RFP BWP-2026-006 ATTACHMENT C - FUNCTIONAL REQUIREMENTS MATRIX.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- CMMS SOLUTION REPLACEMENT
- Solicitation number
- 145513
- Issued by
- Los Angeles County, California
About this file
This is a Functional Requirements Matrix attachment for RFP BWP-2026-006 related to a CMMS (Computerized Maintenance Management System) Solution Replacement procurement by the City of California. The RFP seeks proposals for a comprehensive CMMS platform to replace an existing solution. An optional pre-proposal virtual conference is scheduled for September 2, 2026 at 11:30 AM Pacific Standard Time, with RSVP required through PlanetBids by 2:00 P.M. on June 17, 2025. All questions must be submitted electronically via PlanetBids no later than 2:00 P.M. on September 8, 2026. Technical proposals and pricing proposals must be submitted as two separate files through PlanetBids, with technical proposals uploaded as the "Response File" and pricing proposals as the "Cost File." Only wet signatures are acceptable; digital and font signatures are not permitted. Direct contact with City staff regarding the RFP is prohibited and may result in bidder disqualification.
The City reserves the right to waive irregularities, reject any or all proposals, and shall not be liable for expenses or costs incurred by respondents in proposal preparation. Submitted proposals may be rejected if they do not conform to RFP requirements, are incomplete, or are inapplicable. The matrix document itself appears to contain detailed functional requirements and specifications that prospective vendors must address in their technical proposals to demonstrate how their CMMS solution meets the City's operational and system needs.
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Text version
Cover Sheet
| Form C |
| Functional Requirements Matrix |
| ADD Vendor Name here | |||
| State the level that your proposed AMS version satisfies for | |||
| each funcitonal requirement. | Answer | ||
| Standard: Available out-of-the-box in the core software and requires only standard configuration. | Std | ||
| Enhancement: Requires vendor development or advanced configuration but will be incorporated into the supported core software. | Enhancement | ||
| Not Available / Custom: Not currently supported, in future release, or requires custom coding outside the core software. | NA |
City of Burbank CMMS Selection &D
Requirements
| Vendor: | ADD Vendor Name here | |||
| No. | Domain | Requirement Description | Vendor Response | Vendor Comments |
| 1 | Asset Management | Ability to track the complete lifecycle of assets, including 'placed in service' date, physical relocation, decommission, salvage, and disposal. Relocation histories for assets such as transformers and substation relays, must be preserved. | ||
| 2 | Asset Management | Ability to integrate natively with Esri ArcGIS Online. The integration allows bidirectional synchronization of linear assets (water mains, electric lines, valves, and poles) and spatial visualization of work orders. | ||
| 3 | Asset Management | Ability to support multi-tier parent-child asset relationships (e.g., Pump Station -> Pump -> Motor -> Shaft) to allow costs and histories to roll up from the component level to the system level. | ||
| 4 | Asset Management | Ability to support complex parent-child asset hierarchies tailored to distinct utility domains (i.e., water treatment vs. electric substations). | ||
| 5 | Asset Management | Ability to support parent-child asset hierarchies (N-levels deep) for facilities and vertical assets. | ||
| 6 | Asset Management | Ability for bi-directional, real-time synchronization with Esri ArcGIS (ArcGIS Enterprise and ArcGIS Online). | ||
| 7 | Asset Management | Ability to capture asset condition scores and calculate standardized risk/criticality metrics. | ||
| 8 | Asset Management | Ability to have labor rates by dates (e.g., the rate in effect at time of performing the work is used to calculate labor costs for each work order). | ||
| 9 | Work Management | Ability to provide a user-friendly service request portal that allows non-technical city staff to submit work requests, view real-time statuses, and receive completion notifications. | ||
| 10 | Work Management | Ability to support multi-stop PM routes (e.g., a single PM work order for inspecting multiple substation breakers or hydrants) and automatically generate follow-up corrective work orders if an inspection step fails. | ||
| 11 | Work Management | Ability to support PM scheduling based on time intervals, SCADA run hours, or inspection results. | ||
| 12 | Work Management | Ability to allow detailed procedures, checklists, safety requirements, and lock-out/tag-out instructions to be attached directly to asset classes and work orders. | ||
| 13 | Work Management | Ability to sequence a single PM work order across multiple assets (e.g. hydrant flushing routes). | ||
| 14 | Work Management | Automated generation of preventive maintenance (PM) work orders based on calendar intervals or meter readings (e.g., pump run hours). | ||
| 15 | Work Management | Ability to link multiple utility assets (e.g., multiple hydrants or valves) to a single work order. | ||
| 16 | Work Management | Ability to natively support preventive, predictive, and corrective maintenance workflows. | ||
| 17 | Work Management | Ability for supervisors to assign labor, equipment, and materials to specific work orders with visibility into crew availability. | ||
| 18 | Work Management | Ability for real-time tracking of labor hours, equipment usage, and materials on individual work orders. | ||
| 19 | Work Management | Ability to support the application of blended labor rates, standard costing, and overhead multipliers to calculate the true cost of internal labor. | ||
| 20 | Mobile Field Execution | Device-agnostic robust mobile application compatible with iOS, Android, and Windows rugged devices. | ||
| 21 | Mobile Field Execution | Ability for full offline disconnected mode capabilities, allowing field crews to execute work, capture photos, and close work orders without cellular connectivity, with automatic data synchronization upon restoring network connectivity. | ||
| 22 | Mobile Field Execution | Ability for map-based operations allowing users to create work orders, view asset details, and track historical maintenance directly from a map interface. | ||
| 23 | Mobile Field Execution | Ability for bidirectional native integration with Esri ArcGIS. | ||
| 24 | Mobile Field Execution | Ability to perform system isolation analysis. | ||
| 25 | Mobile Field Execution | Ability to capture electronic signatures in the field for customer-facing service requests (e.g. meter changeouts or leak investigations). | ||
| 26 | Mobile Field Execution | Ability to add multiple assets and mass update while performing patrol (drive by) inspections using Follow Me or similar technology. | ||
| 27 | Mobile Field Execution | Ability to send an email to Dig Alert once a user marks an inspection as completed. | ||
| 28 | Mobile Field Execution | Ability to notify users of Emergency work orders with via mobile push notifications and/or text. | ||
| 29 | Materials Management | Ability to track inventory across multiple physical locations, including primary warehouses, satellite yards, and crew trucks. | ||
| 30 | Materials Management | Ability to support barcode and QR code scanning via mobile device camera for part check-out, returns, and cycle counts. | ||
| 31 | Materials Management | Ability to effectively integrate with Oracle's EBS inventory module to provide real-time visibility of warehouse stock levels, stock locations, and unit costs. | ||
| 32 | Materials Management | Ability to track shelf life/age control functionality. | ||
| 33 | Materials Management | Ability to do stock request against all cost functions (WO, SR, Assets, GL, etc.). | ||
| 34 | Materials Management | Ability to utilize the transaction history and forecast of parts demand from planned work orders to help predict the proper inventory min/max levels and recommended order quantities. | ||
| 35 | Materials Management | Ability to support the reservation of inventory for approved capital projects, preventing material from being reallocated to other jobs. | ||
| 36 | Procurement | Ability to track budget remaining on blanket orders. | ||
| 37 | Procurement | Ability to track all releases for a particular blanket order/contracts. Release numbers should be automatically generated. | ||
| 38 | Procurement | Ability to define start and end dates for the blanket order/contracts. | ||
| 39 | Procurement | Ability to define users allowed to issue releases (numbers) against the blanket order/contracts. | ||
| 40 | Capital Projects | Ability to enable tracking of multiple fund sources per project. | ||
| 41 | Capital Projects | Ability to flag specific work orders as Capital or O&M so labor and material costs are routed to the correct GL accounts. | ||
| 42 | Capital Projects | Ability to roll-up budget, and expense information on a project and department basis. | ||
| 43 | Reporting & Analytics | Built-in dashboarding capabilities for end-users to track open work and operational KPIs. | ||
| 44 | Reporting & Analytics | Generates pre-configured and custom reports to support compliance with NERC, state water loss audits, and environmental regulations. | ||
| 45 | Reporting & Analytics | Ability to support simple, scripted exports of historical testing data (e.g., substation relay and battery testing) for audit reviews. | ||
| 46 | Reporting & Analytics | Ability to natively export all grid views and reports to Excel, CSV, or PDF formats. | ||
| 47 | IT & Architecture | Ability to link work orders in the CMMS directly to Oracle EBS project and task numbers. Costs captured in the CMMS (labor, materials, and contractor invoices) are synchronized to EBS. | ||
| 48 | IT & Architecture | Ability for cloud-hosted SaaS environment with a minimum 99.9% guaranteed uptime. | ||
| 49 | IT & Architecture | Ability for out-of-the-box REST API to support future integration with municipal ERP and GIS systems. | ||
| 50 | IT & Architecture | Complies with SOC 2 Type II standards and native support for SAML 2.0 / Active Directory for single sign-on (SSO) authentication. |
City of Burbank CMMS Solution RFP &"Calibri,Bold"&14ATTACHMENT C - FUNCTIONAL REQUIREMENTS MATRIX &D
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