S-DASOBO-00015992 DOC CMMS RFP Att B-2 Requirements Fit-Gap Matrix Analysis.xlsx
XLSX spreadsheet 58 KB Posted
- Solicitation number
- S-DASOBO-00015992
- Issued by
- Oregon
About this file
This is a Requirements Fit-Gap Matrix Analysis document for the Oregon Department of Corrections' Computerized Maintenance Management System (CMMS) RFP. The matrix serves as an evaluation tool designed to assess how potential vendors' proposed solutions align with the state's specified technical and functional requirements. The document establishes baseline criteria against which bidders' systems will be measured to determine compliance and capability gaps. No pre-bid conference was scheduled for this procurement opportunity.
The fit-gap matrix analysis provides a structured framework for evaluating vendor responses by comparing required system functionalities, technical specifications, and operational capabilities against what each proposed solution offers. This assessment methodology enables the state to objectively identify which vendors meet mandatory requirements, which exceed them, and which fall short, thereby facilitating a transparent and comprehensive evaluation process for selecting the most suitable CMMS solution for the Department of Corrections' maintenance and asset management needs.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| S-DASOBO-00015992 DOC CMMS RFP Att F Sample Contract.docx | DOCX document | |
| S-DASOBO-00015992 DOC CMMS RFP vPOST~1.docx | DOCX document | |
| S-DASOBO-00015992 DOC CMMS RFP Att D Oregon Statewide IS Standards.xlsx | XLSX spreadsheet |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Instructions and Score Summary Department of Corrections CMMS RFP Requirements Scoring Matrix
| Worksheet Completion Instructions | |
| Proposer shall complete and submit an electronic version of this Requirements matrix to demonstrate how the proposed solution addresses the requirements. Please follow these instructions to complete the scoring matrix. | |
| 1 | ENTER Offeror's Name in cell A12 of this Instructions Tab. |
| 2 | INDICATE proposed solution type (e.g., SaaS, PaaS, IaaS, or On-Premise) in cell H12 of this Instructions Tab. |
| 3 | This workbook is arranged in two worksheets or Catagory Tabs: |
- Instructions (this tab) - Glossary of Terms -Common Acronyms - Mandatory Requirements - Desired Requirements 4 On the Mandatory Tab, Proposer must select if they can Meet or Cannot Meet the requirement. Definitions: Meet: Can meet the requirement either with "outof the box" system functionality or with configuration Cannot Meet: Cannot meet the requirement. If any Mandatory Requirements cannot be met, the Proposer will not be considered to go forward. The sheet is protected to only allow entries to be made in columns F and G. Only selections made in Column F will be scored.
For each detailed Requirement line items in each Requirements Catagory Tabs:
a. SELECT ONE of the five Response Options from the drop down menu in Column F "Response." The codes in the drop-down list correspond to the codes described in the Code Table below, AND
b. COMPLETE Column G "Comments" with Offeror's or Solution Provider's brief comments that support, explain, or clarify the code selected in Column F.
| The comments should succintly describe how the proposed Solution will implement the requirement line item, especially where the required functionality DOES NOT "Currently Exist" in the general release version of the proposed Solution at the time of Offer submission. In any explanation provided, Offeror must describe how the proposed Solution addresses the required functionality, whether it requires custom code, how it aligns with the Authorized Purchaser’s stated goals, preferences, and principles, and where custom code may be required. The explanation may also provide configuration alternatives or funciontality to be developed. However, DO NOT use this Column G for the narrative requested by the RFP. | |||
| 5 | ENSURE to provide a respone and comments for each requirement line item. | Total number of requirements across the Category Tabs: | 61 |
| Proposers Name: | Indicate if this is a Saas, PaaS, IaaS or On-Premise System: | ||||||||
| Score | |||||||||
| Summary: | Total Points | 0 | 0.0% | Mandatory and High Reqs marked "S" standard functions | 0 | 0.0% | Mandatory and High Reqs marked "B" Base Code or On Roadmap | 0 | 0.0% |
| out of | out of | out of | |||||||
| 1435 | 61 | 61 |
| Requirements Category Tab Column | Explanation of Column | Code Table | |||
| Column A | Requirement ID | Points | Response Code | Condition | Description |
| Column D | Priority Rating (as determined by the Agency) | 5 | S | Standard Function | Offeror and Solution Provider assert the functionality described by the requirement currently exists in the generally available Solution described in the Offer and is used in their customer's production environment. |
| Column E | Requirement Decription | 4 | B | Base Code Configurable or On Roadmap | The functionality described in the requirement is -- |
- Available in the proposed Solution by configuration of existing base code, OR
- On Solution Provider's product roadmap for general availability release within one year of RFQ Release (ensure to include expected date of general availability)
| Column F | Response Code (See table to right) | 2 | C | Customization Required | Proposed Solution does not currently include functionality to meet the requiremet on the Solution Provider's product roadmap, and would require custom development to provide the functionality. |
| Column G | Proposer Comments | 1 | I | Third Party Integration Required | The functionality is provided through the use of a separate software package(s). If third party software is necessary to provide the functionality, please describe in Column E. |
| Column H | Auto Calculated Response Points | 0 | O | Cannot Fulfill Requirement | Proposed Solution does not provide the functionality and is not on product roadmap for release within one year of RFQ Release. Offeror may provide alternative functional solutions in Offeror's Comments in Column G. |
| Column I | Maximum Points | ||||
| Column J | Auto Calculated Points |
Glossary of Terms Term Description
Common Acronyms
| The below are common acronyms utilized across the associated RFP throughout this Requirements Document. | ||
| Acronym | Meaning | Notes |
| ADA | Americans with Disabilities Act | |
| AES | Advanced Encryption Standard | |
| BI | Business Intelligence | |
| CMMS | Computerized Maintenance Management System | |
| CPI | Consumer Price Index | |
| DR | Disaster Recovery | |
| ETL | Extract, Transform, Load | |
| FAQ | Frequently Asked Questions | |
| GIS | Geographic Information System | |
| KPI | Key Performance Indicator | |
| MFA | Multi-Factor Authentication | |
| NIST | National Institute of Standards and Technology | |
| RBAC | Role Based Access Control | |
| RPO | Recovery Point Objective | |
| RTO | Recovery Time Objective | |
| SLA | Service Level Agreement | |
| SP | Special Publication (used in NIST SP 800-53) | |
| TCO | Total Cost of Ownership | |
| TLS | Transport Layer Security | |
| UI | User Interface | |
| UX | User Experience |
COMMON ACCRONYM LIST
Mandatory
| Mandatory Requirements | |||
| Please note, Per Section 2.3.2.4 of the RFP if Proposer can not meet the Mandatory Requirements, they will be considered non-Responsive (failed) and the Proposal will be rejected. | |||
| Req # | Priority | Requirement | Response |
(Please select from
| drop-down menu) | Comments | Auto Calculated Response Selection Points | Auto Calculated Points |
| (Response x Priority Rating) | Maximum Points |
(Priority Rating x Max Points)
| Administrative | |||
| MR 1 | Mandatory-5 | The solution shall support role and access management for both individuals and groups through hierarchical RBAC. It must grant users access only within their assigned roles and scopes, prevent upward or lateral access beyond those permissions, and support the full user account lifecycle, including account creation, activation, deactivation, and reactivation. | 25 |
| MR 2 | Mandatory-5 | The solution is capable of enforcing complex password policies, encryption of stored passwords, and multi-factor authentication in compliance with NIST SP 800-53 and Statewide Standards. | 25 |
| MR 3 | Mandatory-5 | The solution is capable of providing session timeout and lockout after inactivity, and protecting against password hacking. | 25 |
| MR 4 | Mandatory-5 | The solution is capable of maintaining audit trails for user interactions, data changes, and sensitive data access, viewable in read-only mode. | 25 |
| MR 5 | Mandatory-5 | The solution is capable of flagging and protecting sensitive data and meeting state cybersecurity standards. | 25 |
| MR 6 | Mandatory-5 | The solution is capable of importing historic data and managing data retention schedules, including secure deletion/purging. | 25 |
| MR 7 | Mandatory-5 | The solution is capable of validating data entry, enforcing required fields, and prompting for missing data. | 25 |
| MR 8 | Mandatory-5 | The solution is capable of restart, rollback, and recovery capabilities, and maintaining geographically redundant backups with rapid recovery. | 25 |
| MR 9 | Mandatory-5 | The solution is capable of storing all data, including backups, within the United States and encrypting data in transit and at rest (AES 256, TLS 1.2+). | 25 |
| MR 10 | Mandatory-5 | The solution is capable of providing separate environments for testing, training, and production. | 25 |
| MR 11 | Mandatory-5 | Solution supports allow-listing and controlled network access | 25 |
| Asset Management | |||
| MR 12 | Mandatory-5 | The solution is capable of tracking assets by location, warranty, maintenance schedule, lifecycle, and cost information. | 25 |
| MR 13 | Mandatory-5 | The solution is capable of maintaining detailed asset data (manufacturer, model, serial number, installation date, condition, life expectancy). | 25 |
| MR 14 | Mandatory-5 | The solution is capable of tracking usage, major repairs, and contact information for areas served. | 25 |
| Capital Planning | |||
| MR 15 | Mandatory-5 | The solution is capable of forecasting replacements/renovations, scenario planning, and side-by-side comparisons. | 25 |
| MR 16 | Mandatory-5 | The solution is capable of updating project costs using CPI and interfacing with TRIRIGA and other planning tools. | 25 |
| MR 17 | Mandatory-5 | The solution is capable of creating and managing projects, including design, funding, scheduling, and documentation. | 25 |
| Demand Work Orders | |||
| MR 18 | Mandatory-5 | The solution is capable of connecting work orders to property/building and employee data, and tracking requestor information. | 25 |
| MR 19 | Mandatory-5 | The solution is capable of routing, prioritizing, assigning resources, and notifying employees of assignments and changes. | 25 |
| MR 20 | Mandatory-5 | The solution is capable of managing workflows, including approval processes, status tracking, and advanced search logic. | 25 |
| MR 21 | Mandatory-5 | The solution is capable of tracking funding sources, labor, and material costs, and filtering work orders by employee, facility, asset, or division. | 25 |
| Mobile Devices | |||
| MR 22 | Mandatory-5 | The solution is capable of operating on web-based service and mobile devices (tablet, phone, laptop). | 25 |
| MR 23 | Mandatory-5 | The solution is capable of supporting offline work with sync, GPS asset location, barcode scanning, and audible alerts. | 25 |
| Preventive Maintenance | |||
| MR 24 | Mandatory-5 | The solution is capable of scheduling preventive/recurring maintenance, creating work orders, and tracking inspection data. | 25 |
| MR 25 | Mandatory-5 | The solution is capable of forecasting cost and labor scenarios and supporting condition reporting and risk assessments. | 25 |
| MR 26 | Mandatory-5 | The solution is capable of documenting security vulnerabilities and regulatory compliance requirements. | 25 |
| Property/Building | |||
| MR 27 | Mandatory-5 | The solution is capable of transferring existing property/building data and supporting hierarchical inventory structure. | 25 |
| MR 28 | Mandatory-5 | The solution is capable of tracking condition, compliance requirements (e.g., ADA), and deficiencies, linking them to work orders. | 25 |
| MR 29 | Mandatory-5 | The solution is capable of storing and reporting key property details (location, size, zoning, utilities, construction dates, costs). | 25 |
| Projects | |||
| MR 30 | Mandatory-5 | The solution is capable of creating and managing projects, including scheduling, approvals, and cost tracking. | 25 |
| MR 31 | Mandatory-5 | The solution is capable of tracking contractor information, funding sources, labor, material costs, and payments. | 25 |
| Software Compatibility | |||
| MR 32 | Mandatory-5 | The solution is capable of supporting import/export with third-party systems, including TRIRIGA and Data Warehouse. | 25 |
| MR 33 | Mandatory-5 | The solution is capable of integrating with BI tools (Power BI, Crystal Reports) and GIS mapping. | 25 |
| MR 34 | Mandatory-5 | The solution is capable of functioning on Windows, iOS, and Android operating systems, whether on desktop, tablet, or mobile devices, and supports Edge, Chrome, and Firefox browsers. |
tc={993AF95A-8E8C-4365-B7F2-721A51FC8B71}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
What about on iOS and Android?
Reply:
Revised, please verify Reply:
| Drop Chrome and Firefox (Parm/Flo/Larry) the rest is OK | 25 | ||||
| Software Maintenance Plan | |||||
| MR 35 | Mandatory-5 | The vendor is capable of providing training, documentation, and disaster recovery plans. | 25 | ||
| MR 36 | Mandatory-5 | The vendor is capable of ensuring security protections and breach notifications and performing background checks on personnel. | 25 | ||
| MR 37 | Mandatory-5 | The solution is capable of providing remote secondary storage for disaster recovery, 24x7 emergency support, and scheduled maintenance notifications. | 25 | ||
| MR 38 | Mandatory-5 | The solution is capable of maintaining 99.9% uptime and supporting peak usage. | 25 | ||
| Reporting | |||||
| MR 39 | Mandatory-5 | The solution is capable of generating exception reports. | 25 | ||
| MR 40 | Mandatory-5 | The solution is capable of providing ad-hoc reporting functionality including all fields. | 25 | ||
| MR 41 | Mandatory-5 | The solution is capable of offering tools to design, develop, generate, and export reports. | 25 | ||
| MR 42 | Mandatory-5 | The solution is capable of allowing users to create and modify ad-hoc reports based on user access, and save results and query parameters by user profile. | 25 | ||
| MR 43 | Mandatory-5 | The solution is capable of providing performance measures, including system-provided and ad-hoc user-defined reports with graphs, dashboards, charts, analytics, and customizable displays. | 25 | ||
| MR 44 | Mandatory-5 | The solution is capable of providing a standard reporting/inquiry library to meet routine reporting and analysis needs. | 25 | ||
| MR 45 | Mandatory-5 | The solution is capable of accessing, querying, and reporting against archived data. | 25 | ||
| MR 46 | Mandatory-5 | The solution is capable of supporting reporting of supplemental, retroactive, or corrected data using audit trails. | 25 | ||
| MR 47 | Mandatory-5 | The solution is capable of printing any report generated with customizable print settings (landscape, portrait, etc.). | 25 | ||
| MR 48 | Mandatory-5 | The solution is capable of exporting any report using industry-standard formats (.csv, .pdf, .xls). | 25 | ||
| MR 49 | Mandatory-5 | The solution is capable of providing search and filter functions using both single- and multi-selection. | 25 | ||
| MR 50 | Mandatory-5 | The solution is capable of producing status reports and documents summarizing maintenance activities. | 25 | ||
| MR 51 | Mandatory-5 | The solution is capable of providing real-time reporting into facility operations and deep trend analysis for data-driven insights to optimize management strategies and minimize operational costs. | 25 | ||
| MR 52 | Mandatory-5 | The solution is capable of capturing actual and budgeted costs as part of work orders and providing comparative reports with historical costs. | 25 |
| 52 | Mandatory Requirements | 0 | Mandatory Requirements as "S" Standard Function | 0 | 1300 |
| 0 | Mandatory Requirements in "B" Base Code or already on roadmap | Response Total Pts | Tab Max Total Pts |
52 Requirements Total on this worksheet What about on iOS and Android?
Revised, please verify
Drop Chrome and Firefox (Parm/Flo/Larry) the rest is OK
Desired
| Desired Requirements | |||
| Req # | Priority | Requirement | Response |
(Please select from
| drop-down menu) | Comments | Auto Calculated Response Selection Points | Auto Calculated Points |
| (Response x Priority Rating) | Maximum Points |
(Priority Rating x Max Points)
| Administrtive | |||
| DR 1 | High-3 | Provide user-friendly error messages, configurable comment fields, and context-sensitive help. | 15 |
| DR 2 | High-3 | Offer a consistent, responsive user interface that complies with the Plain Language Act. | 15 |
| Asset Management | |||
| DR 3 | High-3 | Update parts lists from work orders and support configurable roles/views for security and prioritization. | 15 |
| Property/Building | |||
| DR 4 | High-3 | Capture and report energy and utility usage; store documents and drawings. | 15 |
| Software Compatibility | |||
| DR 5 | High-3 | Provide basic desktop capabilities (copy/paste, spell check) and secure communication protocols. | 15 |
| Reporting | |||
| DR 6 | High-3 | Distribute reports via links and email. | 15 |
| DR 7 | High-3 | Provide a view of brief report descriptions by report title without opening the report. | 15 |
| DR 8 | High-3 | Provide user-friendly error messages during reporting. | 15 |
| DR 9 | High-3 | Provide for additional data fields for user to create custom fields for tracking energy, water consumption, waste production, and other custom reports. |
tc={8AF6B0C7-3D8B-42C9-AEF8-715C410F5CCD}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
Revised. verify 15
| 9 | High Requirements | 0 | High Requirements as "S" Standard Function | 0 | 135 |
| 0 | Medium Requirements | 0 | High Requirements in "B" Base Code or already on roadmap | Response Total Pts | Tab Max Total Pts |
| 0 | Does Not Apply Requirement | ||||
| 9 | Requirements Total on this worksheet |
Revised. verify
File details come from the government source that posted it. Updated .