RP013_26 Exhibit B _ Functional Requirements .xlsx

XLSX spreadsheet 216 KB Posted

Attached to
RP013-26 Provision of Short-Term Rental Monitoring and License Administration on a Multi-Year Contra
Solicitation number
PE-77023-NONST-2026-000000572
Issued by
Gwinnett County, Georgia

About this file

This is a Functional Requirements Exhibit template for the State of Georgia's Short-Term Rental (STR) Monitoring and License Administration contract opportunity (RP013-26). The document establishes the evaluation framework for vendor responses across four functional requirement worksheets organized by category: Software & Maintenance, Security, and Reporting. The contract requirements include 47 detailed functional specifications in Sheet 1 covering data management for license applications, STR owner and agent information, location tracking, code violation history, booking information, data ownership, cloud hosting with backups, and comprehensive monthly reporting on applications, licenses, renewals, processing times, revenue, violations, and expiration notifications. Sheets 2, 3, and 4 contain additional requirements across multiple importance levels (High, Medium, Low) with a total maximum point value of 3,652 for the Cloud solution type, 3,652 for Hybrid, and 3,612 for On-Premise configurations. The workbook includes three separate scoring summaries that normalize raw scores to weighted point values, with functional requirements weighted at either 20% (Cloud) or 25% (Hybrid and On-Premise) of the overall 100-point evaluation scale.

The evaluation template uses a three-tier scoring methodology where vendors select compliance responses indicating whether requirements are "Yes - Fully Met," "Yes - Partially Met," or "No," with corresponding availability multipliers (1.0, 0.25, and 0) and environment and delivery location specifications. Vendors must complete all response columns and provide explanatory notes for partially met requirements, with failure to do so resulting in zero scores for affected requirements. The template is designed for vendor self-scoring with hidden calculation columns (K through Y) that multiply importance-based point values (High=5, Medium=3, Low=1) by compliance multipliers to generate per-requirement and aggregate scores. The Scoring Summary sheet and calculation formulas are protected and hidden from vendors to maintain evaluation integrity. All worksheets require password protection before distribution to prevent vendors from altering requirement definitions or modifying the worksheet structure.

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RP013_26 Inv.pdf PDF

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Template Instructions - DELETE

StepWhereAction
1Instruction TabAdd "Terms" and "Meanings" to reflect those used in your specific Functional Requirements Exhibit. If they are used in the RFP they need to be consistent between all documents to avoid confusion.
2Instruction TabEnsure instructions match the RFP instructions if they are in both places. If you make modifications to the selection options that will need to change in the instructions and formulas in the cells. Example of that would be changing the "Yes - Partially met". The formulas use exact text matching to work accurately.
3Instruction TabEnsure the column references are accurate - especially if you have made modifications to those by adding, deleting or hiding columns.
4Functional WorksheetsThe Worksheet tab names (not including the Instruction tab and ones you will be deleting or hiding) should be selected based on groupings you may want to see specifically delineated in the scoring summary. The tab names are used in formulas in the Summary Pricing Tab so you will want to ensure changes you make to them do not negatively impact your tally. If you change the names some formulas with relative cell references will automatically be affected based, however the Scoring Summary labels (Column A in the line item rows of each Solution type) may need to be adjusted to match the new tab names. Adding tabs will mean you need to build out that logic in the Scoring Summary - but you can use the existing ones as a guide to do so.
5Functional WorksheetsRow 1 can be modified, but once set it will need to be a Locked set of cells so that when you Protect the Worksheet the contents cannot be changed.
6Functional WorksheetsRow 2 includes cells that you will lock and ones in light blue that you will want to be available for user input once the Worksheet is protected.
7Functional WorksheetsRow 2, Column C is an input field with data validation in the form of a custom drop-down list that is used by the summary sheet to determine which scoring summary applies (Cloud, On-Premise, Hybrid). If you are entertaining different solution types you will need to modify not only the selection, but all logic and formulas that use that information. This could include how you tally the scores for each solution type, as well as which summary table is applicable.
8Functional WorksheetsRow 2, Column C is an input field with data validation in the form of a custom drop-down list that is used by the summary sheet to determine which the level of importance (High Medium, Low.). Each of these choices has a maximum number of points. The default values are 5,3, and 0 respectively. These can be modified in other fields I will describe later. If you are entertaining different solution types you will need to modify not only the selection, but all logic and formulas that use that information. The summary table is tallying by these categories so the formulas and headers would need to change if the importance text or point values change.
9Functional WorksheetsColumns D and E are hidden. They can be used for traceability and some revision control, but I have not found them useful and since have hidden them.
10Functional WorksheetsRow 3, Column F is where I have entered the phase that would otherwise be repeated for every individual requirement. You can delete the contents if you want to phrase the requirements differently.
11Functional WorksheetsRow 4 thru the last row with content, Columns A,B and F are where you will input the requirement reference number, the requirement category, and the requirement content for each functional requirement in that grouping (assuming you are grouping requirements by a larger group on each tab). Make sure these are consistent with any groupings and categories int he RFP content and interrogatories. Theses cells will need to be locked so that once the worksheet is protected the responding vendor cannot alter the content or structure.
12Functional WorksheetsRow 4 thru the last row with content, Columns G is for responding vendors to select provide additional information about their response.
13Functional WorksheetsRow 4 thru the last row with content, Columns H is for responding vendors to select to what level the requirement is met. The field is a data validated field with a specific list of options. The selection is directly related to the point multiplier applied to the response so any changes to the specific list options or point values will require checking for any impacts or the formulas and logic that impacts the scoring on the functional worksheet as well as the scoring summary tab. This cell needs to be available for vendors to use so it is not a protected cell, however the selection options should be protected through protecting the worksheet and workbook structure.
14Functional WorksheetsRow 4 thru the last row with content, Columns I is for responding vendors to select where the functionality for each requirement resides. The field is a data validated field with a specific list of options. The selection is directly related to the point multiplier applied to the response so any changes to the specific list options or point values will require checking for any impacts or the formulas and logic that impacts the scoring on the functional worksheet as well as the scoring summary tab. This cell needs to be available for vendors to use so it is not a protected cell, however the selection options should be protected through protecting the worksheet and workbook structure.
15Functional WorksheetsRow 4 thru the last row with content, Columns J is for responding vendors to select how the functionality for each requirements delivered. The field is a data validated field with a specific list of options. The selection is directly related to the point multiplier applied to the response so any changes to the specific list options or point values will require checking for any impacts or the formulas and logic that impacts the scoring on the functional worksheet as well as the scoring summary tab. This cell needs to be available for vendors to use so it is not a protected cell, however the selection options should be protected through protecting the worksheet and workbook structure.
16Functional WorksheetsRow 4 thru the last row with content, Columns K thru S are the fields that tally the value of the response. This is the per requirement view. It is part of the self-scoring of the requirements. Additional tallying at the summary level should be cross checked against this information as needed. These columns should be hidden and locked so that only the owner and people managing the evaluation (not the responding vendor) have access to view these fields. If point values and options of importance are changed then the formulas associated with these cells also may need to change.
17Functional WorksheetsRow 4 thru the last row with content, Columns T thru V are summary fields that tally the value of the response. This is the per requirement view. It is part of the self-scoring of the requirements. Additional tallying at the summary level should be cross checked against this information as needed. These columns should be hidden and locked so that only the owner and people managing the evaluation (not the responding vendor) have access to view these fields. If point values and options of importance are changed then the formulas associated with these cells also may need to change.
18Functional WorksheetsRow 4 thru the last row with content, Columns W is one of the locations that includes the full value that a requirement has based on the Importance. All multipliers in columns H, I, and J are applied to this value to come up with the actual value the response yields. If point values and options of importance are changed then the formulas associated with these cells also may need to change. These columns should be hidden and locked so that only the owner and people managing the evaluation (not the responding vendor) have access to view these fields.
19Functional WorksheetsRow 4 thru the last row with content, Columns X and Y are for scoring notes and any traceability you may want to include back to other sources or previous higher level business requirements or versions. These columns should be hidden and locked so that only the owner and people managing the evaluation (not the responding vendor) have access to view these fields.
20Scoring SummaryRow 2, Column B is used to enter the type of solution - should you want to capture that and potentially have the choice of solution type eliminate specific requirements from scoring. This would require some significant changes to this more simplified template.
21Scoring SummaryRow 3, Column B is used to enter the weight of Functional Requirements in the overall solicitation evaluation. For example if Functional Requirements are 25% on a 100 point scale then the entry in this cell should be 25%. This is used to calculate the normalized score - taking the raw scores and converts them to the 100 point scale. These cells will be locked and the whole sheet hidden and protected before sending to the vendors. They should not see or be able to see the way the scoring is operating.
22Scoring SummaryRow 6, Column B, C, D and E is the second place where you will enter the point values for each importance level. There form the based value of a requirement before the multipliers for availability, environment, and delivery are applied. These cells will be locked and the whole sheet hidden and protected before sending to the vendors. They should not see or be able to see the way the scoring is operating.
23Scoring SummaryCells B7 thru E10 are the primary calculation fields. These fields reflect the maximum value available for requirements and group the information by Importance levels. Since some of the formulas are complex and include absolute as well as relative cell references these will need to be carefully checked to ensure they reflect the correct row numbers, the correct Importance text, and other similar logic. Changes might need to be made. These cells will be locked and the whole sheet hidden and protected before sending to the vendors. They should not see or be able to see the way the scoring is operating.
24Scoring SummaryCells F7 thru I10 are the primary calculation fields. These fields reflect the actual points gained and tallied based on the vendors responses on all the individual requirements sheets. Since some of the formulas are complex and include absolute as well as relative cell references these will need to be carefully checked to ensure they reflect the correct row numbers, the correct Importance text, and other similar logic. Changes might need to be made. These cells will be locked and the whole sheet hidden and protected before sending to the vendors. They should not see or be able to see the way the scoring is operating.
25Scoring SummaryCells J7 thru M10 are the primary calculation fields. These fields reflect the normalized points (on the 100 point scale and based on percentage weighting of functional requirements out of those 100 points) gained and tallied based on the vendors responses on all the individual requirements sheets. Since some of the formulas are complex and include absolute as well as relative cell references these will need to be carefully checked to ensure they reflect the correct row numbers, the correct Importance text, and other similar logic. Changes might need to be made. These cells will be locked and the whole sheet hidden and protected before sending to the vendors. They should not see or be able to see the way the scoring is operating.
26All WorksheetAfter all necessary cells are locked on each sheet, Protect each sheet. Make sure you remember the passcode.
27Template instructionsProtect the sheet and hide it or delete it.
28Score SummaryProtect the sheet and hide it.
29Work BookProtect the workbook so the vendors cannot add tabs or open hidden tabs.
30Check all fields and sheets to make sure it is working as it should. This includes entering some sample responses and ensuring the formulas are working correctly.

Scoring Summary- HIDE

Scoring SummaryVendor
Solution TypeCLOUD
Scoring Total Point Value20
Worksheet NameAvailable Raw PointScored Raw PointsNormalized Points
HighsMediumsLowsMaxHighsMediumsLowsTotalHighsMediumsLowsTotalRequirement row range for formulas
5315First rowLast rowException range
Functional Requirements Sheet 116045020500000000Sheet 1450
Functional Requirements Sheet 2514880149300000000Sheet 24500
Functional Requirements Sheet 39850098500000000Sheet 34200
Functional Requirements Sheet 494524096900000000Sheet 44200
TOTAL209515570365200000000
Scoring SummaryVendor
Solution TypeHYBRID
Scoring Total Point Value25
Worksheet NameAvailable Raw PointScored Raw PointsNormalized Points
HighsMediumsLowsMaxHighsMediumsLowsTotalHighsMediumsLowsTotalRequirement row range for formulas
5315
Functional Requirements Sheet 116045020500000000Sheet 1450
Functional Requirements Sheet 2514880149300000000Sheet 24500
Functional Requirements Sheet 39850098500000000Sheet 34200
Functional Requirements Sheet 494524096900000000Sheet 44200
TOTAL209515570365200000000
Scoring SummaryVendor
Solution TypeON-PREMISE
Scoring Total Point Value25
Worksheet NameAvailable Raw PointScored Raw PointsNormalized Points
HighsMediumsLowsMaxHighsMediumsLowsTotalHighsMediumsLowsTotal
5315Requirement row range for formulas
Functional Requirements Sheet 113530016500000000
Functional Requirements Sheet 2514880149300000000Sheet 145011-20
Functional Requirements Sheet 39850098500000000Sheet 24500
Functional Requirements Sheet 494524096900000000Sheet 34200
TOTAL207015420361200000000Sheet 44200

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Functional Requirement Instruct

1.1 Completing the Functional Requirements Response Workbook
Step 1. Review the instructions on the first worksheet.

Step 2. Go to each tab/worksheet and enter your service provider in Cell F2 (Default value:"<Enter service provider Name>").

Step 3. Go to each tab/worksheet "Solution" and select the Solution Type from the drop-down options in Cell C2.

(This impacts the scoring and not scoring of solution type specific requirements in the workbook.)

Step 4. Go to each row in each of the worksheets and for each corresponding requirements select the response from columns F, G and H that reflects the current state of the proposed solution.

For any response that indicates "Yes - Partially met" for Availability, the vendor is required to include an explanation in the "Response Notes" Column E.

NOTE: Failure to complete all three response columns for a requirement will result in a score of zero (0) for that functional requirement. Failure to complete the Response Notes for "Partially met" items may also result in a zero or a degraded score. Further, Columns E, F, G and H are the ONLY columns in which the service provider should enter information. All other columns should are for internal use only and must not be altered by the service provider.

Additional detail on the columns in the worksheet is included in the Request for Proposal document.

Note : Light blue cells indicate response cells for the responding service provider.

Term Meaning

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DoITS Software & Reporting

Req. IDCategoryImportanceRequirementResponse NotesCompliance Response
AvailabilityCompliance Response
EnvironmentCompliance Response
DeliveryTally
(H,Full)Tally
(H,Part)Tally
(H,No)Tally
(M,Full)Tally
(M,Part)Tally
(M,No)Tally
(L,Full)Tally
(L,Part)Tally
(L,No)Availability scoreEnvironment ScoreTotal weighted scoreMaximum available scoreScorer CommentsTraceability
SOLUTION TYPEService Provider Name <Insert Service Provider Name>520310100(1,.25,0,0)
The proposed solution will…
IT-1Software & MaintenanceMediumMaintain all data and documents related to license applications, active licenses, and closed licenses in software system maintained by the vendor.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-2Software & MaintenanceHighMaintain STR owner name, email, phone number, and address.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-3Software & MaintenanceHighMaintain STR local agent name, email, phone number, and address.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-4Software & MaintenanceHighMaintain location of the STR.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-5Software & MaintenanceMediumMaintain the location of other STR within Gwinnett County currently owned by the STR owner.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-6Software & MaintenanceMediumMaintain the history of each code violation provided to the vendor by the Department of Planning & Development that could be grounds for license denial, suspension, or revocation.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-7Software & MaintenanceHighMaintain booking information including the number of occupants and rental periods.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-8Software & MaintenanceHighAll data will be owned by Gwinnett County and will be made available upon request within 3 business days in online or .csv format.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-9Software & MaintenanceHighThe software system will be cloud hosted and include regular backups and redundancy to prevent loss of data.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-10SecurityHighThe software system meets security requirements in Exhibit A - Security Requirements for Purchases.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-11ReportingMediumProvides a monthly report that includes new license applications received.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-12ReportingMediumProvides a monthly report that includes new license issued.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-13ReportingMediumProvides a monthly report that includes license renewals received.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-14ReportingMediumProvides a monthly report that includes license renewals issued.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-15ReportingMediumProvides a monthly report on average days to issue a new license.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-16ReportingHighProvides a monthly report on average days to renew a license.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-17ReportingHighProvides a monthly report on average days to respond to an email or phone call.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-18ReportingHighProvides a monthly report on average days to a new license or renewal application.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-19ReportingHighProvide a monthly report on total revenue collected.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-20ReportingHighProvide a monthly report on new license revenue collected.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-21ReportingMediumProvide a monthly report on license renewal revenue collected.Select from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-22ReportingHighProvide a monthly report on late fee revenue collected.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-23ReportingHighProvide a monthly report on violation and expiration reporting.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-24ReportingHighProvide a monthly report on the upcoming 60 day window for expiring notifications.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-25ReportingHighProvide a monthly report for complaint history and multiple offender properties.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-26ReportingHighProvide a monthly report for outstanding unrenewed licenses, to include total number and details.Select from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-27HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-28HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-29MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-30HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-31HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-32HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-33HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-34HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-35HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-36HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-37HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-38HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-39MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-40HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-41MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-42MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-43HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-44MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-45MediumSelect from drop down listSelect from drop down listSelect from drop down list0000000000003
IT-46HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
IT-47HighSelect from drop down listSelect from drop down listSelect from drop down list0000000000005
Totals000000000000205

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Functional Requirements Sheet 2

Req. IDCategoryImportanceRequirementResponse NotesCompliance Response
AvailabilityCompliance Response
EnvironmentCompliance Response
DeliveryTally
(H,Full)Tally
(H,Part)Tally
(H,No)Tally
(M,Full)Tally
(M,Part)Tally
(M,No)Tally
(L,Full)Tally
(L,Part)Tally
(L,No)Availability scoreEnvironment ScoreTotal weighted scoreMaximum available scoreScorer CommentsTraceability
SOLUTION TYPE<Insert Company Name of Responding vendor>520310100(1,.25,0,0)
The proposed solution…....
High…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000005
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
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Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
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Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003
Medium…<insert requirement>Select from drop down listSelect from drop down listSelect from drop down list0000000000003

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