
| TEC.10.2 | Are any other languages used? |
| TEC.10.3 | If your application uses Java, explain how it is used (e.g., backend services, applets, etc.). |
| TEC.10.4 | Describe how JavaScript is used within your application and what practices are in place to ensure performance, accessibility, and security. |
| TEC.11 | SOFTWARE DEVELOPMENT & CHANGE MANAGEMENT |
| TEC.11.1 | What development technique(s) are used? |
| TEC.11.2 | How is analysis done/recorded? |
| TEC.11.3 | How is change management performed? |
| TEC.12 | ISSUE MANAGEMENT (DEFECTS & ENHANCEMENTS) |
| TEC.12.1 | How are defects reported, investigated, and processed? |
| TEC.12.2 | How are enhancements requested, investigated, and processed? |
| TEC.13 | MAINTENANCE, RELEASE MANAGEMENT & VERSION CONTROL |
| TEC.13.1 | The system shall include regular software maintenance and updates, including security patches, bug fixes, technological improvements, and product enhancements. |
| TEC.13.2 | The contractor shall provide advance notice of updates and submit reports no less than monthly regarding the status and details of patching, upgrades, and hotfixes for both functional and security-related components. |
| TEC.13.3 | Detail your methodology for maintaining version control of the system in production (deployed). |
| TEC.13.4 | How many versions of the application are currently in production and under maintenance? |
| TEC.13.5 | What is your methodology for distribution of new releases? |
| TEC.13.6 | How is the application upgraded/updated with new releases? |
| TEC.13.7 | How often are upgrades/updates released to production? |
| TEC.13.8 | How are deployments handled during normal business hours for critical fix releases? Explain the process. |
| TEC.14 | INTERFACES & SYSTEM INTEGRATIONS |
| TEC.14.1 | Describe any existing framework your product may include to facilitate interfacing with other systems. (i.e. MUNIS, etc.) |
| TEC.14.2 | Does your system integrate with Tyler MUNIS? |
| TEC.14.3 | Would your system require any third party products? If so, please include licensing cost estimates in your proposal. |
| TEC.14.4 | What method does your system use to ensure data is successfully delivered to other systems? |
| TEC.14.5 | Please describe the existing system interfaces your application supports. Indicate whether each is real-time, batch, API-based, or file-based. Include details on data transfer frequency, error handling, and edit/business logic enforcement. |
| TEC.15 | DATA IMPORT & ONBOARDING |
| TEC.15.1 | If applicable, describe how your system handles the onboarding of structured spreadsheet data (e.g., CSV files) into your platform. |
| TEC.15.2 | Describe how your system enforces business rules and validation logic on data imported through conversions or bulk uploads. |
| TEC.15.3 | Contractor shall provide a process for importing any future legacy spreadsheets or physical inventory records if available. |
| TEC.16 | DISASTER RECOVERY & BUSINESS CONTINUITY |
| TEC.16.1 | The vendor shall provide a documented Business Continuity Plan that outlines procedures for maintaining operations during service disruptions, including recovery time objectives (RTO), recovery point objectives (RPO), and continuity of operations planning. |
| TEC.16.2 | The contractor shall provide disaster recovery and fail-over procedures, including response plans for processor failures, system crashes, and total system failures. These shall identify whether intervention is automated or manual, and include immediate database restore procedures to recover system functionality. |
| TEC.16.3 | What is your system’s Service Level Agreement (SLA) for uptime? |
| TEC.16.4 | What uptime guarantees do you offer, and what redundancy strategies are used? |
| TEC.16.5 | How are customers notified of service disruptions or planned outages? |
| TEC.16.6 | What performance monitoring is available to ensure uptime? |
| TEC.17 | SYSTEM AVAILABILITY, UPTIME, & MONITORING |
| TEC.17.1 | Provide a summary of your disaster recovery strategy, including how data is restored in case of regional failure or catastrophe. |
| TEC.17.2 | What are your system’s Recovery Time Objective (RTO) and Recovery Point Objective (RPO)? |
| TEC.17.3 | Do you perform regular disaster recovery drills, and is Collin County included? |
| TEC.17.4 | Are data backups encrypted, and what formats are supported? |
| TEC.18 | PERFORMANCE |
| TEC.18.1 | The system shall support an unlimited number of read-only users and maintain acceptable performance levels with a minimum of 300 concurrent active users performing read, write, and edit operations. |
| TEC.18.2 | What is the typical screen-to-screen navigation time under normal and peak usage? |
| TEC.18.3 | What data is cached, where is it cached, and what is the refresh policy? |
| TEC.18.4 | What is the typical response time to perform an asset or capital plan lookup during normal and peak usage? |
| TEC.18.5 | What internal or external monitoring and alerting tools are used to ensure application health and performance? |
| TEC.18.6 | Are performance metrics or uptime dashboards made available to customers? |
| TEC.18.7 | Can Collin County set up notifications or custom alerts for specific thresholds or failures? |
| TEC.19 | USABILITY |
| TEC.19.1 | The system shall include a searchable, browsable, and context-sensitive online help system, with field-level assistance explaining: |
� System usage and data entry requirements � Business definitions and rules (e.g., cost/fee calculations) � Specific equations or logic relevant to each field or record
| TEC.19.2 | Does the system provide pop-up and pull-down menus to allow table lookups on many fields? |
| TEC.19.3 | Does the system support lookup tables by providing selection lists for fields such as state, contract type, rates? |
| TEC.19.4 | Does the system provide a flexible display format that allows changes to be made to screens as new products are introduced, new data fields are collected, etc. |
| TEC.19.5 | Does the system support user defined fields? |
| TEC.19.5 | Does the system provide multi-lingual support? |
| TEC.20 | CONFIGURATION MANAGEMENT |
| TEC.20.1 | Please explain your approach to managing changes and deploying to production. |
| TEC.20.2 | What client software might cause problems with your system? |
| TEC.20.3 | How are deployments handled in your system? |
| TEC.20.4 | Do you have an automated process? |
| TEC.21 | TESTING & ENVIRONMENT REQUIREMENTS |
| TEC.21.1 | The contractor shall provide both a test and production environment. The test environment shall be used to stage and validate all system changes, configurations, patches, and upgrades before they are applied to the production system. |
| TEC.21.2 | The production environment shall be secure, highly available, and stable for daily County use. |
| TEC.21.3 | The test environment shall closely mirror the production setup and include the ability to validate changes without impacting live operations. |
| TEC.21.4 | Please describe your testing approach, including processes for system testing, unit testing, and quality assurance. Additionally, outline the environments required to support code development, integration, and testing, including any tools or infrastructure needed to facilitate these processes. |
| TEC.21.5 | Explain how you handle regression testing. |
| TEC.21.6 | What percentage of the application is covered in unit testing? |
| TEC.21.7 | How much of the unit testing is automated? |
| TEC.21.8 | Is an automated testing tool used? If so, what product and version? |
| TEC.21.9 | What is the testing process used? (etc. Beta/CTP?) |
| TEC.21.10 | What methods are used for load and stress testing? |
| TEC.21.11 | Please provide a sample of your test results. |
| TEC.21.12 | Do you have any documentation on manual testing? |
| TEC.21.13 | What is your ratio of developers to quality assurance engineers? |
| TEC.21.14 | Testing environment shall allow the County to thoroughly test all aspects of all applications. |
| TEC.21.15 | Contractor shall propose, develop, and execute a testing plan approved by the County. |
| TEC.21.16 | Contractor shall install, configure, test and make operational the contractor‘s system in the County/IT environment. |
| TEC.21.17 | Contractor shall provide system testing. This is a test for system operations, features, application integration, application testing, etc. |
| TEC.21.18 | Contractor shall provide sample system acceptance test plan for Collin County’s review as a part of the RFP response. |
| TEC.21.19 | As part of the Implementation Phase of the project, Collin County shall have a Parallel Test Period of 30-60 days prior to Go-Live implementation date of the new system |
| TEC.21.20 | Issues uncovered during the Parallel Test Period will be tracked and resolved prior to Go-Live implementation. |
| TEC.21.21 | Severity of Parallel Test Period issues may impact the Go-Live implementation date |
| TEC.22 | MOBILE DATA: OFFLINE ACCESS, SYNC, SECURITY & PERFORMANCE |
| TEC.22.1 | Does your mobile solution support offline access? |
| TEC.22.2 | How is data stored locally, and is there a limit to the amount of data that can be stored offline? |
| TEC.22.3 | How is data synchronized when the device reconnects? |
| TEC.22.4 | Is synchronization automatic or user-triggered? |
| TEC.22.5 | How are sync conflicts resolved when both local and cloud data have changed? |
| TEC.22.6 | How is offline data protected on the device (e.g., encryption, remote wipe)? |
| TEC.22.7 | What controls are in place to ensure data integrity and security before/after syncing? |
| TEC.22.8 | What limitations, if any, exist in offline mode? |
| TEC.22.9 | How is the user informed of sync status or errors? |
| TEC.22.10 | How is performance impacted during offline use and subsequent synchronization? |
| TEC.23 | TRAINING REQUIREMENTS, MATERIALS, & DOCUMENTATION |
| TEC.23.1 | All training shall be provided at no additional cost to Collin County. |
| TEC.23.2 | The contractor shall provide comprehensive training on all features and functions of the software system. |
| TEC.23.3 | Contractor shall develop and conduct training programs specifically designed for the system being installed, including system administration, diagnostics, reporting, and proactive management. |
| TEC.23.4 | Training shall include a description of the program (e.g., Train-the-Trainer approach, upgrade implementation/training, system administrator training, and end-user knowledge transfer) |
| TEC.23.5 | Contractor shall provide a separate environment to allow for training employees on the system. |
| TEC.23.6 | The contractor will provide detailed system documentation and training materials that describe all system administration functions. |
| TEC.23.7 | Provide and/or develop user manuals, procedural documentation, troubleshooting guides tailored to the implemented system. |
| TEC.24 | GO-LIVE SUPPORT REQUIREMENTS |
| TEC.24.1 | The contractor shall provide on-site support during the Go-Live period. Sufficient personnel shall be made available (onsite or remote) to support all Go-Live activities and to respond to any issues arising during production deployment. |
| TEC.25 | IMPLEMENTATION PLANNING & SETUP |
| TEC.25.1 | The contractor shall lead all planning and implementation activities in coordination with County IT and Facilities, including installation, testing, documentation, and support. |
| TEC.25.2 | The contractor shall assist with populating system, user, and application databases by providing necessary tools and support to ensure accurate integration with existing systems. All configurations shall be thoroughly tested with coordination from the County IT department. |
| TEC.25.3 | The contractor shall meet with all relevant County departments and stakeholders (Facilities, IT, Budget, etc.) to gather information for the final database and system configuration. A final configuration plan shall be delivered, including system architecture, modules to be deployed, user roles, and integration points, aligned with an implementation schedule approved by the County. |
| TEC.25.4 | Assist with implementation activities the week of Go-Live. The contractor shall supply enough personnel (remote or onsite at Collin County Offices) to cover go-live activities and be available in the event that issues arise during production implementation of the system. |
| TEC.25.5 | The deployment of the system should be installed, operational, and completed no later than (6) months after contract is signed by both the contractor and Collin County |
| TEC.25.6 | The contractor will detail an implementation plan to develop an asset inventory, a master maintenance plan, and a cost analysis for all buildings. The inventory collection includes geo-locating all assets on site, condition/age of the assets, creation of a preventative and long-term maintenance schedule/monitoring/recommendations, collection of warranty information if available, including suggested frequencies. |
| TEC.25.7 | The contractor will identify opportunities to optimize system benefits. |
| TEC.26 | FIT GAP ANALYSIS REQUIREMENTS |
| TEC.26.1 | As part of the Start-up and Planning Phase of the project, the contractor shall perform a Fit-Gap analysis with Collin County Facilities personnel to identify any gaps or functionality required. |
| TEC.26.2 | All gaps shall be identified on a gap list that will be tracked to resolution during the duration of the project. |
| TEC.26.3 | Each identified gap shall require an action plan to resolve the gap. |
| TEC.27 | MAINTENANCE & SUPPORT RESPONSE |
| For purposes of this solicitation and the resulting agreement, the terms “Major Failure,” “Minor Failure,” and “Routine Failure” as used in this RFP shall align with the definitions provided in the Attachment B – Collin County SaaS Subscription Agreement for “Major Incident,” “Minor Incident,” and “Routine Incident,” respectively. Collin County may also categorize certain low-impact service requests as Routine Incidents, as defined in the Agreement. Any reference to service levels or escalation procedures shall be interpreted in accordance with these definitions. | |
| TEC.27.1 | The contractor shall provide customer service and technical support, including help desk services, disaster recovery assistance, unlimited telephone and remote access support, and in-person support at Collin County’s designated locations when necessary. |
| TEC.27.2 | Contractor shall provide documentation covering Warranty/Maintenance. |
| TEC.27.3 | Warranty service shall include Contractor response to system problems. |
| TEC.27.4 | Contractor will provide Collin County an escalation call list and shall keep the escalation call list updated as time passes. |
| TEC.27.5 | For any manual intervention such as hardware reboots, the contractor must notify and obtain approval from Collin County’s designated IT Support Group. |
| TEC.27.6 | In the event that any emergency is not corrected by the Contractor within twelve (12) hours from receipt of notice, the Contractor shall correct the underlying service issue or deploy a patched version of the software within twenty-four (24) hours from receipt of the emergency. |
| TEC.27.7 | Response to Major Incidents shall not exceed four (4) hours. |
A Major Incident is defined as an Error that has a critical impact on the use of, or access to, the Subscription Services, resulting in the inability to continue to use or access the Subscription Services as required or intended. There is no reasonable workaround, and such Error is potentially catastrophic in nature. The business impact to Collin County is severe, creating a stop point in major and essential business processes.
Response Expectations: Contractor shall respond via telephone within two (2) hours of receiving the Support Request and will assign appropriate personnel to commence correction efforts. If unresolved within one (1) business day, the Contractor shall provide daily status reports until resolution.
TEC.27.8 Response to Minor Incidents shall not exceed the next business day following the report.
A Minor Incident is defined as an Error that causes moderate restriction on the use or access to the Subscription Services but does not prevent use.
Response Expectations: Contractor shall respond within four (4) business hours and begin resolution. If unresolved within two (2) business days, daily status updates shall be provided.
| TEC.27.9 | If a request for service does not meet the criteria for a Major Incident, it shall be initially classified as a Minor Incident unless otherwise determined by mutual agreement. Classification may be adjusted by Collin County or the Contractor based on the impact and urgency of the issue. |
| TEC.27.10 | Routine Incidents: |
A Routine Incident is defined as an Error that has a slight restriction on the use or access to the Subscription Services, allowing business operations to continue with minimal disruption.
Response Expectations: Contractor shall respond within two (2) business days and work toward resolution in accordance with standard correction practices. Status reports shall be provided every five (5) business days if unresolved beyond ten (10) business days.
&"-,Bold"RFP NO. 2025-082, Asset Management & Capital Planning Software System &"-,Bold"Attachment E- Requirements
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