Exhibit_A_-_Requirements_Matrix_25-P-140MC.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- Hosted Social Service Programs Database Software
- Solicitation number
- 25-P-140MC
- Issued by
- Volusia County, Florida
About this file
This document is an Exhibit A Requirements Matrix for a Hosted Social Service Programs Database Software procurement by Volusia County, Florida. The county is seeking a comprehensive cloud-hosted software solution to manage four social service programs: Housing Rehabilitation, Down Payment Assistance, Wind Hazard Mitigation, and Emergency Repair. The software must provide full functionality for application intake, eligibility determination, participant enrollment, case management, document management, workflow automation, compliance tracking, and financial disbursement. The county anticipates approximately 18 internal users (4 administrative staff, 6 program managers, 8 read-only users) and expects around 200 applicants annually.
The pricing structure includes one-time implementation costs and annual recurring costs, with specific requirements for licensing, support, maintenance, and training. The software must be web-based, compatible with major browsers, support single sign-on, and provide robust security features including SOC 2 Type II certification, HIPAA compliance, and data encryption. Key technical requirements include 99.5% minimum uptime, cloud-hosted SaaS model, mobile-responsive interface, and comprehensive support services. Optional services are available for custom reports, data integration, additional training, and professional services. The solution must offer role-based access control, automated notifications, audit trail capabilities, and integration with existing systems like Microsoft Active Directory.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Functional Requirements
Complete the following table with the appropriate response(s) as defined below:
| Response Code | Definition |
| Y - Yes | The functionality exists in the proposed product, and/or the Respondent agrees that the requirement will be adhered to upon any potential award. The functionality shall be implemented ‘out of the box’ without configuration, customizations or modifications to the existing applications or reports. |
| N - No | Requirement shall not be provided. |
| CO - Configuration | Requirement shall be met through changes to settings of tables, switches, and rules without modification to source code. Include any changes to the existing or “out of the box” workflow functionality. |
| CU - Customization | Requirement shall be met by changing existing software or through the use of software tools such as application report writer, query, etc. Note: In the Comments column next to this response, you shall indicate the following: Description of customization Estimated level of complexity (High, Medium, Low) |
If there is an additional cost it shall be included in the cost proposal exhibit.
| F- Future | Requirement shall be met by packaged software that is currently under development, in Beta test, or not yet released. Note: In the Comments column next to this response, indicate the date when requirement shall be available for implementation. If possible, also indicate any additional costs. |
| 3 - Supplied by 3rd Party | The requirement shall be met by a third-party software package, and the third party software is included in this Proposal for implementation. Note: In the Comments column, indicate the name of the proposed 3rd party software package and indicate the interface/integration services being proposed. |
| Comment Field | Provide information, description, clarification, or explanation to assist the County in making an informed decision. |
Hosted Social Service Programs Database Software One Response Per Requirement Comments
| Y/N | CO | CU | F | 3 | |
| 5.0 SCOPE OF WORK | |||||
| 5.1. Required Program Modules | |||||
| A. The software must support the following social service programs with full functionality as detailed below: | |||||
| 1. Housing Rehabilitation | |||||
| 2. Down Payment Assistance | |||||
| 3. Wind Hazard Mitigation | |||||
| 4. Emergency Repair | |||||
| B. Each program module must include | |||||
| 1. Application intake and processing | |||||
| 2. Eligibility determination and documentation | |||||
| 3. Participant enrollment and case management | |||||
| 4. Document management and storage | |||||
| 5. Workflow automation | |||||
| a. Including multiple approval levels for applications. | |||||
| 6. Compliance tracking and monitoring | |||||
| 7. Financial tracking and disbursement management | |||||
| 5.2. Functional Requirements | |||||
| A. Core System Capabilities | |||||
| 1. User Management: Role-based access control with customizable permission levels | |||||
| 2. Application Processing: Online application forms with conditional logic and validation | |||||
| 3. Document Management: Secure upload, storage, and retrieval of participant documents | |||||
| 4. Communication Tools: Automated notifications, email integration, and participant communication tracking | |||||
| 5. Audit Trail: Complete system activity logging for compliance purposes | |||||
| 6. Data Security: Encryption at rest and in transit, regular security updates | |||||
| B. Reporting and Analytics | |||||
| 1. Standard reports for each program | |||||
| 2. Report builder functionality | |||||
| 3. Data export capabilities (Excel, CSV, PDF formats) | |||||
| C. Integration Capabilities | |||||
| 1. API availability for third-party integrations | |||||
| 2. Compatibility with common accounting software | |||||
| 3. Email system integration | |||||
| D. System Capabilities | |||||
| 1. County prefers the software to be web-based and compatible with the current version of all major browsers, such as Edge, Chrome, Firefox, and Safari | |||||
| 2. System shall not require java, plug-ins, or extensions | |||||
| 3. No data shall automatically be deleted or erased | |||||
| 4. The solution must provide native integration with Microsoft Active Directory (AD) for user authentication and authorization. | |||||
| 5. The system shall support single sign-on (SSO) capabilities through LDAP, SAML 2.0, or other industry-standard protocols to authenticate users against County's existing AD infrastructure | |||||
| 5.3. Technical Requirements | |||||
| A. Platform Specifications | |||||
| 1. Cloud-hosted solution (SaaS model preferred) | |||||
| 2. 99.5% minimum uptime guarantee | |||||
| 3. Mobile-responsive web interface | |||||
| 4. Compatible with the major web browsers (Chrome, Firefox, Safari, Edge) | |||||
| B. Security and Compliance | |||||
| 1. SOC 2 Type II certification or equivalent | |||||
| 2. HIPAA compliance capabilities | |||||
| 3. Data encryption (AES-256 or higher) | |||||
| 4. Regular security assessments and penetration testing | |||||
| 5. Secure data backup and disaster recovery procedures | |||||
| C. Performance Requirements | |||||
| 1. Support for concurrent users, internal access by multiple employees and public facing for application submittal | |||||
| 2. Automated daily backups with point-in-time recovery | |||||
| 3. 24/7 system monitoring | |||||
| 5.4 User Categories and Licensing | |||||
| A. Contractor shall provide pricing in the applicable pricing section, Section 5, for the following user types | |||||
| 1. Administrative Staff: Full system access. The County estimates approximately 4 users. | |||||
| 2. Program Managers: Program-specific access. The County estimates approximately 6 users. | |||||
| 3. Read-Only Users: Reporting and view-only access. The County estimates approximately 8 users. | |||||
| 4. External Users (if applicable): Applicants/Participants. The County anticipates approximately 200 applicants per year. | |||||
| 5.5 Implementation Requirements | |||||
| A. Contractor agrees to County's proposed timeline as published in Scope of Work Section 5.5.A? | |||||
| B. Implementation Services | |||||
| 1. Project management and coordination | |||||
| 2. System configuration and customization | |||||
| 3. Data migration from existing systems | |||||
| 4. User acceptance testing support | |||||
| 5. Go-live support and transition assistance | |||||
| C. Training Requirements | |||||
| 1. Administrator training (system configuration and management) | |||||
| 2. End-user training (all user categories) | |||||
| 3. Train-the-trainer sessions | |||||
| 4. Online training materials and documentation | |||||
| 5. Ongoing training for new staff | |||||
| 5.6. Support and Maintenance | |||||
| A. Ongoing Support | |||||
| 1. Technical support availability (Monday – Friday, 8 – 5 eastern) | |||||
| 2. Response time guarantees by severity level | |||||
| 3. User support (phone, email, chat, ticketing system) | |||||
| B. Software Updates | |||||
| 1. Automatic security updates | |||||
| 2. Feature updates and enhancements | |||||
| 3. Advance notice of planned maintenance | |||||
| 5.7. Pricing Structure | |||||
| A. One-Time Implementation Costs | |||||
| 1. Software licensing and setup fees | |||||
| 2. Implementation and configuration services | |||||
| 3. Initial data migration services | |||||
| 4. Training services | |||||
| 5. First-year support and maintenance | |||||
| 6. Any other implementation-related costs | |||||
| B. Annual Recurring Costs | |||||
| 1. Annual software licensing (by user type) | |||||
| 2. Technical support and maintenance | |||||
| 3. Data storage and hosting | |||||
| 4. Software updates and enhancements | |||||
| 5. Any usage-based fees | |||||
| C. Optional Services | |||||
| 1. Custom Reports and Dashboards: Advanced reporting beyond standard offerings | |||||
| 2. Custom Data Integration: Integration with specific third-party systems | |||||
| 3. Additional Training: Beyond standard implementation training | |||||
| 4. Professional Services: Custom configuration or development work |
| &"Arial,Bold"&12EXHIBIT A | &"Arial,Bold"&12Hosted Social Service Program Database Software |
| Requirements Matrix | &"Arial,Bold"&12 25-P-140MC |
File details come from the government source that posted it. Updated .