Requirements Matrix Spreadsheet.pdf

REQUIREMENTS MATRIX SPREADSHEET

Response Definition Native Exists in the version of out-of-the-box product provider expects to implement.

Configurable Configurable without requiring coding.

Customizable Not available out-of-the-box but can be provided as a modification requiring code or extensive setup at an additional cost. Provide an explanation and relative level of effort of the customization in the comments.

Future Planned Not supported in this proposal, but expected to be an out-of-the-box feature of a future product version.

Not Available This is not an available feature.

Type Req ID Area Requirement Description Short Response Long Response Comments Functional Funct 1.00 Space Management Funct 1.01 Space inventory tracking Track and manage space usage by building, floor, room, and department

/ cost center Funct 1.02 Space inventory history Record historical usage (including moves and reconfigurations) for

COWCAP and audit reporting Funct 1.03 Space Change notifications Automatic notification to users responsible for updating billing information Funct 1.04 Floorplans Provide visual maps and floorplans with spatial data Funct 1.05 CAD Integration Integrate with AutoCAD, Revit to import space data and floorplans into the system. Support import of equipment data as well if this is included in drawings.

Funct 1.06 Space utilization analysis Analyze how space is used; identify over or under-utilized space.

Visualize space usage using colored floorplan highlights by many difference space parameters

Funct 1.07 Move management Plan and Track moves of individual employees Funct 1.08 Occupancy planning Plan required space, including based on calculated / expected changes in counts of people occupying the space. This includes "Blocking and Stacking" building and floor-level planning, as well as floor-level move planning by group.

1.09 Point-In-Time Space Usage Reporting Record and report space usage (assignment of space to a cost center or lease) in a way that includes start and end dates for that assignment, so that historical, current, and future space usage reporting is possible.

Accomodate unknown end dates (a blank end date means "infinitely far into the future"). Provide overlap (same space assigned to multiple users) and unused (space assigned to no users) checking for a point in time

1.10 Explicit Vacant Space Accounting Provide a mechanism to explicitly assign space as vacant. Multiple vacant values (Vacant, Condemned, Under Renovation, etc.) should be allowed.

Funct 1.11 Calculate Chargeback Enable chargeback calculations by department using Board approved rates

Funct 1.12 ERP Integration Validate chargeback codes with active list from SAP Integrate with SAP for billing to departments

Funct 1.13 Reporting Generate Departments Square Footage by Building Reports (currently called PCT Space report, COWCAP Report)

Funct 1.14 Space Floorwalk Mobile tool for tracking space changes Funct 1.15 Floorplan Printing Good zoom, scale, highlight, print functionality.

Funct 1.16 Shared Space Tracking Assign multiple departments to a room, or assign prorate.

Funct 1.17 Justification Tracking for Variance When there is remaining area in a drawing - track the explanation.

Funct 1.18 Building Request Form Request form for setup of new leased/owned buildings.

Funct 1.19 Access to As Built MEP Drawings Access As Built drawings (AutoCAD) and/or models (Revit) to be able to review MEP details, including water and electrical routing / shutoffs

Funct 1.20 GIS Coordinates Store GIS Coordinates (Latitude, Longitude) for Buildings

Funct 1.21 Building Attributes The IWMS should have building attributes to store common building properties including:

- Building Age

- Building Materials

Funct 2.00 Real Estate Lease Management

2.01 Assign Lease Owners / Agents Assign lease responsibility to specific staff, while also providing reporting ability for management to drill down into staff lease portfolios

Funct 2.02 Lease abstraction and tracking Support lease abstraction, clause extraction, lease review, identification of key dates or obligations and/or AI-assisted lease summaries from lease documents, with user review, County-approved AI/data controls, and storage of approved abstracts and key clauses. Ability to support production of future rent schedules based on contracts by date fields

Funct 2.03 Property Information Comparison Support import, integration, or reference of third-party real estate listing or market data where licensed by the County and technically available.

Funct 2.04 IFRS16 and FASB 842 Compliant IFRS16 and FASB 842 Compliant Funct 2.05 Lease Expense / Income Forecasting Forecast lease expenses and income based on lease terms Funct 2.06 Model Lease Terms Ability to model lease terms based on lease parameters entered

Funct 2.07 Lease Administration alerts / reminders Track lease milestones (lease expirations, options, rent escalations, insurance requirements, insurance, sales reporting, and critical dates etc.) with automated notification to users impacted. Send alerts/reminders for key dates and compliance deadlines

2.08 Holdover notifications / alerts Holdover identification, alerts, escalation notifications, and aging reports.

Funct 2.09 Compliance management Ensuring both tenant and landlord adhere to all terms, conditions, and obligations of a lease agreement, including legal and regulatory requirements

Funct 2.10 Handle Owned and Leased Properties Provide a centralized lease repository for both owned and leased properties

Funct 2.11 Multiple Lease Responsibility Assignment Methods Multiple Lease Responsibility Assignment Methods

2.12 Leases associated with Space / Properties Associate Leases with Building, with Floors within buildings, with Suites within Buildings, and with Land (including Properties and Parcels). Be able to associate a single lease with arbitrarily many of these space / property types

Funct 2.13 Leases Calendar View Display calendar view for lease events

2.14 Exportable Lease Calendar Ability to export lease calendar as an Outlook calendar

Funct 2.15 Tenant / Landlord Responsibility Tracking Track tenant/landlord responsibilities and performance Funct 2.16 Multi-Unit / Tenant Structures Support multi-unit and multi-tenant structures Funct 2.17 Handle Lease Increase / Escalation Calculations Calculate CPI increases and rent escalations

Funct 2.18 Perform CAM Reconciliations Perform CAM Reconciliations, including alerts and notifications of variances

Funct 2.19 Enable Email Notification to Lease Parties Support generation of lease documents, notices, and email notifications using approved templates and related lease data.

Funct 2.20 Payment History Interface from ERP Ability to automate and schedule the upload payables and receivables information from SAP into the IWMS system

Funct 2.21 Lease Notes Have a section for tracking user notes in chronological order with automatic timestamps; configurable alerts and notifications when new notes added.

Funct 2.22 Documents Lease and Ownership Documentation Management Funct 2.23 Amendment / Version History Maintain full amendment and document version history Funct 2.24 Rent Rolls / Payment Schedules Generate rent rolls and manage payment schedules, including for holdovers, amortizations, etc.

Funct 2.25 Tenant Statements Generate tenant statements Funct 2.26 Lease Reporting Generate reports for lease expirations, receivable leases, adding late fees, scrub report against leased buildings

2.27 Lease Blocking and Stacking Reports Be able to show the leases associated with a building, and with floors within a building. Combine this with information about Cost Center usage in the same building (so a user can see a single view of EVERYONE using the building)

Funct 2.28 Lease Approval Routing Approval options when lease updates are made, to ensure data compliance.

Funct 2.29 Lease Templates Standardized Lease Entry Forms with automated population of fields.

Funct 2.30 Single Console for Lease Management All related data in one place (ex: work requests) Funct 2.31 Tracking of Lease communication Integrated notes and communication logs. Ideally email integration so logs related emails.

Funct 2.32 Support for Subleases Support for Subleases Funct 2.33 Email Notifications for Work Requests from Leased

Properties Email Notifications for Work Requests from Leased Properties

Funct 2.34 Track Utility Caps for Leases Integration with Utility Management

2.35 Create / Send Invoices Does the solution create Lease Invoices? Send Lease invoices to a configured location at the client? How does this work? How are invoices generated in this system synched with the Finance / Accounts Receivable System?

2.36 Interface with Financial System Does this solution interface with Financials / ERP Systems? Are such interfaces pre-built? If so, what types of lease data are exchanged with the Financials / ERP System

2.37 Search Capability Does this solution include powerful search capabilities that can search for leases that meet certain date, attribute or language criteria within lease text, descriptions, attributes and associated documents? Can these searches pull back a summary of the required data directly, and not merely provide the user with a link? Please describe how this capability operates.

Funct 3.00 Real Estate Portfolio Management

3.01 Portfolio global dashboards Executive dashboards displaying:

o Owned and leased portfolio inventory o Occupancy and vacancy metrics o Upcoming lease expirations o Revenue and expense reporting o Holdovers o Major transactions and projects

3.02 Assign Acquisition Owners / Agents Ability to assign acquisition responsibility to specific staff, while also providing reporting ability for management to drill down into staff acquisition portfolios

Funct 3.03 Portfolio performance analysis Evaluating a collection of real estate investments to gauge their financial health and strategic effectiveness

Funct 3.04 Property acquisition and disposal tracking Monitoring and documenting the entire lifecycle of an asset, from its purchase or acquisition to its removal or disposition

Funct 3.05 Financial reporting Compiling and analyzing financial data from a collection of real estate assets to assess the portfolio's overall performance, financial health, and profitability

3.06 Transaction / Deal Pipeline Management Transaction/deal pipeline management for new leases, renewals, acquisitions, dispositions,easements, licenses, and site selection projects.

3.07 Transaction Stage Tracking Transaction stage tracking, assigned ownership, target completion dates, and workflow approvals.

3.08 Negotiation Tracking Negotiation tracking and executive-level transaction dashboards / generate reports for update meetings

Funct 3.09 Strategic planning tools Software, data analysis techniques, and processes that help investors manage multiple properties to achieve long-term financial goals by providing insights for strategic decisions

Funct 3.10 Market Analysis and Due Diligence Comprehensive audit of a property or portfolio's legal, financial, physical, and environmental aspects to confirm its value and identify risks before a transaction

Funct 3.11 Test Fit and Site Selection Support site selection and conceptual planning by evaluating how potential properties (land or existing buildings) meet programmatic needs, including property comparison, mapping and demographic overlays, candidate site evaluation and scoring, and comprehensive site selection analysis.

Funct 3.12 Negotiation Analysis Support for strategic process of evaluating and planning a property transaction to understand each party's interests, alternatives, and leverage to achieve a mutually beneficial agreement

Funct 3.13 Approvals Circulation Support configurable routing of documents, requests, or transactions to defined individuals or teams for review and approval.

Funct 3.14 Transaction Closing and Abstracting Support for compiling an abstract of title, including history of ownership and any legal encumbrances, such as liens or easements, to verify a clear title.

Funct 3.15 Track owned and Leased Properties Track all county-owned and leased properties Funct 3.16 Handle Work Orders Assign and Manage Lease Work Orders Funct 3.17 Handle Inspections Assign and Manage Inspections. Record inspections, findings, and generate follow-up actions Funct 3.18 Handle Repairs Assign and Manage Repairs Funct 3.19 Handle Tenant Improvements Assign and Manage Tenant Improvements Funct 3.20 Occupancy / Vacancy History Monitor property occupancy/vacancy trends Funct 3.21 Track/Notify Compliance Store compliance documentation with expiry alerts Funct 3.22 Track/Notify Insurance Store insurance documentation with expiration alerts Funct 3.23 Mobile Documentation Allow field documentation via mobile interface (pictures) Funct 3.24 GIS Integration / Visualization See portfolio on maps. Integrate with GIS for spatial views and property mapping. Interactive property and parcel mapping. GIS integration displaying property attributes, tenant information, acreage, revenue, lease terms, and associated documents. Support for County-owned land, airport properties, and regional park properties.

3.25 Workflow Automations Support workflows that allow: Department lease requests, New space Requests, Site selection and acquisition requests, Surplus property disposition workflows. Support automated approval routing and status tracking for these workflows. (This means that outside users should be able to kick off these processes to get the Real Estate Portfolio Management team started.)

3.26 Consolidated Property View Single property view containing:

o Leases and amendments o Capital projects o Work orders o Inspections o Property documents o Historical correspondence and activity logs

3.27 Correspondence & Activity Tracking Support correspondence and activity tracking by integrating with email systems and capturing LOI and negotiation history, stakeholder communication logs, and comprehensive property and transaction activity histories.

3.28 Search Capability Does this solution include powerful search capabilities that can search for portfolio items that meet certain date, attribute or language criteria within lease text, descriptions, attributes and associated documents?

Can these searches pull back a summary of the required data directly, and not merely provide the user with a link? Please describe how this capability operates.

4.00 Project Mgmnt & Capital Budgeting (Lease & Acquisition Projects)

4.01 Capital Program Tracking Support Funding Sources, Budgets, Capital Committed by Project, Multiple Funding Scenarios

4.02 Capital Request Tracking Track requests for Capital, approvals

4.03 Track Capital Projects Track all capital projects with scope, cost, and milestones. Assign responsible personnel or departments

4.04 Capital Project Need / Business Requirement

Tracking Track the business need, scope summary, justification, facility or asset driver, and related location information for capital project requests or project concepts.

4.05 Unique Project ID and Project Name Generate an automatically assigned unique short Project ID to identify the project, and allow users to enter a longer Project Name (which must also be unique)

4.06 Track Tenant Improvement Activity Track tenant improvement activity at a summary level, including status, responsible parties, key dates, and links or references to RFIs, quotes, and change orders where applicable.

4.07 Project Intake Workflow Ability for Requestors of new Acquisition / Disposition / Lease projects to start that process in the application, and answer a series of questions that would determine Acquisition / Disposition / Lease Project Type and create a draft project with a proposed project type. The questions asked should be branching: Answers to earlier questions determine later questions asked. Based on the requestor-provided input, the system would begin collecting required documents even before the project was assigned to an agent to process

4.08 Project Type Confirmation and Agent Assignment Management confirms project type suggested by system and assigns a managing agent for a property acquisition / disposition / lease Project

4.09 Project Workflow by Project Types / Templates Property Acquisition / Lease Project tasks and timelines generated by project templates associated with the Project Type chosen. Assigned agents allowed to remove tasks, add new free-form tasks to individual

4.10 Documents at Task Level Support ability to store an arbitrary number of documents at the task level. Allow version control of these documents. (Track Revision History)

4.11 Document Project Approvals / Required Reviews Document approvals / required reviews of the project to proceed / be marked complete. Allow for multiple approvers/reviewers, and serial approval (first approval triggers second approval, etc.)

4.12 Project Approval Notifications Support a notification workflow that drives project approvals by notifying approvers/reviewer of required approvals, providing reminders, and notifying author/manager/staff/approver/reviewer of overdue approvals needing follow-up

4.13 Projec Project Approval Notification Mechanisms How are such notification sent and received? (Email? Teams or other Work Messaging App? SMS Text?) How are such notifications configured (Is coding required, or are these pre-configured and users just need to select which notifications are active? How difficult is it to customize notification messages? Can message refer to the task / user / dates within the message, or are they generic?

4.14 Document Task / Milestone Approvals / Required

Reviews

Document approval / required reviews of tasks within projects requiring approval. Allow for multiple approvers/reviewers per task, and for this to be adjustable by the agent. Allow for serial approval (first approval triggers second approval, etc.)

4.15 Task / Milestone Approval Notifications Support a notification workflow that drives task/milestone approvals by notifying approvers of required approvals, sends reminders, and notifies author/manager/staff/approver/reviewer of overdue approvals needing follow-up

4.16 Status Tracking Document Status Changes (Dates / Approvals). Status at the Project level, and the individual Task Level

4.17 Change Order Visibility / Reference Support visibility into or links to change order information where relevant to facilities, assets, leases, costs, or capital planning records.

4.18 Budget and Cost Tracking (Estimates and Actuals) Track cost budgets, estimates vs. actuals. Track Capital and Expense budgets separately.

4.19 Responsible Party Tracking Track responsible departments, staff, vendors, or contacts associated with projects, facilities, assets, tasks, or follow-up actions.

4.20 Level of Effort Tracking Track labor hours and estimates by resource assigned by task

4.21 Project Risk and Issue Visibility Track or reference risks and issues that affect facilities, assets, leases, occupancy, maintenance readiness, or project closeout.

4.22 Project Cost Center Associate the project with the Cost Center(s) funding project work.

Allow multiple cost centers to be associated with a project

4.23 Permit Reference / Status Tracking Track permit status, key dates, or permit references where needed for facilities records, occupancy readiness, regulatory compliance, or closeout documentation.

4.24 Turnover Punch List Reference Support storing or linking to punch list items needed for facility turnover, maintenance readiness, asset updates, or closeout documentation.

4.25 Project Vendor / Contract Reference Support references or links to vendors, bids, contracts, purchase orders, invoices, or payments related to project records where applicable.

4.26 Project Document Management Allow storage of documentation and site photos

4.27 Milestone Management / Gantt Charts Schedule and manage project milestones (kickoff, inspections, closeout). Show on Gantt charts

4.28 SAP Integration for Project-Related Charges Support integration with SAP for project-related charges or financial references where project records are used for validation, reporting, billing, or cost allocation

4.29 Invoice Validation Support Support invoice review or validation workflows where IWMS records are used to validate facilities, maintenance, lease, inventory, project-related, or asset-related charges

4.30 Project Templates Support templates or configurable records for similar project, planning, transaction, or facilities workflows where appropriate. Support dependencies between workflow tasks, so shifting an upstream task adjusted down-stream task due dates. Support typical task lengths in templates that are applied to project tasks when these templates are used.

4.31 Multiple Project Types Allow assignment of multiple project types by Project, as some Property Acquisition / Lease Projects combine activities. If multiple Project Types are selected, retain the unique tasks from each, but do not create duplicates of the same task

4.32 Multiple Parcels / Properties A single project should be capable of supporting leasing / property acquisition of multiple parcels or properties

4.33 Acquisition Project Types Define project types / templates with unique tasks and milestones supporting the following functions:

Acquisition – Escrow Acquisition – Right of Way and Easements Acquisition – Land Donations Disposition (NOT - Surplus Conveyance!)

Disposition - Easement Disposition Flood Control

4.34 Leasing Project Types Define project types / templates with unique tasks and milestones supporting the following functions:

Existing Building - Lease Improvements New Construction

4.35 County Project Attributes Projects should configurable to include the following attributes, and be queryable by them

- Project Name

- Job Number

- Property Number (APN) - More than one per project

- Department (Airports, DBH, DPW-T, FCD, FIRE, Parks, etc. as defined in Archibus ls_depts table)

- Assigned Agent(s) - More than one per project

- Project Type / Assignment Type (see lists above)

- Valuation Required? (Yes/No/Completed/Unknown)

4.36 Support Additional Fields Support vendor-supported, upgrade-safe configuration of additional fields and attributes needed for project, planning, transaction, or facilities records, including text, validated lists, dates, and numeric values.

4.37 Configurable County Milestones Project templates should be configurable to support the following milestones

- Board Approval/Review Dates

- Opening of Escrow

- Entitlement Period Expiration Date

- Close of Escrow

- Deposit Delivered to Escrow

- Due Diligence Expiration Date

- Executed Letter of Intent

- Newspaper Publication

- 40 Day Notice to City

- Cancel Taxes

- Send Executed Documents (Not an exhaustive list - Will need to be reviewed and expanded during implementation)

4.38 Developer Entitlements Provide the ability to track, manage, and report on developer entitlements, including approval status, key milestones, conditions, and associated documentation. This means tracking County approvals defining what can be built and under what conditions prior to construction.

4.39 Milestone Variance Reporting / Delay Days Enable reporting on planned versus actual milestone or schedule dates, including calculated variance days where applicable.

4.40 Closeout / Completion Notification/Commencement

to Other Teams (Fiscal, Tax, Facilities Management)

Based on completion of project, by project type, enable notifications to concerned groups, including Fiscal team, Tax Team, Facilities Management Team, Project Management, Leasing Team by email. Allow customized messages to these teams with details of the project completed (property or properties, locations, go-live dates, etc.) Allow completion notifications for individual project to be adjusted by managing agent.

4.41 Space Management Impacts Suggest the creation of the Space Management objects (properties, parcels, buildings, etc.) as a result of project completion that generates such objects. Allow push-button creation of these objects when approved.

4.42 Project Status Reports Enable project status reporting using IWMS-related project, capital planning, facility, budget, milestone, and asset information, with configurable report output suitable for review or email attachment.

4.43 Project Executive Dashboard Show all projects in flight. Include project status, assigned agent, whether any Project tasks are showing delays or issues, show key dates including Board Agenda Item date, proposed acquisition end date.

4.44 Agent Dashboard Show projects in flight for the agent. Include project status, whether any Project tasks are showing delays or issues, show key dates including Board Agenda Item date, proposed acquisition end date. Allow drill-down to individual Project Tasks

4.45 Requestor Dashboard Show all projects in flight that were submitted by Requestor, or the Requestor's Cost Center. Include project status, assigned agent, whether any Project tasks are showing delays or issues, show key dates including Board Agenda Item date, proposed acquisition end date.

4.46 Historical Project Access Ability to look up past projects and see task / document / approval detail as needed

5.00 Asset Management

5.01 Asset Inventory Management Manage asset inventory by storing data and metadata for all capital and operational assets.

5.02 RFID and Barcode Tracking Enable RFID and barcode tracking, including asset labeling and scanning capabilities.

5.03 Classification Standards Support industry-standard classification systems (e.g., UniFormat) for consistent asset categorization.

5.04 Bulk Asset Management Support bulk creation, import, and update of asset records.

5.05 Asset Cloning Enable cloning of asset records to streamline creation of similar assets.

5.06 Asset Hierarchy Management Manage assets within component, assembly, and system hierarchies to reflect real-world relationships.

5.07 Asset Ownership Management Assign and manage asset ownership and custodianship for accountability and tracking.

5.08 Space Association Associate assets with the spaces they serve to assess operational impact and dependencies.

5.09 Lifecycle Tracking Track asset lifecycle details, including key dates, maintenance history, depreciation, cost, and useful life.

5.10 Asset Valuation Manage asset valuation data, including purchase value, current value, replacement cost, and disposal value.

5.11 Work Order Integration Link assets to work orders and maintenance history to support operations and reporting.

5.12 Contract Management Manage contracts associated with assets, including terms, vendors, and lifecycle milestones.

5.13 Warranty Management Manage warranties associated with assets, including defining and applying standard warranties across multiple assets.

5.14 Vendor Management Manage vendors associated with assets, including service providers, manufacturers, and suppliers.

5.15 Asset Retirement Track asset retirement, including decommissioning, disposal, and cost recovery.

5.16 Asset Document Management Manage asset-related documents, including manuals and attachments, via upload or external links.

5.17 Floor Plan Integration Locate and visualize assets on floor plans to support spatial context and operations.

5.18 FCA and FCI Support Support Facility Condition Assessments (FCA) and Facility Condition Index (FCI) calculations to evaluate asset and facility conditions.

5.19 FCA Survey Management Support assessment scheduling, mobile inspection capabilities, and standardized templates for consistent data collection and reporting.

5.20 Deferred Maintenance Forecasting Enable deferred maintenance forecasting to prioritize backlog and funding requirements.

5.21 Capital Planning and Forecasting Support long-range budget forecasting and capital planning aligned with FCA data and asset lifecycle information.

5.22 Capital Replacement Planning Automate capital replacement planning based on asset condition, lifecycle data, and risk factors.

5.23 Project and Work Generation Generate work requests and capital projects based on asset condition and replacement needs, including projected costs.

5.24 GIS Integration Integrate with ESRI ArcGIS to enable geospatial visualization of County facilities and assets, including asset mapping, location-based search, and reporting within a geographic context.

6.00 Facilities / Work Order Management

6.01 RFID/Barcode Labeling / Scanning Enable RFID/barcode scanning and equipment labeling

6.02 Work Request Submission Support Submission of Work Requests by Facilities personnel and

County users. Support a process for people in the community to submit work requests (possibly through County users)

6.03 Preventive maintenance scheduling Support preventive maintenance with scheduling tools. Auto-generate service tickets and assign to relevant staff.

6.04 PM Procedures / Checklists Support creation of PM Procedures / Checklists for locations or equipment.

6.05 Corrective maintenance tracking Allow submission of real-time Work Requests according to Problem Types

6.06 Supervisor Work order management Supervisor experience that simplifies Work Request Management, including seeing which WRs need to be assigned to CFs, which are overdue, etc.

6.07 Support for Dispatch Support for a "Dispatch" role and associated forms to allow a person to easily see which WRs need to be assigned, quickly choose the right people to assign them to.

6.08 Craftsperson Availability / Scheduling Schedule Craftspeople, prevent assignment of WRs to unavailable Craftspeople

6.09 Perform Rounds Support a process for inspecting locations or equipment on a regular, repeating, timed basis.

6.10 Perform Inspections Support for scheduled inspections of equipment

6.11 Perform Risk Assessments Support for performing risk assessments of equipment

6.12 Work Request Routing Support automated Routing of Work Requests to Workteams, Supervisors and Craftspeople

6.13 Work Request Escalation / Urgency Support for multiple levels of urgency, with corresponding due dates

6.14 Track Open WR Aging Track aging Requests

6.15 Track Completion History Track Completion History

6.16 Supervisor Reminders and Escalations Remind Supervisors of unassigned WRs, Assigned WRs not completed on time, Long Open WRs

6.17 Craftsperson Notifications / Reminders Notify Craftspeople or assigned WRs, Remind when Work Requests will soon be / are overdue. Remind of Long Open WRs

6.18 Requestor Real-time Updates Provide Notifications of Change and Real Time Status checking to Work Requestors

6.19 Supervisor Approval Support Supervisor Approval (both before assigning, and to allow closing)

6.20 Vendor Management Manage Parts and Equipment, Service Provider Vendors

6.21 Regulatory Compliance Regulatory Compliance

6.22 Craftsperson Skills / Certifications Craftsperson Skills / Certifications

6.23 Mobile Update / Submit by Craftspeople Enable field staff to submit and update work orders via mobile

6.24 Mobile Documentation Allow field documentation via mobile interface (pictures) when creating work requests.

6.25 Mobile Text to Speech Capabilities Enable voice-to-text note entry to support hands-free creation and updates of work requests in the field. Generate AI-assisted work order summaries and documentation to improve consistency and efficiency of maintenance records.

6.26 Craftsperson Time and Expense Tracking Track and report on labor hours and overtime hours per craftsperson per work order. Use configurable billing rates to convert hours to currency amounts.

6.27 Work Order Parts Usage Track the usage of parts and their costs on Work Orders

6.28 Other Work Order Costs Capture other work order costs (beyond labor and parts) in a way that allows the nature and amount of the spend to be captured for each work request. Should allow many "other costs" per work order.

6.29 Faciliti Cost Chargeback How does the system enable chargeback calculations by department and outside agencies using Board approved rates for department labor costs and actuals for vendor costs

6.30 Faciliti ERP Chargeback Integration Does the solution integrate with ERP / Financial systems to reflect Facilities Management Labor / Parts / Expenses? Are such integrations pre-built? If so, which ERP/Financials systems to integrations exist for, and what types of data are exchanged? We are particularly interested in whether the system can validate chargeback codes with an active list from SAP, Integrate with SAP for billing facilities management work to departments (both journal entry creation in SAP, and reports that show details of Work Orders and costs by department that led to the creation of the journal entries), and generate Accounts Receivable Invoices for Courts (a subset of Work Requests) that will be processed for payment in the Financials system.

6.31 Reporting Generate reports for work order status, maintenance schedules Generate reports showing Facilities Management costs versus chargebacks by building, and department and Courts Generate Billable/Non-Billable Costs report Generate report showing billed charges

6.32 Floor Plan Integration for Work Orders

Select work request location on floorplan when submitting and view locations of work tickets.

6.33

GIS Work Order Integration

Implement GPS tagging of work requests and inspections to capture accurate location data; provide the ability to locate nearby assets from mobile devices using location services; support field verification of asset locations through mobile-enabled mapping and updates.

6.34 Generate work order from Emailed Report Example: Generate work order from emailed security report.

6.35 Work order color coding Example: By priority - to easily identify correct request in queue.

6.36

Incident Tracking Way to track work as being part of an incident. Export incident report of included work. Track Incidents and details.

6.37 Cross-System Timekeeping Reconciliation True up time worked on tickets against work tickets.

6.38 Identify possible duplicate work requests Identify possible duplicate work requests

6.39 Process for managing future-scheduled work Does not affect open rates when work is scheduled for a specific date in the future.

7.00 Warehousing/Part Inventory Management

7.01 RFID/Barcode Labeling / Scanning Enable RFID/barcode scanning and labeling of parts

7.02 Support for Multiple Warehouses Support multiple warehouses when receiving, moving, using parts on

Work Requests

7.03 Real-Time Tracking Transferring or using a Part on Work Order decrements it from inventory as part of the transaction

7.04 Part and Reorder Levels Set limits on how much part inventory should be stocked

7.05 Material Transactions Support for receiving, transferring, issuing, returning, using inventory on work orders

7.06 Physical and Cycle Counts Perform inventories on parts to detect irregularities

7.07 Inventory / Restock Notifications Support inventory alerts and restocking triggers

7.08 Link to Work Order Management Link parts to equipment / Work Orders

7.09 Vendor Management Manage Parts Vendors, Purchase Orders to these vendors

7.10 Replenishment Alerts and Reorder Workflow Support replenishment alerts, reorder recommendations, approval workflows, and optional procurement integration when stock falls below defined levels.

7.11 Mobile Enablement Allow inventory to be moved, issued, stocked, counted from Mobile Devices

7.12 Parts inventory details Does the system track all required details of parts, with configurable fields.

7.13 Parts Cost Tracking If the cost increases for a part over time - does the part track its individual cost that was paid for that specific item at time of purchase.

7.14 OCR for Part Identification via Photo OCR for Part Identification via Photo

7.15 View commonly used parts Reporting

7.16 Multi-Part Entry from Single Screen Multi-Part Entry from Single Screen

7.17 Invoice validation workflow for parts Invoice validation workflow for parts

8.00 Utilities / Energy Management

8.01 Utility Types Support for multiple Utility Types including Electricity, Gas (Natural and

Propane), Water, Waste, Sewage. Allow user-defined Utility Types

8.02 Multiple Units Allow multiple units to be defined (Kilowatt Hours, BTUs, gallons, acre-feet, etc.) and conversions to be defined between units. Allow multiple units to be assigned to each utility type

8.03 Amount and Cost Capture the amount of the utility used, and the cost incurred

8.04 Rates Capture details about the rate code or structure that was in force when the costs were incurred

8.05 Vendor Information Capture vendor and bill information for usage / cost, including Vendor name, account numbers, bill number, dates covered

8.06 Meter Information Capture identifying information for the meter used to deliver the utility.

Be able to relate the meter to Space data (one or more buildings)

8.07 Utilitie Bill Data Entry / Billing System Integration Does the system include a bill-entry capability? How does this system integrate with the Utility Bill Capture Database to pull detailed usage information into the ERP / Financials System? Are such solutions pre-built? Which Financial Systems have such pre-built integrations?

8.08 Cost Center Reporting Be able to allocate Energy Usage at the Building / Cost Center level by calculating Building Usage, then allocating to Cost Center by Building Square Footage assigned.

8.09 Regulatory Reporting Be able to generate formatted output to be delivered to federal and other agencies the County is required to report to

8.10 Meter Amount Reconciliation Capture meter readings and compare to billed usage to find discrepancies

8.11 Meter Mapping to Non-Buildings Allow meters to be linked to non-building assets like streetlights.

8.12 Utility Forecasting Predict future usage based on previous years.

8.13 Weather Station Integration Use weather reports to calculate HDD and CDD.

9.00 Document / Knowledge Management

9.01 Associate with IWMS Activity Store documents by contract, lease, property, project, or vendor

9.02 Version Control / Logging Provide version control and change logs

9.03 Secure Document Access The system shall support role-based access controls for documents and attachments associated with IWMS records.

9.04 Support Use in Email Notifications Support use of document templates or attached documents in approved email notification workflows.

9.05 Secure Upload Enable secure upload

9.06 Drag and Drop Enable drag-and-drop

9.07 Folder Organization Enable folder organization

9.08 Knowledge Base Support for Knowledge Base repositories for Asset, Parts, other reference information

10.00 Reporting

10.01 Support Common Reporting Export Formats Export data to PDF, Excel, MSWord, and CSV

10.02 Support Drill-in Dashboards and Visual Metrics Include dashboard widgets for KPIs and visual metrics

10.03 Allow Scheduling Email Reports Allow scheduled email reporting

10.04 Support Filtering Support filtering by department, building, agent, or timeframe

10.05 Support Custom Reporting Please describe how the proposed solution supports Custom Reporting.

Built in platform tools? Ability to create custom SQL-based or REST API based reports? Support for common analysis platforms (Power BI, Tableau?)

10.06 Support for Ad-Hoc Reporting Please describe how the proposed solution supports Ad-Hoc reporting.

Built in platform tools? Ability to create custom SQL-based or REST API based reports? Support for common analysis platforms (Power BI, Tableau?)

10.07 Support Integration with Leading Reporting Platforms Support integration with PowerBI, Tableau, other leading reporting platforms

11.00 Mobile Support

11.01 Mobile access for technicians and inspectors The system shall provide secure mobile access for technicians, inspectors, and field staff to view, update, document, and complete assigned work.

11.02 IOS and Android compatibility Offer field-ready apps on iOS and Android

11.03 Offline Data Entry and Auto-Sync Allow offline data entry and auto-sync

11.04 Document / Photo Capture Support mobile photo uploads and inspection logs

11.05 Equipment Data Provide access to equipment records

11.06 Equipment History Provide access to equipment maintenance history, work order history, inspections, warranties, and related service information.

11.07 Floorplans Provide access to building maps, room layouts

11.08 Mobile Device Management Compatibility Support County mobile device management, security, version control, authentication, and access control requirements for mobile use.

11.09 Mobile Barcode Scanning Scanning to bring up asset details and open work requests

11.10 Mobile App Push Notifications Notifications for work orders

11.11 PDF Viewed In App View asset and work PDF documents in the field.

12.00 Additional System Integrations

12.01 Does this solution require another platform to be

installed to run (e.g. ServiceNow, ArcGIS)

Does this solution run as part of or on top of another platform that it cannot run without? This does not include architecture components like application servers (e.g. Tomcat) or data storage platforms (like SQL Server or Oracle) or languages (like Java). It refers specifically to other software packages that may be necessary prerequisites

12.02 If the answer was "Yes" to the question above, please

list the software package(s) required, and give details

Please list the software package(s) required, and explain how these are kept in sync with the solution when upgrade of the required software package is required, and whether these software packages will incur additional costs.

12.03 Integrate with Capital Project / Construction

Management (PMIS/ePM) systems to create Space, Assets Operational Baseline

Integrate with Capital Project / Construction Management (PMIS/ePM) systems to create building and equipment assets as capital projects deliver these.

12.04 Integrate with Capital Project / Construction

Management (PMIS/ePM) systems to enable closed-loop CIP/Project/Maintenance Lifecycle

Integrate with Capital Project / Construction Management (PMIS/ePM) systems to enable a closed-loop lifecycle. Identify deferred maintenance and capital needs and transmit them for project initiation, provide visibility into active projects impacting buildings and occupancy, and maintain bi-directional linkage so that major maintenance can trigger capital projects and completed projects update asset records within the IWMS.

12.05 Building Management System (BMS) Event-Driven

Work Request Support

Support integration with Building Management Systems (BMS) to receive defined events, alarms, or threshold breaches and generate candidate work requests based on configurable mappings, rules, and approval workflows.

12.06 Building Management System (BMS) Utility and Meter

Data Integration

Support the automated transfer of utility and submeter data from the BMS into the IWMS for use in energy monitoring, reporting, and analytics, with alignment to building and asset hierarchies.

12.07 Building Management System (BMS) Equipment

Identifier and Asset Synchronization

Provide a mechanism to synchronize equipment identifiers and asset metadata between the BMS and the IWMS, ensuring consistent asset references, location alignment, and accurate integration workflows.

12.08 Document Management System Integration Does the solution integrate with third-party Document Management Systems? If so, which systems, and how is this set up? Will documents stored in third-party Document Management systems be visible within this solution?

12.09 GIS System Integration Does this solution integrate with a GIS platform? If so, which platform?

12.10 Describe GIS System Integration Please describe the GIS Integration in detail. What elements of the solution are viewable via GIS? How are Properties, Sites, Buildings, Assets, Floorplans, Rooms/Spaces modeled in GIS? Can GIS be used to capture updates to these elements? Are these elements visible inside the solution application, or from within the GIS application? Please describe the level of effort required to set up this integration.

13.00 Artificial Intelligence

13.01 AI-Assisted Space Query and Reporting Support AI-assisted natural language query, reporting, or summarization for space usage and occupancy data, subject to user permissions, data access controls, and source traceability.

13.02 AI-Assisted Facilities Query and Reporting Support AI-assisted natural language query, reporting, or summarization for work requests, maintenance operations, teams, problem types, priorities, and performance metrics, subject to user permissions and source traceability.

13.03 AI-Assisted Utilities Query and Reporting Support AI-assisted natural language query, reporting, or summarization for utility usage, utility costs, meters, buildings, and cost centers, subject to user permissions and source traceability.

13.04 AI-Assisted Lease Query and Reporting Support AI-assisted natural language query, reporting, or summarization for lease dates, clauses, obligations, revenue, expenses, and documents, subject to user permissions and source traceability.

Should include generation of lease abstracts and executive summaries and proactive identification of lease risks, option condition changes, etc

13.05 AI-Assisted Capital Planning Query and Reporting Support AI-assisted natural language query, reporting, or summarization for IWMS-held capital planning, facility impact, asset replacement, milestone, and budget summary information, subject to user permissions and source traceability.

13.06 AI Proactive Feedback - No Auto-Updates Provide agent-created proactive feedback in easily applied forms, but do NOT allow agents to auto-update data. All data changes must be made by humans, and be auditable to the person that made them and the time the change was made

13.07 Space Planning Proactive Feedback Provide a configurable Space Planning agent or agents capable of taking on routine Space Planning tasks, such as:

- Creating notifications of apparently underused real estate

- Creating notifications of space physical / chargeable area discrepancies

13.08 AI-Assisted Recommendations and Workflow

Support

The system should support AI-assisted recommendations, alerts, summaries, or workflow support for authorized users, with human review before material actions are taken unless expressly configured and approved by the County.

13.09 AI Governance and Administrative Controls The system shall provide administrative controls to enable, disable, limit, monitor, and configure AI capabilities by role, function, data domain, or business process where applicable.

13.10 AI Data Protection AI capabilities shall not use County data to train external models or improve third-party AI services without explicit County authorization and shall comply with County security, privacy, and data governance requirements.

Non-Functional Non-F 14.00 Accessibility Non-F 14.01 WCAG 2.1 and ADA compliance for all user interfaces

14.02 Accessibility Testing and Documentation The vendor shall describe how accessibility is tested, documented, remediated, and maintained across releases for user-facing interfaces.

Non-F 15.00 Performance

Non-F 15.01 Optimized System Response The system shall provide acceptable response times for common user actions, including search, record retrieval, record updates, dashboard access, and mobile workflows.

Non-F 15.02 Fast Page Load Times The system shall load commonly used pages, forms, dashboards, and search results within reasonable timeframes under normal operating conditions.

Non-F 15.03 Scalable Infrastructure The system shall support scalability to accommodate County users, records, integrations, reporting, mobile usage, and future expansion.

Non-F 15.03 Adjustable application timeout Ability to adjust timeout to desired limit.

Non-F 16.00 Usability Non-F 16.01 Role-based Access Support role-based access and administrative configuration Non-F 16.02 Customizable Dashboards Customizable Dashboards Non-F 16.03 Simplified Homepage Simplified Homepage Non-F 16.04 User-Friendly Navigation User-Friendly Navigation Non-F 16.05 Administrator-Configurable Data and UI Elements Support administrator-configurable fields, forms, dashboards, workflows, reports, and user interface elements using vendor-supported, upgrade-safe tools.

Non-F 16.06 Flexible Email Notifications Ability to create custom email notifications based on business need

Non-F 16.07 Multi-Step Approval Workflows Allow configuration of multi-step approval workflows, route tickets to work teams or craftspeople based on problem type.

Non-F 16.08 Training Availability Training Programs available to educate new users on the system, and existing users on new functions

Non-F 17.00 Change Tracking Non-F 17.01 Full audit trails Full audit trails Non-F 17.02 Data Change Logging Log data changes with responsible user, timestamp, and action

17.03 Configurable Data Validation The system shall support configurable validation rules, required fields, controlled values, and data standards for key IWMS records and workflows.

17.04 Data Quality Reporting The system shall support reporting or dashboards that identify incomplete, inconsistent, outdated, duplicate, or noncompliant data in key IWMS data domains.

Technical Techn 18.00 Security Techn 18.01 HTTPS Encryption Encrypt data in transit using current, industry-standard HTTPS/TLS protocols Techn 18.02 SSO Integration Integrate with County SSO for secure, centralized login Techn 18.03 Data At Rest Security Store data securely to prevent unauthorized access, including appropriate network security, tenant isolation where applicable, and encryption of sensitive data at rest.

18.04 User Access Provisioning and Deprovisioning The system shall support secure user provisioning, role assignment, access review, and deprovisioning processes aligned with County identity and access management practices.

18.05 Security Audit Support The system shall support security audit needs, including access reporting, administrative activity review, authentication activity where available, and evidence needed for County security reviews.

Techn 19.00 Availability and Patching Techn 19.01 System Uptime What type of uptime percentages should system users expect?