Exhibit H_Requirements Response.xlsx
XLSX spreadsheet 27 KB Posted
- Solicitation number
- 2136608
- Issued by
- New York County, Nissequogue Village, New York
About this file
This is a Requirements Response Template for the Battery Park City Authority (BPCA) in New York, documenting functional, security, reporting, and integration requirements for two distinct software implementation scopes. Scope A addresses capital expenditure tracking and bond fund drawdown management, requiring capabilities such as project setup and tracking, project close-out functionality at multiple levels, retainage support, multi-year budgeting, funding source management across bonds and grants, drawdown tracking, work order and allowance management, amendment tracking, real-time cost visibility, configurable reporting by fund and project, and automated approval workflows with role-based permissions. Scope B focuses on investment reconciliation and reporting, including portfolio management by fund and advisor, trade entry and approval workflows, reconciliation against custodial records, interest income tracking, book versus market valuations, and GASB-compliant footnote generation under standards 31, 40, and 72. Both scopes require integration with Microsoft Dynamics GP and future ERP systems through bidirectional data flows.
The requirements prioritize security and audit controls across both scopes, mandating role-based access, separation of duties, full audit trails with timestamped logging, and data lockout mechanisms for historical periods. Reporting capabilities must support real-time dashboards, configurable metrics, periodic reporting including weekly drawdown reports, and exports in multiple formats (Excel, CSV, PDF, Word). Implementation requirements specify cloud-based deployment with scalability and backup capabilities, data migration services from legacy systems, API availability, configurable chart of accounts and fund structures, and comprehensive system documentation. The template allows vendors to indicate their ability to deliver each requirement as "YES," "YES with CUSTOMIZATION," or "NO," with customization selections requiring detailed explanatory notes, enabling BPCA to evaluate vendor fit across 78 total requirements divided between the two scopes.
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Other files
| File | Type | Posted |
|---|---|---|
| FINAL RFP_Capital Bond Invest RFP.pdf | ||
| Exhibit G_Cost Proposal.xlsx | XLSX spreadsheet |
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Scope A
| EXHIBIT H - REQUIREMENTS RESPONSE TEMPLATE | |||||
| Scope A: Capital Expenditure Tracking and Bond Fund Drawdown Management | |||||
| Instructions: For each requirement, indicate your firm's ability to deliver using the dropdown in the "Ability to Deliver" column. If selecting "YES with CUSTOMIZATION," you must provide a description in the Notes/Comments column. Priority designations: HIGH = essential to BPCA's core operations and must be delivered as part of the proposed solution; MEDIUM = important but alternative approaches or near-term roadmap commitments may be acceptable; LOW = desirable but not required. | |||||
| ID | Requirement | Details | Priority | Ability to Deliver | Notes / Comments |
| Functional Requirements | |||||
| A.1.1 | Project Setup & Structure | Ability to define project charters, funding sources, timelines, departments, etc. | MEDIUM | ||
| A.1.2 | Project-Specific Tracking | Modules for project-specific capital planning and expenditure tracking. | HIGH | ||
| A.1.3 | Project Close-Out | Ability to close out a project and transfer totals to the appropriate account to track as a capital asset and flag for depreciation. | HIGH | ||
| A.1.4 | Project Close-Out | Project close-out functionality at both the project and sub-project level. | HIGH | ||
| A.1.5 | Project Close-Out | Detailed information and transfer capabilities at both the sub-project and full project level. | HIGH | ||
| A.1.6 | Retainage | Support for retainage amounts and payout upon project completion. | HIGH | ||
| A.1.7 | Multi-Year Budgeting | Multi-year budgeting that supports adjustments and amendments. | HIGH | ||
| A.1.8 | Funding Source Management | Ability to assign multiple funding sources to a single project, including bonds, grants, and general fund. | HIGH | ||
| A.1.9 | Drawdown Tracking | Ability to track bond disbursements, timing, and restrictions. | HIGH | ||
| A.1.10 | Allowance Tracking | Ability to track allowances, including usage, increases, and the relationship with work orders. | HIGH | ||
| A.1.11 | Work Orders & Allowances | Ability to reduce work order amounts and add differences back to contract allowances. | HIGH | ||
| A.1.12 | Work Order Tracking | Tracking at the work order level, including against allowances and contracts. | HIGH | ||
| A.1.13 | Amendment Tracking | Tracking at the amendment level, including approved use of do-not-exceed amounts. | HIGH | ||
| A.1.14 | Cost Tracking | Real-time visibility of planned, actual, and committed costs. | HIGH | ||
| A.1.15 | Encumbrance Integration | Track commitments throughout the project and purchase order lifecycle. | LOW | ||
| A.1.16 | Report Generation | Report generation by fund, project, fiscal year, funding source, and expenditure type. | HIGH | ||
| A.1.17 | Historical Audit Trail | Maintenance of a traceable history for every transaction. | MEDIUM | ||
| A.1.18 | Approval Workflows | Configurable approval workflows for capital budget requests, amendments, reimbursements, drawdowns, and reallocations. | MEDIUM | ||
| A.1.19 | Approval Workflows | Role-based permissions built into approval workflows. | HIGH | ||
| A.1.20 | Approval Workflows | Ability to automatically generate approval letters based on drawdown data and route for approvals. | MEDIUM | ||
| A.1.21 | Alerts & Notifications | Automated notifications when approaching budget thresholds, bond fund expiration dates, and compliance deadlines. | MEDIUM | ||
| Security, Control, and Audit | |||||
| A.2.1 | Role-Based Access | Role-based permissions to control access to and modification of critical data. | HIGH | ||
| A.2.2 | Separation of Duties | Clear separation of duties between those initiating, approving, and posting transactions. | HIGH | ||
| A.2.3 | Audit Logs | Full audit-ready logs for drawdowns and capital transactions, including attached or linked documentation. | HIGH | ||
| A.2.4 | Auditing System Integrations | Ability to export logs and reports for use with external auditing systems. | MEDIUM | ||
| A.2.5 | BPCA IT Requirements | Compliance with BPCA cybersecurity requirements as set forth in Appendix F to this RFP. | MEDIUM | ||
| A.2.6 | Data Lockout | Historical data lockout to prevent retroactive changes once a drawdown period has been finalized. | HIGH | ||
| A.2.7 | Data Adjustments | Audit trails and approval workflows for adjusting entries related to locked historical data. | HIGH | ||
| Reporting and Analytics | |||||
| A.3.1 | Utilization Summaries | Readily available utilization summaries for bond funds and real-time fund balances. | MEDIUM | ||
| A.3.2 | Project Portfolio Dashboard | Configurable, user-friendly dashboard displaying budget versus actual versus committed data in real time. | MEDIUM | ||
| A.3.3 | Dashboard Integration | Ability to integrate with a future comprehensive financial dashboard system. | HIGH | ||
| A.3.4 | Role-Based Reporting Metrics | Role-based access restrictions on dashboards and reporting metrics. | MEDIUM | ||
| A.3.5 | Projected Forecasts | Forecasting of capital expenditures and drawdowns. | MEDIUM | ||
| A.3.6 | Project Phase Views | Gantt chart or milestone views for capital project phases. | LOW | ||
| A.3.7 | GASB Compliance | GASB-compliant capital asset tracking. | MEDIUM | ||
| A.3.8 | Configurable Reporting | Dynamic, configurable reporting that can categorize data into various classifications. | HIGH | ||
| A.3.9 | Periodic Reporting | Support for periodic reporting, including weekly bond drawdown reports. | HIGH | ||
| A.3.10 | Historical Data | Support for historical drawdown reports, including completed items and drawdown periods. | HIGH | ||
| Integration | |||||
| A.4.1 | ERP Integrations | Wide array of ERP integrations and configurations available to support BPCA's eventual transition to a new ERP system. | MEDIUM | ||
| A.4.2 | GP Integration | Bidirectional data flow integration with Microsoft Dynamics GP, including the ability to import scheduled capital transactions and post financial entries back into GP. | HIGH | ||
| A.4.3 | Procurement Software | Integration with procurement software to incorporate data from purchase orders, contracts, and vendor payments. | MEDIUM | ||
| A.4.4 | Treasury/Bond Management | Integration with treasury and bond management tools containing fund balances and draw schedules. | MEDIUM | ||
| A.4.5 | GIS/Asset Systems | Ability to tag capital projects to physical assets or locations through GIS or asset management systems, if applicable. | LOW | ||
| A.4.6 | Procore Integration | Optional integration with Procore with appropriate limitations and controls to prevent automatic live data pulls that could impact financial reporting. | LOW | ||
| A.4.7 | Two-Way Data Flows | Two-way data flow support, allowing bond-related information to feed in from the general ledger and for relevant outputs to feed back. | MEDIUM | ||
| Implementation | |||||
| A.5.1 | Cloud-Based Deployment | Cloud-based deployment with scalability, security, and backup capabilities. | MEDIUM | ||
| A.5.2 | Data Migration | Data import and migration services from legacy spreadsheets and financial systems. | HIGH | ||
| A.5.3 | API Availability | OpenAPI or accessible API availability for system-to-system communication. | MEDIUM | ||
| A.5.4 | Scheduled Exports/Ad Hoc | Support for scheduled exports in multiple formats (Excel, CSV, PDF) and ad hoc data queries. | HIGH | ||
| A.5.5 | Configurable Data Structure | Configurable chart of accounts and fund structure. | HIGH | ||
| A.5.6 | System Documentation | Robust system and workflow documentation to support onboarding and business continuity. | HIGH |
Scope B
| EXHIBIT H - REQUIREMENTS RESPONSE TEMPLATE | |||||
| Scope B: Investment Reconciliation and Reporting | |||||
| Instructions: For each requirement, indicate your firm's ability to deliver using the dropdown in the "Ability to Deliver" column. If selecting "YES with CUSTOMIZATION," you must provide a description in the Notes/Comments column. Priority designations: HIGH = essential to BPCA's core operations and must be delivered as part of the proposed solution; MEDIUM = important but alternative approaches or near-term roadmap commitments may be acceptable; LOW = desirable but not required. | |||||
| ID | Requirement | Details | Priority | Ability to Deliver | Notes / Comments |
| Functional Requirements | |||||
| B.1.1 | Portfolio Management | Ability to tag investments by fund, project, type, advisor, and custodian. | MEDIUM | ||
| B.1.2 | Trade Entry | Support for manual or batch trade entry, particularly for trades executed by advisors. | HIGH | ||
| B.1.3 | Retroactive Approvals | Ability to record execution date versus approval date with required justification and maintained audit trails. | MEDIUM | ||
| B.1.4 | Approval Workflows | Custom approval workflows for trade approvals and reconciliation sign-off. | HIGH | ||
| B.1.5 | Interest Tracking | Calculation and tracking of interest income and receivables across all securities. | HIGH | ||
| B.1.6 | Reconciliation Against Records | Matching of positions, income, and transactions against custodial and advisor records, with support for exception handling. | HIGH | ||
| B.1.7 | Automated Reconciliations | Automated reconciliations that compare statements of activities against executed investment letters and reports. | HIGH | ||
| B.1.8 | Maintaining Values | Maintenance of book versus market valuations, supporting pricing feeds and manual entries. | HIGH | ||
| B.1.9 | GASB Footnote Generation | Support for GASB footnotes under GASB 31, 40, and 72, including credit risk, maturity buckets, and fair value hierarchy levels. | HIGH | ||
| B.1.10 | Policy Compliance | Rule-based monitoring for maturity limits, credit ratings, and issuer and sector exposure. | LOW | ||
| B.1.11 | Exception Handling | Alerts and reporting for exceptions, including policy violations, unmatched transactions, and delayed approvals. | MEDIUM | ||
| B.1.12 | Audit Trails | Logging of all transactions, changes, and approvals with user and timestamp metadata. | HIGH | ||
| Security, Control, and Audit | |||||
| B.2.1 | Role-Based Access | Role-based access control to restrict visibility and action by user role, including trade entry, approver, and auditor roles. | HIGH | ||
| B.2.2 | External Parties | Read-only access for auditors and external reviewers. | LOW | ||
| B.2.3 | Data Restriction | Ability to restrict data by investment type, fund, or advisor based on user role. | HIGH | ||
| B.2.4 | Separation of Duties | Enforcement of separation of duties between trade execution, approval, and reconciliation. | HIGH | ||
| B.2.5 | Audit Trail | Full audit trail for all activity with timestamped logs, including trade entry, approvals, changes, and exceptions. | HIGH | ||
| B.2.6 | Version Control | Version control for all records with timestamped approval logs. | HIGH | ||
| B.2.7 | Retroactive Approval Workflow | Retroactive approval workflow with required rationale and timestamp logging. | LOW | ||
| B.2.8 | Confirmation Approval | Optionality to automatically generate trade letters based on confirmations and route for approvals, or to define a non-letter-based workflow for trade approvals. | HIGH | ||
| B.2.9 | Trade Aggregation | Configurable aggregation period for trade approvals. | HIGH | ||
| Reporting and Analytics | |||||
| B.3.1 | Portfolio Summary Reports | Portfolio summary reporting, including book versus market value, duration, yield, and income earned. | HIGH | ||
| B.3.2 | Accrued Interest & Income | Tracking and reconciliation of expected and received interest income per investment and fund. | HIGH | ||
| B.3.3 | Reconciliation Reports | Reconciliation reports showing matched and unmatched positions and transaction summaries. | MEDIUM | ||
| B.3.4 | Policy Compliance Reports | Policy compliance reports highlighting exposure, violations, and limits exceeded. | MEDIUM | ||
| B.3.5 | Advisor Oversight Reports | Advisor oversight reports grouping trades and performance by investment advisor. | HIGH | ||
| B.3.6 | Reporting Format | Ability to export and run monthly reports directly in Excel. | HIGH | ||
| B.3.7 | Gain/Loss Reporting | Reporting on realized gain and loss at each sale or maturity. | HIGH | ||
| B.3.8 | Account Tracking | Tracking to ensure securities are in current accounts. | HIGH | ||
| B.3.9 | Portfolio Tracking | Tracking at the portfolio level to maintain cost basis over time. | HIGH | ||
| B.3.10 | Maturity Tracking | Ability to track securities over multiple years, including those purchased in prior periods that have not yet matured. | HIGH | ||
| B.3.11 | Tracking Identifiers | Support for additional identification levels, such as portfolio numbers for securities sharing a CUSIP. | HIGH | ||
| B.3.12 | Fair Value Analysis | Ability to report at both cost basis and fair value. | HIGH | ||
| B.3.13 | Fair Value Schedule | Ability to pull values from custodian statements to generate fair value adjustment figures, update schedules, and book entries. | HIGH | ||
| B.3.14 | Trade Register | Trade register showing trade details, advisor, and execution versus approval status. | HIGH | ||
| B.3.15 | Maturity Ladder | Visualization of maturing investments by time bucket. | HIGH | ||
| B.3.16 | GASB 31 Footnote Report | GASB 31 footnote report for book versus fair value. | MEDIUM | ||
| B.3.17 | GASB 40 Footnote Report | GASB 40 footnote report for credit risk, interest rate risk, and concentration of credit risk. | MEDIUM | ||
| B.3.18 | GASB 72 Footnote Report | GASB 72 footnote report for fair value hierarchy at Levels 1, 2, and 3. | MEDIUM | ||
| B.3.19 | Export Options & Queries | Export options in Excel, Word, and PDF, with support for custom and ad hoc queries. | HIGH | ||
| B.3.20 | Interactive Dashboards | Interactive dashboards by user role, including investment accountant and controller. | MEDIUM | ||
| Integration | |||||
| B.4.1 | Custodial Integration | Ability to accept daily and monthly data from the custodian in formats including SWIFT, SFTP, Excel/CSV, and API through Nexen. | HIGH | ||
| B.4.2 | Advisor Trade Uploads | Ability to accept standardized templates from investment advisors for trade reconciliation through upload or integration. | HIGH | ||
| B.4.3 | ERP Integrations | Support for integrations with a variety of ERP systems, including journal entry exports for investments and accruals, in support of BPCA's planned ERP transition. | HIGH | ||
| B.4.4 | GP GL Integration | Integration with Microsoft Dynamics GP to support data exports and imports. | MEDIUM | ||
| B.4.5 | Document Management | If document management workflows are not contained within the solution, support for integrations with document management systems to attach broker confirmations and audit evidence. | LOW | ||
| B.4.6 | Pricing Feeds Integration | Ability to import pricing data from custodian and advisor systems or via manual upload. | MEDIUM | ||
| B.4.7 | Fair Value Integration | Ability to directly import fair value data. | HIGH | ||
| Implementation | |||||
| B.5.1 | Cloud-Based Deployment | Cloud-based deployment that supports SOC 2 Type 2 or equivalent compliance. | MEDIUM | ||
| B.5.2 | User-Friendly Configuration | User-defined fields, tags, and policy rules to support BPCA-specific configuration. | HIGH | ||
| B.5.3 | Batch Uploads | Batch upload capabilities for trades, prices, and custodial records. | HIGH | ||
| B.5.4 | Scheduled Imports/Generation | Scheduled imports and automated report generation. | MEDIUM | ||
| B.5.5 | Reporting & Queries | Ad hoc reporting and query builder with drag-and-drop or SQL-like GUI functionality. | HIGH | ||
| B.5.6 | Cross-Reporting | Multi-entity and multi-fund support with cross-reporting capabilities. | HIGH | ||
| B.5.7 | Audit Logs | Exportable audit logs for review and archival. | HIGH | ||
| B.5.8 | Scalable Solution | Scalable to accommodate a growing number of advisors, funds, or assets. | HIGH | ||
| B.5.9 | IT Dependency | Minimal IT dependency for regular operations and ongoing maintenance. | HIGH |
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