RFP_Attachment_6_5_System_Requirements_Matrix.xlsx
XLSX spreadsheet 15 KB Posted
- Solicitation number
- RFP 33501-262529
- Issued by
- Davidson County, Tennessee
About this file
System Requirements Matrix for Manufactured Housing and Codes Enforcement System - Tennessee
This is a System Requirements Matrix attachment for a Request for Proposal (RFP) issued by the State of Tennessee for the development of a Manufactured Housing and Codes Enforcement System. The matrix establishes 56 detailed system requirements organized across multiple functional categories, including form creation and management, state staff portal capabilities, inspector and plans examiner work queues, county clerk portal functionality, payment processing, data warehouse and reporting, system migration, and technical infrastructure. The requirements encompass form design and submission capabilities, building and project entry management, revenue and billing report generation, refund processing, inspection assignment and scheduling, work queue maintenance with sorting and status tracking, deadline notifications, payment processing integration with merchant services, audit trail maintenance, cross-platform accessibility on PC and iOS, and integration with the Department of Commerce Insurance's permitting and licensing system (CORE).
Bidders must complete column D of the matrix by selecting one of four response codes for each requirement: M (system meets requirement without configuration or customization), CF (meets requirement with configuration), CZ (meets requirement with customization), or NO (system cannot meet requirement). The matrix defines configuration as adjusting built-in settings without modifying core design or code, and customization as changing or adding features beyond standard functionality, often through code modification. Technical requirements include cloud hosting for approximately 150 users with Active Directory integration, 99.9% system availability except scheduled maintenance, secure data handling with personal identifiable information safeguards, audit trail maintenance with timestamps and user tracking, backup and recovery adherence to State regulations, multi-timezone date and time synchronization, and user authentication features including password reset capability and automatic logoff after configurable inactivity periods. Payment processing must comply with federal and State laws, regulations, PCI-DSS standards, and integrate directly with the State's merchant services provider for transaction-based fee collection and settlement.
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RFP Attachment 6.5
| RFP Attachment 6.5: System Requirements Matrix | |
| Definitions: | |
| 1. | Configuration means the program is able to adjust built-in settings or options within an existing system without changing the core design or code. |
| 2. | Customization means the system is able to change or add to a system beyond its standard features often by modifying code or creating something new. |
Please complete column D with one of the following response codes:
M: The System is able to meet the requirement without Configuration or Customization;
CF: The System is able to meet therequirement with Configuration;
CZ: The System is able to meet the requirement with Customization; or NO: The System is not able to meet the requirement
| Requirement Line Nbr | RFP Attachment 6.2 - Section C Item Ref | System Requirement Matrix | Response Code |
| 1 | C.11. | The System shall allow the Divisions to create forms for users. | |
| 2 | C.11. | The user shall be able to select from a variety of forms to create and use. | |
| 3 | C.11. | The user shall have the ability to complete forms, type in answers, edit answers, and select pre-filled answers to form questions. | |
| 4 | C.11. | The user shall have the ability to attach documents, photos and other forms and reports to forms. | |
| 5 | C.11. | The user shall have the ability to send and submit forms to email address and/or other designated locations. | |
| 6 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to create, edit, and delete entries for new buildings and building projects. | |
| 7 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to create various types of revenue, billing, and performance reports. | |
| 8 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to refund customers. | |
| 9 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to edit journal entries. | |
| 10 | C.15. | The System shall allow users designated to the State staff facing portal, the' ability to enter new inspectors and plans examiners into the system. | |
| 11 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to assign and edit territories for inspectors. | |
| 12 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to assign and re-assign work items. | |
| 13 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to run performance reports. | |
| 14 | C.15. | The System shall allow users designated to the State staff facing portal, the ability to enter and edit inspection requests. | |
| 15 | C.16. | The System shall assign inspections to inspectors based on the inspector’s assigned region. The System shall allow for State staff the ability to restructure and reassign the inspections and inspector regions, manually. | |
| 16 | C.18. | The inspector work queue shall maintain the inspections assigned to the inspector. | |
| 17 | C.18. | The inspector work queue shall provide for the ability to sort inspections by, including but not limited to, name, date, Tennessee Fire Marshal Number (“TFM”), project number, request type, and complaint number. | |
| 18 | C.18. | The inspector work queue shall provide online access to plan files, requests made by customers, and other relevant documents. | |
| 19 | C.18. | The inspector work queue shall maintain status of project (i.e., waiting review, reviewed, approved, etc.). | |
| 20 | C.18. | The inspector work queue shall track and record date of inspection activities, including but not limited to date of TFM, date project number assigned, inspection date, and report release date. | |
| 21 | C.19. | The System shall automatically schedule and assign inspections to inspectors in a manner that ensures statutory compliance. | |
| 22 | C.20 | The System shall notify inspectors for both the manufactured housing program and codes enforcement program of impending deadlines, which shall include, but not be limited to, those deadlines imposed by statute, rule, regulation, and policy. | |
| 23 | C.21. | The plans examiner work queue shall maintain projects and plans reviews assigned to plans examiner. | |
| 24 | C.21. | The plans examiner work queue shall provide for the ability to sort projects and plans reviews by, including but not limited to, name, date, TFM, and project number. | |
| 25 | C.21. | The plans examiner work queue shall provide access within work queue to plan files, requests made by customers, and other relevant documents. | |
| 26 | C.21. | The plans examiner work queue shall provide access to permitting and licensing system used by the Department of Commerce Insurance (currently, CORE). | |
| 27 | C.21. | The plans examiner work queue shall maintain status of project (i.e., waiting review, reviewed, approved, etc.). | |
| 28 | C.21. | The plans examiner work queue shall provide workflow notifications to plans examiners throughout the plans review process for both external and internal users, as well as the ability for plans examiners to add e-mail addresses of internal and external customers for notifications. | |
| 29 | C.21. | The plans examiner work queue shall track and record date of plans review activities, including but not limited to date of TFM, date project number assigned, date of plans review issued and approved, date of receipt and process of plans review. | |
| 30 | C.25. | The county clerk facing portal shall provide for the issuance of manufactured housing decals. | |
| 31 | C.26. | The System shall calculate the total fees owed for manufactured housing decals. | |
| 32 | C.26. | The System shall be able to provide for the processing of online payments (i.e., credit card, debit card, echecks), as well as payments received via mail through a secure interface with the State's contracted merchant services provider. |
The System shall include payment collection functionality and shall be capable of integrating with the State’s designated merchant services provider (State MSP). The Contractor shall work with the State MSP to configure, integrate, and test such functionality. The integration shall enable the State MSP to process all authorized transaction fee charges and to settle all resulting funds directly to the State. All billing, payment processing, and related functionality must comply with applicable federal and State laws, regulations, policies, security standards, and Payment Card Industry Data Security Standards (PCI-DSS).
The System shall be designed to support a transaction-based service structure, under which System fees set by the State are assessed on a per-transaction basis. All transaction-based Portal fees shall be assessed, collected, and settled directly to the State. All System transaction fee processing shall be conducted through the State’s statewide merchant services provider.
| Program Qualifications | ||
| 33 | C.11 | The System is able to maintain an audit trail of when and by whom forms were created and edited. |
| 34 | C.13. | The System is able to ensure that inspection forms and other reports are accessible and usable on PC and IOS. |
| 35 | C.18. | The System is able to provide, for the inspectors, access to the permitting and licensing system used by the Department of Commerce Insurance (currently, CORE). |
| Data Warehouse and Reporting | ||
| 36 | C.29 | The System has the ability to create lists of data that will provide values for data fields. |
| 37 | C.29. | The System has the ability to store and organize records online for a specified number of years based on record type. |
| 38 | C.29. | The System is able to provide data management features that eliminate the redundant maintenance of duplicated data (e.g., relational database, etc.). |
| 39 | C.29. | The System allows for the configuration and maintenance of alternate data to search the database. |
| 40 | C.29. | The System has the ability to generate reports from data based on varying needs. |
| Migration and System Configuration | ||
| 41 | C.30. | All access back-end data will be able to map and migrate over to new application. |
| 42 | C.30. | The System is able to transfer of all fields to the new application as it is user created. |
| 43 | C.30. | There will be an initial migration for UAT and data validation; then, at go live, the System shall upload the delta filed/data. |
| 44 | C.30. | The System allows for a manual push. |
| 45 | C.30. | The System is able to provide for connection to State network for reporting purposes. |
| 46 | C.30. | The System is able to provide for User Log-in Security. |
| 47 | C.30. | The System is able to support unique user identification. |
| 48 | C.30. | The formats and requirements for User ID and account passwords may be configurable to meet State of Tennessee security regulations. |
| 49 | C.30. | The System is able to provide the ability for a user to reset forgotten password. |
| 50 | C.30. | The System is able to provide for the ability to automatically log off users after a configurable inactivity period. |
| System Requirements | ||
| 51 | C.31. | The System is able to provide cloud Hosting, which integrates with the State’s Active Directory for approximately 150 users. |
| 52 | C.31. | The System is able to maintain data requirements, consisting of framework for system operation and tables for essential license management while safeguarding personal identifiable information. |
| 53 | C.31. | The System is able to maintain performance requirements, ensuring the System is available 99.9% of the time except for scheduled maintenance as defined by the State and/or Tennessee Department of Commerce and Insurance. |
| 54 | C.31. | The System is able to maintain audit trails for changes in the database, including timestamp and user associated with the change. |
| 55 | C.31. | The backup and recovery of the System is able to adhere to State regulations. |
| 56 | C.31. | The System is able to maintain date and time synchronization, which supports multiple time zones. |
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