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
This is a System Requirements Matrix attachment to a Request for Proposals issued by the State of Tennessee Department of Commerce and Insurance for the development and implementation of a manufactured housing and codes enforcement system to support the State Fire Marshal's Office. The RFP (33501-262529) seeks a Software as a Service (SaaS) custom off-the-shelf (COTS) application with modern platform capabilities to manage installation inspections, plan reviews, decal inventory, enforcement actions, and database management. The system must support multiple user groups including up to 150 back-office named users, up to 8,000 annual online portal users, and up to 150 mobile inspection staff, with cross-platform accessibility on PC and iOS devices. Critical deadlines include a pre-response conference on April 23, 2026; a Notice of Intent to Respond deadline of April 24, 2026; written questions deadlines of April 29, 2026, and May 22, 2026 (limited to five questions); and a response deadline of June 17, 2026, at 2:00 p.m. Central Time. Oral presentations for the top five ranked respondents are scheduled for July 8-10, 2026, with a Notice of Intent to Award anticipated on July 24, 2026, and a contract signature deadline of August 5, 2026. The contract term consists of thirty-six months of maintenance following implementation, with two optional twelve-month renewal periods available for a maximum total contract term of sixty months.
The estimated maximum liability for the full contract term ranges between $1,000,000 and $3,000,000 based on Request for Information responses and market research. One-time implementation fees cover development, system installation, data conversion, document migration, requirements definition, business rule conversion, system configuration, customization, user training, system integration and testing, user acceptance testing, production data migration, and go-live support, followed by annual maintenance and support services. The system must integrate with the Department of Commerce Insurance's existing CORE permitting and licensing system and comply with State data backup and recovery regulations, PCI-DSS standards for payment processing, and federal and State payment processing laws. Key technical requirements include 99.9% system availability, Active Directory integration, audit trail maintenance, secure data handling, form creation and management functionality, work queue management, county clerk portal capabilities, and comprehensive data warehouse and reporting features. Evaluation criteria allocate 10 points for general qualifications and experience, 50 points for technical qualifications and approach, 10 points for oral presentations, and 30 points for cost proposals. The contract is subject to appropriation and availability of State funds, with the State reserving the right to terminate for convenience with thirty days' written notice or for cause upon material breach.
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Text version
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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