REVISED S2188 Requirements Matrix.xlsx

XLSX spreadsheet 94 KB Posted Nov 16, 2022

Attached to: Professional Licensing Solution
Solicitation number: BRDCOM-S2188
Issued by: Clark County, Nevada

About this file

Written by GovTribe AI · Apr 2, 2024

This document is a Requirements Matrix for a Professional Licensing Solution contract opportunity in the state of Nevada, involving Clark County and the City of Las Vegas. The solution must provide automated processes for licensing, registration, and renewals, including electronic application submission, workflow management, inspection scheduling and tracking, data entry, search, reporting, security, and financial capabilities. The contract term is unspecified.

The solution must meet detailed functional requirements across multiple modules, including the ability to integrate with GIS data, create customized dashboards and reports, and maintain robust audit and security controls. Pricing options include standard, configurable COTS/SaaS, workflow/system configuration, modifications, and custom development, with the vendor required to explain how each requirement will be satisfied and provide associated costs. No cash payments will be accepted, and the solution must support multiple electronic payment methods.

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Other files

File	Type	Posted
BRDCOM-S2188 Cost Schedule.docx	DOCX document	Nov 16, 2022
Proposed Staff Resume.docx	DOCX document	Nov 16, 2022
Revised Timeline BRDCOM-S2188 Professional Licensing Solution.docx	DOCX document	Nov 16, 2022
Standard Form Contract.docx	DOCX document	Nov 16, 2022
S2188 INSURANCE REQUIREMENTS.docx	DOCX document	Nov 16, 2022
Terms and Conditions for Goods.pdf	PDF	Nov 16, 2022
Amend 1 Q_A S2188.xlsx	XLSX spreadsheet	Nov 16, 2022
Reference Questionnaire~1.docx	DOCX document	Nov 16, 2022
Terms and Conditions for Services.pdf	PDF	Nov 16, 2022
Attachments for Signature.pdf	PDF	Nov 16, 2022
Quote Instructions.pdf	PDF	Nov 16, 2022
S2188 Letter of Intent.pdf	PDF	Nov 16, 2022

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TOC

System Requirements - Technical Requirements

Table of Contents
3.1	Licensing and Registration
3.2	Inspection
3.3	Data Entry, Collection
3.4	Search
3.5	Dashboard
3.6	Reporting
3.7	Data Retention / General User / Comaptability
3.8	Financial
3.9	Security Standards
3.10	Narrative Response to Requirements Matrix

Instructions

Tabs Drop Down Menu Responses
Acknowledged/Standard Function	The proposed system fully satisfies the requirement as stated. The vendor shall explain how the requirement is satisfied by the system within their narrative response.
Narrative Response	The proposed solution requires a narative response for the contract period.
No Cost Confirgurable COTS/SaaS	The proposed solution requires configuration at no cost to the State via a COTS or SaaS component.
Workflow or System Configuration Required	Current functionality of the proposed system exists in the system and can be modified by a system administrator to meet this requirement.
Modification Required	The proposed system requires a modification to existing functionality to meet this requirement which requires a source code modification. The system shall be modified to satisfy the requirements as stated or in a different format. The vendor shall explain the modifications and include the cost of all modifications above and beyond the base cost in cost proposal.
Custom Design and Development	The proposed process/system requires new functionality to meet this requirement which requires a source code addition. The vendor shall explain the feature and its value and include any cost above and beyond the base cost in their cost proposal.
Cannot Meet Requirement	The proposed system shall not satisfy the requirement. The vendor shall explain why the requirement cannot be satisfied.
Other Solution/Third Party	If the requirement is to be satisfied through the use of a separate solution or through a third party solution, vendors shall identify in their narrative response those solutions and describe how the functionality is to be used to support the requirements.

3.1

3.1 Licensing and Registration

3.1.1	Automated processes for billing, payment, issuing and renewal of licenses and registrations.
3.1.2	Receive applications for licenses electronically via the Board’s web page.
3.1.3	Ability to route an online application to the correct staff member for processing
3.1.4	Create and modify document templates for licenses and renewal notices.
3.1.5	Automatically send email notifications to license holders about upcoming renewals.
3.1.6	Provides for the identification of non-renewable license types so renewal notices will not be produced for them.
3.1.7	Print licenses, registrations, and certifications in either batch or on-demand during processing.
3.1.8	Create/modify workflows for mapping business process using an intuitive graphical interface.
3.1.9	Utilizes existing address, parcel and property ownership data through integration with a GIS provider
3.1.10	Identify or reference a location by parcel ID, address, structure, geographic coordinates, zone or district
3.1.11	Link multiple person or business contacts with a location
3.1.12	Specify the relationship of a person or business to a location (e.g. property owner, facility manager).
3.1.13	Create user defined attributes for location records.
3.1.14	Add narratives or notes to individual locations.
3.1.15	Allows user to override pre-populated information if software data entry screens contain prepopulated person or location data.
3.1.16	Store validated person or location data that supersedes data imported from an outside source.
3.1.17	Search for a location by parcel ID, address, street related person or business, legal description, common name, structure, geographic coordinates, zoning or district.
3.1.18	See all current and historic activity for a specific location, in an expeditious manner
3.1.19	Track changes made to records and retain a change log for historical lookup.
3.1.20	Allow an applicant to create an account as part of the submission with a unique identifier for the applicant. The applicant can start an application and save it to complete at a later date. As well as, track the review of the application and provide additional material/updates if required
3.1.21	Check an application submitted electronically for completeness of information and materials.
3.1.22	Verify that the address exists and that the subject property is within the State limits.
3.1.23	Ability for the applicant to upload attachment is multiple commonly used file types and from multiple operating systems.
3.1.24	Ability for applicants to correct their submission, including deletion of uploaded files and replacing options prior to the application being accepted and assigned.
3.1.25	Provide error messages to applicant highlighting mandatory and required inputs.
3.1.26	Ability to applicant to digitally sign the electronic submission, preferably through an integrated software. Otherwise provide capability for third party software application, or the ability to print, sign and upload.
3.1.27	Ability to send an email to the applicant indicating successful submission with entry free of errors.
3.1.28	Automate the review process of an application by assigning a case nubmer to the applicationand directin git to a specific staff member.
3.1.29	Allow multiple staff to review the application at the same time and provide notes/comments in a central location that can be viewed by others.
3.1.30	Track the calendar days from the submission of an application and be able to send email reminders to staff of task to be preformed as part of the review process.
3.1.31	Enter/schedule calendar dates in the future for when a new salon or school location is to be inspected/reviewed and send an email or calendar reminder for that date.
3.1.32	Ability to link an unlimited number of parties to a salon or school location.
3.1.33	Flag certain applications or files for a specific action to occur or follow-up.
3.1.34	Create and automatically address and print letters or notices to a list of addresses.

3.2

3.2 Inspection

3.2.1	Software automatically checks that a salon or school application is valid prior to scheduling an inspection.
3.2.2	Software has the ability to allow for inspections in the field using a mobile data device.
3.2.3	Software provides a user-defined table of standard comments that can be used to speed up inspection results entry.
3.2.4	Software provides the ability to generate/print inspection checklists and results sheets in the office or out in the field or electronically via an email or posted online.
3.2.5	Software provides a process to centrally schedule and manage inspections for all types of regulated activity.
3.2.6	Software provides the ability for inspections to be requested/scheduled on-line.
3.2.7	Software provides the ability to define availability times or windows for individual inspectors.
3.2.8	Software prevents overscheduling of inspectors.
3.2.9	Software provides the ability for salon and school owners to schedule permit inspections online.
3.2.10	Software provides the ability to schedule or assign inspectors based on availability, inspection locations, or inspection type.
3.2.11	Software provides the ability to reassign an inspection to a different inspector.
3.2.12	Inspection calendar can synchronize with Google Calendar.
3.2.13	Software automatically checks for holidays or other scheduled office closings prior to scheduling an inspection.
3.2.14	Software provides drop down menus so that users can select commonly used violations.
3.2.15	Software provides the ability for photos and videos of violations to be attached to the case file.
3.2.16	Software provides the ability to list multiple violations during a single inspection.
3.2.17	Software provides the ability to create and customize documents for inspections, notice letters, hearings, and door hangers.
3.2.18	Software notifies staff when allowed response time has passed and a location or licensee needs to bere-inspected to confirm the violation has been addressed or not.
3.2.19	Software provides the ability to track, issue, and send electronic invoices for license holders who have received a violation.
3.2.20	Software provides for the ability to send electronic invoice reminders for license holders who have received a violation.

3.3

3.3 Data Entry / Collection

3.3.0	Software avoids duplicate data entry between applications and functions.
3.3.1	Mandatory fields are color coded or identified in some way different from optional fields.
3.3.1.1	Software provides the ability to attach and/or link a variety of documents, images, maps, URLs to individual locations or people.
3.3.1.2	Software provides the ability to create links from records to documents stored on internal shared network folders.
3.3.1.3	Software interface includes a list of frequently used or favorite menu options for efficient program navigation.
3.3.1.3.A	Software provides the ability to customize the user interface at the system and group level.
3.3.1.4	Users can adjust commonly altered variables, such as codes, drop down menu choices, and report parameters, without the services of a professional programmer.
3.3.1.5	Users can create, modify and delete workflows, scripts or automation processes without the services of a professional programmer.

3.4

Seach Functionality

3.4.1	Applications provide the ability to store, search, access and retrieve multiple years of historical data.
3.4.2	Applications provide flexible search criteria based on partial name, description, date range, work type, assigned under or other search fields and filtering capabilities that limit the items in the selection list to those that match the specific criteria.
3.4.3	Search results can be filtered, sorted or used as the source data for further refined searches.
3.4.4	Default search, filter and sorting criteria can be set on a per-user basis.
3.4.5	Search results can be printed or exported to a file in a variety of formats - HTML, .pdf, .xlsx or text.

3.5

Dashboard Functionality

3.5.1	Software provides the ability to create multiple customized dashboards.
3.5.2	Content on dashboards is modular and can easily be added/removed/repositioned/resized.
3.5.3	Dashboard modules can be reused among multiple dashboards.
3.5.4	Changes made to modules are propagated to all dashboards.
3.5.5	Dashboard modules can be configured to show information that is specific to the person viewing it.
3.5.6	Dashboard modules can include: list, charts, maps, calendars, user presence, and web content from external sources.
3.5.7	Content on dashboards updates automatically without the need for users to poll or refresh.

3.6

Reporting Functionality

3.6.1	Software includes an ad hoc report writer with easy-to-use report authoring interface.
3.6.2	Software includes a robust set of pre-made reports of typical departmental functions.
3.6.3	Data dictionary is available to enable ad hoc report writes to access the necessary fields and tables.
3.6.4	Report interface has the ability to modify both data and presentation layout elements.
3.6.5	Reports allow users to determine which fields to display.
3.6.6	Reports allow users to determine selection, sorting, grouping, and filtering criteria.
3.6.7	Reports allow users to determine total and subtotals.
3.6.8	Reports allow users to combine data from all functional areas/modules.
3.6.9	Report templates can be created and modified to facilitate a consistent look and feel to report headers, footers, text formatting, font types, graphics, and other visual attributes.
3.6.10	Report interface provides an advanced interface for creating reports using non-destructive SQL queries.
3.6.11	Reports can be reviewed prior to printing.
3.6.12	Users can view, email, export, or print reports.
3.6.13	Reports can be scheduled to run automatically.
3.6.14	Applications allows users to electronically save or archive reports for subsequent access by all system users with appropriate security authorization.
3.6.15	Access to each report can be restricted to selected individuals or groups.
3.6.16	Software provides the ability to direct export data to file for loading into a PC applications in a variety of formats including: xlsx, csv, txt, xml.
3.6.17	Reports provide the ability to attach and/or link images, charts, maps or URLs.
3.6.18	Presentation ready reports can be saved in a variety of formats, including HTML, .pdfs, .xlsx, or text.

3.7

3.7 Data Retention / General User / Comaptability

3.7.1	Software provides the ability to define record retention schedules for customizable categories of data.
3.7.2	Software provides the ability to archive or delete records in bulk according to defined retention schedules
3.7.4	Software interface presents data based on user’s role or job position to minimize extraneous information
3.7.6	Software interface presents onscreen help or tooltips to provide guidance to end users.
3.7.7	Application programming interfaces or software development kits are available for use in developing custom applications.
3.7.8	Software has the ability to hold critical records and the ability to flag certain work and address in a dedicated queue.
3.7.9	Registrations and license types can be easily changed or modified from original selection.
3.7.10	Client application for a hosted solution is accessed through a web browser.
3.7.11	Hosted solution is fully functional in current versions of all major web browsers with a minimal interface difference (Chrome and Safari).
3.7.12	Hosted solution is supported for use on new major versions updates of browsers within 3 months of browser release date.
3.7.13	Hosted solution is certified for use on new releases and major updates of Windows within 12 months.

3.8

3.8 Financial Functionality

3.8.1	Software allows users to see transaction history and process payments directly from an application.
3.8.2	Software performs automated calculations.
3.8.3	Software easily allows for fee changes (amounts or calculation methodology) or new fees to be added.
3.8.4	Fee schedules can be versioned so that historical payments accurately reflect fees at the time the license was issued.
3.8.5	Fee schedules can be modified and scheduled to take effect on a date in the future.
3.8.6	Payments can be taken at the counter, by mail, and online (credit card or electronic check). No cash is accepted.
3.8.7	Software supports multiple payment methods (check, money order, credit card).
3.8.8	Software provides the ability to process partial payments or over-payments.
3.8.9	Software provides the ability to void a payment.
3.8.10	Software provides the ability to associate payments with multiple different accounting funds based on the type of fee.
3.8.11	Software enforces receipt of entire payment before license can be issued.
3.8.12	Software notifies users of all unpaid balances from all applications relating to a person or address.
3.8.13	Software provides the ability to create and print receipts to multiple paper sizes (ex. 3” receipt roll or 8.5” x 11” sheets).
3.8.14	Software provides the ability to email receipt.
3.8.15	Software provides the ability to process a payment without printing a receipt.
3.8.16	Software provides the ability to reprint a receipt.
3.8.17	Payment module interface is designed to accommodate a touch screen.
3.9.18	Software provides the ability for payments to be made through an on-line portal via the Board’s website.

3.9

3.9 Security Standards

3.9.1	Software has granular access controls to grant or restrict access to system features and functions to authorized personnel, by user and group or job function.
3.9.2	Software has security permissions that enable selected users to be designated as system administrators with the ability to perform maintenance tasks such as managing user accounts, modifying system parameters, and viewing audit logs.
3.9.3	Security permissions can be applied to groups of users in addition to individual users.
3.9.4	Software provides an audit trail that allows an administrator to identify the individual who last entered or updated any record or transaction as well as the date of the modification. Audit trail data is inseparable from the record or transaction that it documents.
3.9.5	Software provides a log or report of all deleted records or transactions that allows an administrator to be able to identify an individual and the date of the deletion. The length of time to retain deletion logs is configurable by system administrators.
3.9.6	Software maintains a log of invalid access attempts. It includes no less than date/time of attempt, username used for the attempt, and what the user attempted to gain access to. The data is visible only to users designated as system administrators. The length of time to retain invalid access attempt logs is configurable by system administrators.
3.9.7	All credit card transactions are processed by a PCI compliant 3rd party.
3.9.8	Software/solution does not record or store credit card numbers.

PDF

Requirements Matrix NARRATIVE RESPONSE

Vendors shall use the "Embed Object" function to include a PDF Narrative Response to the Requirements Matrix. Embedded Objects shall be inserted in cell C3. Alternatively, Vendors may submit with the Technical Response as "Other Documentation"

DropDown

Scopes of Work Proposed

Bid

No Bid

SOW Response

Agree

Disagree

Contract Period Matrix

Acknowledged/Standard Function

Narrative Response

No Cost Confirgurable COTS/SaaS

Workflow or System Configuration Required

Modification Required

Custom Design and Development

Cannot Meet Requirement