RFI 25_0103_2 (PM Software).pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR INFORMATION

RFI NO. 25-0103-2

PROJECT MANAGEMENT SOFTWARE PLATFORM

INFORMATION RECEIVED BY: 5:00 P.M., SEPTEMBER 5, 2025

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: July 28, 2025 RFI NO: 25-0103-2

GENERAL INFORMATION FOR REQUEST FOR INFORMATION

SECTION I - INTRODUCTION:

The Chatham County Project Management Office (PMO) is seeking information from qualified vendors on Project Management Software (PMS) platforms that can support the County’s enterprise-wide project tracking, collaboration, reporting, and portfolio oversight needs. This

Request for Information (RFI) is for informational purposes only and is intended to guide the development of a formal Request for Proposal (RFP). The desired solution will support program-level visibility, individual task accountability, interdepartmental collaboration, and executive-level dashboards across multiple teams and initiatives. This platform will be used not only by the

PMO but also by other departments such as Information and Communications Services (ICS), Engineering, and the Chatham Emergency Management Agency (CEMA), ensuring consistency and collaboration across the enterprise. The system should support all forms of project management methodologies, including traditional, agile, hybrid, and custom workflows.

SECTION II - GOALS OF THE PMS SYSTEM:

The ideal PMS system will provide:

• A unified project and program tracking

• Customizable dashboards and reporting at all organizational levels

• Task-level detail management with timelines and status updates

• Seamless collaboration across departments

• Integration with existing tools like Microsoft Office, Outlook, and SharePoint

• Support for resource allocation and man-hour tracking

• Clear Responsible, Accountable, Consulted, and Informed (RACI) matrix integration and role assignment

• Light budgeting tools or external budget system integration

SECTION III - REQUESTED VENDOR INFORMATION:

Vendors are encouraged to submit detailed information in the following areas:

1. Core Project Management Capabilities

• Task creation, ownership, status, dependencies

• Gantt charts, Kanban boards, calendars

• Customizable templates for common project types

• Portfolio and program tracking (multiple projects under one umbrella)

• Milestone and goal tracking

2. Collaboration & Communication Tools

• Shared document management (commenting, version control)

• Real-time chat or threaded discussions per project/task

• Notifications, reminders, and subscription settings

• Role-based access controls and permissions

3. Dashboards & Reporting

• Customizable dashboards for project managers, executives, and departments

• Key performance indicators (KPI) tracking, heat maps, risk indicators

• Export options [portable document format (PDF), Excel, PowerPoint]

• Report scheduling and email delivery

4. Resource & Time Tracking

• Man-hour tracking per task/project/person

• Workload balancing and forecasting

• Integration with human resources (HR) or scheduling tools (optional)

5. Budgeting & Financial Features

• Native budgeting tools with light-to-moderate capabilities

• Integration with external finance/budget systems

• Tracking of planned vs. actual costs, estimates, and funding sources

6. RACI Matrix and Governance Tools

• Ability to create, assign, and track RACI roles

• Governance workflow configuration (e.g., approvals, stage gates)

• Audit trail and change logs

7. Integration & Application Programming Interface (API) Access

• Native integration with:

o Microsoft Office Suite (Word, Excel, Outlook) o SharePoint, Teams, OneDrive

• Open API access for custom or third-party system integration

8. Security & Data Management

• Role-based access control (RBAC)

• Single sign-on (SSO) and multi-factor authentication (MFA)

• Data backup, retention policies, and disaster recovery options

9. Deployment Model & Support

• Cloud-based, on-premises, or hybrid options

• Mobile and browser-based access

• Support tiers (standard, 24/7, emergency response)

• Training options [live, recorded, learning management system (LMS) access]

• Maintenance, patching, and upgrade procedures

SECTION IV - DEPLOYMENT ENVIRONMENT:

The system may support other Chatham County departments, including, but not limited to, or all-inclusive of:

• Chatham County Information and Communications Services (ICS), Engineering, and

Chatham Emergency Management Agency (CEMA)

The system must be scalable and support use by:

• Project managers and analysts (technical)

• Senior leadership (executive dashboards)

• Administrative support staff (task entry, notes)

• External partners and vendors (limited guest access)

Expected active user range: 8–12 concurrent users, with potential for scaling upward.

SECTION V - RESPONSE INSTRUCTIONS:

Submissions to this RFI shall be submitted to Chatham County thru our Procurement Portal

Bonfire. Responses should be received by 5:00 P.M., September 5, 2025. Proprietary information that is submitted must be marked as such at the time of submission. Properly marked proprietary information will only be disclosed as required by law. There is no page limitation to the RFI response.

Direct any questions related to this ITB to Sabrina Tippett, Procurement Specialist, and submit all questions through the County’s procurement portal:

https://chathamcountyga.bonfirehub.com/portal

DEADLINE FOR ALL QUESTIONS is noted on the procurement portal under Project Details.

Submissions should include:

• Company profile + experience

• Detailed feature, product, and/or service descriptions https://chathamcountyga.bonfirehub.com/portal

• Example client installations and technical specifications

• Screen captures, diagrams, demos, reports, white papers, multi-media, etc.

SECTION VI - LEGAL NOTICE:

This RFI is for information-gathering only and does not obligate Chatham County to any procurement or contractual action. Responses are not required to bid on any future RFP.

Chatham County reserves the right to modify or withdraw this request at any time.