S00R2600005 - EEPMS - RFP - Attachment P - System Deliverable Summary - Revised.xlsx

XLSX spreadsheet 133 KB Posted Jan 19, 2022

Attached to: Energy Efficiency Program Management System (EEPMS)
Solicitation number: BPM026480
Issued by: Maryland

About this file

Written by GovTribe AI · May 11, 2024

This document is an attachment to a Request for Proposals (RFP) issued by the Maryland Department of Housing and Community Development (DHCD) for an Energy Efficiency Program Management System (EEPMS). DHCD is seeking to procure a commercially available application to provide comprehensive program and case management for its energy efficiency weatherization programs, along with administrative controls for the distinct programs, funding sources, and network of partner organizations and subcontractors. The system must be able to handle multiple energy efficiency programs, manage cases utilizing multiple funding sources, and support differential program management for different program types and funding sources. It must also provide extensive reporting capabilities, document management, resource management, user interface, and data security and system controls.

The RFP requires the proposed system to integrate with various external systems and data sources, support electronic signatures, and meet rigorous operating performance requirements. Pricing terms, set-asides, and funding sources are not specified. However, the current environment involves managing several weatherization and energy efficiency programs across Maryland with a web-based system accessed by a network of partner organizations.

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Other files

File	Type	Posted
S00R2600005 - EEPMS - Pre-Proposal Sign-In Sheet.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Amendment 2.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Attachment P - System Deliverable Summary.xlsx	XLSX spreadsheet	Jan 19, 2022
S00R2600005 - EEPMS - QandA 2.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Experience Affidavit.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Price Proposal.xlsx	XLSX spreadsheet	Jan 19, 2022
S00R2600005 - EEPMS - Pre-Proposal Conference Summary.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - QandA 1.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Amendment 1.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP.pdf	PDF	Jan 19, 2022
S00R2600005 - EEPMS - RFP - Price Proposal - Revised.xlsx	XLSX spreadsheet	Jan 19, 2022

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Introduction

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

As noted in Section 2 of the Statement of Work (SOW), this Appendix specifies the functional requirements for an Energy Efficiency Program Management System. The System will be used by the Department of Housing and Community Development (DHCD) to track and manage its weatherization and energy efficiency programs, along with providing administrative controls for the distinct programs and their funding sources, and the network of partner organizations (Network Partners) and their subcontractors.

Currently DHCD oversees several funding sources and three (3) distinct programs related to energy/weatherization programs in Maryland. Clients contact either DHCD or a Network Partner requesting assistance, and an application is taken. Upon eligibility approval, DHCD uploads the applicant information to the Call Center List and assigns clients to a Network Partner. The Network Partner schedules an energy audit, generates a work order and handles the implementation of services with a weatherization contractor. When the job is completed, the DHCD invoice team processes the invoices for payment.

DHCD is currently using a web-based program management system to manage the weatherization programs. Network Partners access the system via a high-speed internet connection. Network Partners are required to enter data into the current system, from initial client application and intake through the energy audit and work order process, and ending with invoicing of completed jobs. Inspections and reviews occur throughout the lifecycle of each project.

DHCD monitors all project information entered into the system in order to make budget and lead allocation assessments and complete monthly reports. Each project requires accurate and timely entry of a large amount of data to ensure program compliance and to avoid loss of funding.

As more Marylanders are applying for energy efficiency grants and loans it has become evident that DHCD must collaborate with multiple agencies and comply with numerous regulations while administering these programs. Therefore, the requirements for a new program management system must be robust enough to meet the challenging needs of all stakeholders.

Attachement P

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please idenfity whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

Deliverable ID #	Description	RFP Section	Deliverables			Yes	Yes
			Built-in Feature	Simple Modification *	New Development	No	No
	Funtional Requirements	2.3.1	Please Enter "Yes" below to indicate ability to provide each deliverable
A.1	General Program Management	2.3.1.1
B.1	Intake and Eligibility	2.3.1.2
C.1	Energy Modeling and Data Collection/Calculation	2.3.1.3
D.1	Financial Tracking and Invoicing	2.3.1.4
E.1	Action/Event Tracking	2.3.1.5
F.1	General Search and Retrieval Capabilities	2.3.1.6
G.1	Reporting Capabilities	2.3.1.7
H.1	Document Management	2.3.1.8
I.1	Resource Management	2.3.1.9
J.1	User Interface	2.3.1.10
K.1	Data Entry Safeguards and Controls	2.3.1.11
L.1	Integration and Interface	2.3.1.12
M.1	Import/Export Capabilities	2.3.1.13
N.1	System Administration and Configuration Flexibility	2.3.1.14
O.1	Data Security and System Controls	2.3.1.15
* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable A.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	A.1	Functional Requirements
(General Program Management - RFP Section 2.3.1.1)	Please Enter "Yes" below to indicate ability to provide each deliverable
	A.1.1	The System, either as a whole or as a set of integrated modules, shall provide an enterprise solution capable of supporting and integrating Project Management, Finance, Human Resources, Energy Modeling and other system functionality based on national best practices.
	A.1.2	Ability to perform all Project Management, Energy Modeling, and Accounting/Financial tasks necessary to provide end users with a single point of access that includes management of:
		client intake and tracking
		eligibility determination
		scheduling
		communication
		property assessment data
		supporting documentation
		administrative and fiscal data
	A.1.3	The System shall allow DHDC staff to effectively create, manage, edit, and archive the data used to administer its energy efficiency programs through a work order and program management system.
	A.1.4	Ability to manage multiple energy efficiency programs, each with unique requirements, including but not limited to the following:
		U.S. Department of Energy Weatherization Assistance Program (DOE WAP)
		EmPOWER Low-income Energy Efficiency Program (LIEEP)
		Low-income Home Energy Assistance Program (LIHEAP, known in Maryland as the Maryland Energy Assistance Program “MEAP”)
		Regional Greenhouse Gas Initiative (RGGI), known in Maryland as the Strategic Energy Investment Funds (SEIF)
	A.1.5	Ability to manage cases utilizing multiple funding sources, with each source having unique requirements
	A.1.6	Ability to manage both single family programs and multi-family/multi-unit programs, each having unique requirements
	A.1.7	Ability to support differential program management, allowing for different business rules, workflows, and time standards for different program types and funding sources
	A.1.8	Ability to assign, schedule and monitor workloads
	A.1.9	Ability to assign and reassign clients and caseloads to individuals and divisions both manually and automatically, individually and in bulk
	A.1.10	Ability to build in workflows specific to each program type
	A.1.11	Ability to copy existing workflows and create new ones for individual or group needs
	A.1.12	Workflow management capabilities such as internal alerts for workflow processing and associated reviews and approvals throughout the various business processes
	A.1.13	Ability to manage each case from one file location, including contacts, notes, documents, email, image files, video files, locations, etc.
	A.1.14	Ability to enable groups to work on projects collaboratively
	A.1.15	Ability to customize screens/tabs/fields to collect and display relevant information, dependent upon the program/project type selected by the user
	A.1.16	Ability to customize views and data entry for multiple entity/user types
	A.1.17	Ability to customize views and data entry for multiple project/case types
	A.1.18	Ability to provide a single ‘Comments’ field for each project, that is accessible from all pages within the project/case
	A.1.18.1	The ‘Comments’ field shall allow capture of unlimited free form text
	A.1.18.2	The ‘Comments’ field shall be timestamped for each entry
	A.1.19	Ability to generate and assign unique identifiers including but not limited to the following:
		client number
		property unit number
		jobs number
		grant number
		loan number
		invoice number
	A.1.20	Ability for an authorized user to change unique identifiers as needed
	A.1.21	Ability to provide a checklist feature to automatically add pre-defined checklists to a project/case
	A.1.22	Ability to track case/project status (open, closed, etc.)
	A.1.23	Ability to re-open a closed case or reactivate an inactive case and retain all history
	A.1.24	Ability to track by user, all changes made to a case (audit trail)
	A.1.25	Ability to archive case data to a duplicate database
	A.1.26	Ability to retrieve and view archived data
	A.1.27	Ability to incorporate 5 years of historical program activity and 5 years of historical financial activity from the existing systems
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable B.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	B.1	Functional Requirements
(Intake and Eligibility - RFP Section 2.3.1.2)	Please Enter "Yes" below to indicate ability to provide each deliverable
	B.1.1	Ability to accept and process online client applications both directly from a client and via a Network Partner, and directly by DHCD
	B.1.2	Ability for authorized user to revise/update any application information while retaining history of original information
	B.1.3	Ability to handle multiple types of applications specific to the different programs offered
	B.1.4	Ability to conduct conflict checks when opening a new project/case
	B.1.5	Ability to upload documentation required to determine eligibility and link it specifically to an application (see Document Management section for further detail)
	B.1.6	Ability to distinguish between required and optional information
	B.1.7	Ability to prevent submission of an application until all required information is provided
	B.1.8	Ability to capture, edit and delete, at a minimum, the following information for initiating each project/case:
	B.1.8.1	Energy Efficiency Program name (List of standard choices will be defined by DHCD)
	B.1.8.2	Funding sources (List of standard choices will be defined by DHCD)
	B.1.8.3	Referring Network Partner (List of standard choices will be defined by DHCD)
	B.1.8.4	Property address – number/street/county/city/zip code
	B.1.8.5	Year property was built
	B.1.8.6	Property owner
	B.1.8.7	Utility company(s)/ account number(s)
	B.1.8.8	Status - the current status of the case, i.e., open, closed, pending, etc. (List of standard choices will be defined by DHCD)
	B.1.8.9	Status dates (e.g., date opened, date closed)
	B.1.8.10	Resolution/Disposition type - (List of standard choices will be defined by DHCD)
	B.1.9	Key word - a field used to contain user-defined key words to be used in locating the case
	B.1.10	Ability to capture, maintain and edit unlimited demographic and financial data for clients (individuals, families, and individuals sharing a household) including but not limited to the following:
		household type
		household size
		household relationship
		household income
		employment status
		age
		ethnicity
		education level
		gender
	B.1.11	Ability to link a project/case to one or more related projects/cases
	B.1.12	Ability for duplicate name and address detection, with the ability to merge when appropriate
	B.1.13	Ability to identify potential ‘duplicate’ applicants (clients who have received prior services) by client name, address and zip code.
	B.1.14	Ability to handle processing of “Approved Duplicates”
		These are leads who have received prior weatherization services, but are deemed eligible for re-weatherization or other program services based on predefined criteria
	B.1.15	Ability to track an unlimited number of addresses, phone numbers and email addresses for any name entered
	B.1.16	Ability to track an unlimited number of client names, for any address entered
	B.1.17	Ability to maintain a history of all former contact information for each client
	B.1.18	Ability to track the dates that any contact information is changed
	B.1.19	Ability to merge partial separate records on the same individual/family
	B.1.20	Ability to move clients between programs and Network Partners, or to share them between different programs
	B.1.21	Ability to determine initial eligibility for program services, based on multiple criteria, including but not limited to:
		Household income limits
		Existing utility accounts
		Period of time since prior services received
		Building type
		Ownership verification
		Available funding sources
	B.1.22	Ability to automatically assign a funding source based on pre-defined criteria
	B.1.23	Ability to change funding source assignment as needed
	B.1.24	Ability to automatically notify applicants of their eligibility status within 30 days of completed application submission
	B.1.25	Ability to alert staff that client may meet eligibility requirements for other energy services/programs
	B.1.26	Ability to compile and track a list of leads obtained through the application process and from outside referrals
		Leads are income-certified and pre-screened applicants who are referred to Network Partners for energy efficiency services.
		Currently up to 3,000 leads monthly
	B.1.27	Ability to assign leads to multiple Network Partners
	B.1.28	Ability to print a listing of leads issued
	B.1.29	Ability to update the list of DHCD programs and/or Network Partners to which leads can be made
	B.1.30	Ability to conduct additional eligibility checks on leads at the time of scheduling and auditing, based upon but not limited to the following factors:
		Building type
		Ownership
		Occupancy
		Re-weatherization rules
	B.1.31	Ability to develop, update and maintain a prioritized “Waiting List” of eligible clients to be served by the programs
		prioritization based on predetermined factors (may be different for different programs)
	B.1.32	Ability to schedule and track energy audit appointments (See Action/Event Tracking section for further details)
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable C.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	C.1	Functional Requirements
(Energy Modeling and Data Collection/Calculation - RFP Section 2.3.1.3)	Please Enter "Yes" below to indicate ability to provide each deliverable
	C.1.1	Provide an energy modeling tool or be capable of integrating with DOE-approved energy audit software such as NEAT and MHEA to create a Maryland-specific energy audit
	C.1.2	Ability to model both single family and multi-family units
	C.1.3	Ability to model whole buildings, including high-rise buildings
	C.1.4	Ability for the Auditor to verify that required documentation has been received
	C.1.5	Ability to collect all required audit data in the field
	C.1.6	Ability to upload all audit data to the System
	C.1.7	Ability to enter audit data directly into the System as needed.
	C.1.8	Ability to calculate:
		Energy savings measures
		Repair measures
		Health and safety measures
	C.1.9	Ability to pre-define multiple measures
	C.1.10	Ability to calculate formulas and correctly sum data totals for both monetary and unit-specific inputs. Examples include but are not limited to:
	C.1.10.1	Ability to calculate Energy Usage Data: track high residential energy users, and households with a high energy burden.
	C.1.10.2	Ability to customize pricing and measures individually
	C.1.10.3	Ability to lock in pricing for each measure
	C.1.10.4	Ability to pre-define efficiency criteria for each measure
	C.1.10.5	Ability to customize measures for each funding source
	C.1.10.6	Ability to choose multiple funding sources for a measure
	C.1.10.7	Ability to calculate Savings to Investments Ratios (SIRs) for all measures
	C.1.10.8	Ability to calculate Total Spent on Each Unit: sum totals per unit by funding source and from all funding sources.
	C.1.10.9	Ability to calculate Unit Data by Network Partner, by Contractor, by unit type, and in total:
		o all data measures completed;
		o all units by type;
		o measures by unit type;
		o units by primary heating fuel;
		o units by occupancy;
		o total re-weatherized units etc.
	C.1.10.10	Ability to calculate Energy Savings: generate a Maryland specific energy savings report, at the unit level and at the summary statistic level, sorted by Network Partners, fuel source, energy provider and/or other criteria as determined by DHCD.
	C.1.10.11	Ability to calculate Total Weatherization Materials Installed: identify individual materials and calculate amounts spent on units on the line item of materials installed under Program Operations, by total and sorted by funding source.
	C.1.10.12	Ability to calculate Combustion Appliance Work: track and compile all Health and Safety measures individually by unit, by Contractor, by Network Partner, and in total, including: HVAC repair and replacement; water heater repair and replacement; cook stove repair and replacement; and any other Health and Safety related measure by labor and materials.
	C.1.10.13	Ability to calculate Total Labor Charged: calculate individual contract amounts spent on units on the line item of labor charged under Program Operations, by total and sorted by funding source
	C.1.10.14	Ability to calculate and compare with the allowable dollar amount, labor and materials for incidental repairs spent under Program Operations, sorted by funding source
	C.1.10.15	Ability to calculate interactive savings for work scope (how one measure will affect others)
	C.1.11	Ability to select and de-select measures for a project without losing the record of measures that were considered but not selected.
	C.1.12	Ability to calculate, compare and prioritize savings/efficiency for multiple potential scenarios for a single project in order to determine the best suite of measures for that project.
	C.1.13	Ability to separate Savings to Investment Rations (SIRs) for each funding source
	C.1.14	Ability to calibrate the tool to align with the actual monthly and/or annual energy consumption of the unit
	C.1.15	Ability to ‘true up’ savings to align with the actual energy consumption of the unit(s)
	C.1.16	Ability to collect data that is not energy-related but that may affect the project
		Example - whether or not there is a crawl space requiring a vapor barrier or lead paint requiring abatement before work can be done
	C.1.17	Ability to build in rules that a specific measure or measures cannot be selected if another specific measure is selected or a specific condition exists (factors affecting measure selection will be defined by DHCD)
		Examples - specific measure cannot be selected if lead paint exists or if funding source is exhausted
	C.1.18	Ability for an authorized user to override built in rules for measure selection
	C.1.19	Ability for authorized user to input Contractor prices
	C.1.20	Ability to track changes made to work scope, prices, and measures added and /or dropped
	C.1.21	Ability to clearly indicate (flag, highlight) fields that have been changed
	C.1.22	Ability to maintain a history of the changes made (who, what, when, etc.)
	C.1.23	Ability to calculate client data, including totals such as: elderly, handicapped, elderly-handicapped, children 3-5 years of age, children 2 years and younger, income levels, percentage of income etc.
	C.1.24	Ability to upload project specific documents and photos to the System (see Document Management section for further detail)
	C.1.25	Ability to enter comments related to existing conditions and proposed work scope
	C.1.26	Ability to customize the energy audit workflow
	C.1.27	Ability to automatically generate a work order based on audit data entered
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable D.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	D.1	Functional Requirements
(Financial Tracking and Invoicing - RFP Section 2.3.1.4)	Please Enter "Yes" below to indicate ability to provide each deliverable
	D.1.1	Provide a financial system or be capable of integrating with a finance system that captures and tracks all financial information related to reimbursements from utilities and payments to outside vendors
	D.1.2	Ability to accept data input by DHCD and Network Partner staff using multiple federal and state funding sources for the purposes of reimbursement
	D.1.3	Ability to automatically generate a Request for Payment for a Network Partner based on approved invoices
	D.1.4	Ability to track reimbursement received through each funding source, tracked separately by:
		program year
		funding source
		measure
		client
		unit
	D.1.5	Ability to track, document and generate invoices for expenditures for each funding sources including:
		tracking contract budgets
		tracking all expenses to date by funding sources
		tracking units by funding sources
		tracking savings by measure
		tracking expenditures by measures.
	D.1.6	Ability to capture and track all expenses by budget cost categories including:
		Administrative
		Insurance
		Audits
		Health and Safety
		Program Operations (including but not limited to: services, labor, materials, vehicles and equipment).
	D.1.7	Ability to track, document and generate invoices for DHCD expenditures for DOE Training and Technical Assistance (T&TA)
	D.1.8	Ability to track required documents/forms needed to substantiate reimbursement, including :
		Project
		Utility account number(s)
		Measures
		Measure quantity
		Measure savings
		Measure cost
	D.1.9	Ability to automatically generate invoices
	D.1.10	Ability to customize invoices for different entities
	D.1.11	Ability to add/delete line items on an invoice
	D.1.12	Ability for inspectors to decline measures submitted or change quantities on an invoice as needed
	D.1.13	Ability to re-price jobs according to Contractor selected
	D.1.14	Ability to change/update the status of a Work Order/Invoice during the approval process.
	D.1.15	Ability to track time and/or expenses by program, funding source, cost centers, Network Partners and Contractors
	D.1.16	Ability to display funding balances to individual weatherization agencies
	D.1.17	Ability to track expenses by expense type
	D.1.18	Ability to track the time and cost of outside Contractors associated with a selected project
	D.1.19	Ability to support the allocation of overhead and indirect expenses to selected cases
	D.1.2	Ability to define budgets for expenses by program and funding source and track actual expenditures to each budget
	D.1.21	Ability to identify owner share of costs for a specific job
	D.1.22	Ability to create and auto-populate information into a Work Order based on the audit data entered into the system via the energy modeling tool
	D.1.23	Ability to select and unselect an invoice for a Quality Assurance review.
	D.1.24	Ability to have “rejected” invoices appear on a separate list for each Agency.
	D.1.25	Ability to capture a funding balance that is only visible to DHCD.
	D.1.26	Ability to prevent submission of an invoice unless all “required” fields have been completed
	D.1.27	Ability to reopen a closed Invoice/Work Order
	D.1.28	Ability to allow for reporting by fund and address/client/project
		Existing utility accounts
		Period of time since prior services received
		Building type
		Ownership verification
		Available funding sources
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable E.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	E.1	Functional Requirements
(Action/Event Tracking - RFP Section 2.3.1.5)	Please Enter "Yes" below to indicate ability to provide each deliverable
	E.1.1	Ability to define unlimited actions/events for a project/case
	E.1.2	Ability to create a checklist of required actions for each program type and funding source
	E.1.3	Ability to schedule, monitor, and record the results of all actions/events that are related to a project/case
	E.1.4	Ability to maintain a log of all actions/events, including changes within the case history
		scheduling changes, changes in status/resolution, etc.
	E.1.5	Ability to store all of the history of services/outcomes associated with a given person/family
	E.1.6	Ability to track various types of client interactions
		phone calls, meetings, file updates, text messages, etc.
	E.1.7	Ability for staff to generate client goals and action steps
	E.1.8	Ability to schedule client meetings and notify/remind appropriate staff as well as the client via email/text/phone etc. of upcoming appointment(s)
	E.1.9	Ability to alert staff to follow-up with client via automatic alerts
	E.1.10	Ability to store at a minimum, the following information on all actions/events related to a project/case:
	E.1.10.1	Type of action/event (List of standard choices will be defined by DHCD)
	E.1.10.2	Text description of the action/event
	E.1.10.3	Employee/Network Partner/Contractor assigned responsibility for the action/event
	E.1.10.4	Date requested - date the action/event was first requested or became necessary
	E.1.10.5	Expiration date of client certification
	E.1.10.6	Extension date allowed - date on which a deadline was extended for an action/event
	E.1.10.7	Extended by - description or name of the individual granting the extension
	E.1.10.8	Reminder date - date on which to automatically remind the individual responsible for the action/event (i.e., the "tickler" date)
	E.1.10.9	Due date - for actions requiring a deadline
	E.1.10.10	Action/event status (e.g., open, pending, completed, closed)
	E.1.10.11	Actual date that the event occurred or the action was completed
	E.1.10.12	Employee/Network Partner/Contractor who actually completed the action or performed the events
	E.1.10.13	Decision or resolution date - the date a decision or resolution was rendered on the action/event
	E.1.10.14	Results - the actual decision, resolution, or result of the action (i.e., approved, passed, denied, failed, etc.)
	E.1.10.15	Status - current status of the event or action (scheduled, pending, extended, completed, etc.)
	E.1.10.16	Geographic location where the event occurs
	E.1.11	Ability to synchronize calendar entries with Microsoft Outlook and Google calendars
	E.1.12	Ability to send action/event information to the user’s personal calendar (i.e., due date, action/event name, location if applicable)
	E.1.13	Ability to link an action/event to another action/event, as follows:
	E.1.13.1	Identify actions and events that must follow other actions or events
	E.1.13.2	Specify any time constraints associated with the relationship between the linked actions/events - for example audit must be completed before job can begin
	E.1.13.3	Automatically schedule an action/event based on a linked action/event's due date
	E.1.13.4	Automatically adjust the schedule of an action/event based on the actual date that a linked action/event is completed
	E.1.14	Ability to update a case/job status based on the completion of an action
	E.1.15	Ability to set-up action/event timetables and templates for scheduling purposes based on the program type and category and other user-defined variables
		Example - store a template of the standard actions/ events that DHCD must undertake to provide services for a specific program
	E.1.16	Ability to provide the following functionality for action/event templates:
	E.1.16.1	Allow the user to use the templates as short cuts for entering actions and events for a new project/case
	E.1.16.2	Allow the user to individually create and store generic action/event templates
	E.1.16.3	Allow the user to select an action/event template for a new project/case and automatically create the generic events and actions required
	E.1.16.4	Automatically schedule events and actions based on the time constraints defined in the template and the actual open date of the project/case
	E.1.16.5	Allow the user to adjust due dates and schedules for actions/events and automatically adjust the schedule for related actions/events
	E.1.17	Ability for multiple views of action/event information for one or a combination of the following:
	E.1.17.1	All actions/events due or set in a specific time period
	E.1.17.2	All actions/events for a specific project/ case
	E.1.17.3	All actions/events for a specific program type or category
	E.1.17.4	All actions/events for a specific division/unit
	E.1.17.5	All actions/events for a specific Employee/Network Partner/Contractor/Client
	E.1.17.6	All actions/events for a specific profile linked with services and outcomes associated with a specific demographic, client or family
	E.1.17.7	All actions/events for a specific address
	E.1.17.8	All actions/events for a specific geographic location (county, zip code, etc.)
	E.1.17.9	All actions/events for a specific action/event type
	E.1.17.10	All actions/events due or set within a user specified number of days or before a specific date
	E.1.17.11	All actions/events past due (not completed by due date or set date)
	E.1.17.12	All actions/events involving specified document types
	E.1.17.13	All actions/events with a specific status (i.e., pending, completed, etc.)
	E.1.18	Ability to automatically calculate and override action/event dates and deadlines
	E.1.19	Ability for authorized users (e.g., supervisor) to access users’ tracking management calendars in real time
	E.1.2	Ability to generate (view or print) calendars with action/event schedules for a specified time period for:
	E.1.20.1	Individual Employee/Network Partner/Contractor
	E.1.20.2	All Employees for a specific division/unit
	E.1.21	Ability to generate "to-do" lists for individual Employees based on a selected time period (i.e., daily, weekly)
	E.1.22	Ability to generate warnings or reminders (automatic "tickler” notifications) for actions/events, as follows:
	E.1.22.1	Notify the responsible Employee/Network Partner/Contractor/Client of actions/events due within a user-specified number of days
	E.1.22.2	Notify the responsible Employee/Network Partner/Contractor/Client of actions/events due based on a DHCD-set reminder date for the action/event
	E.1.22.3	Notify the responsible Employee/Network Partner/Contractor/Client of actions/events overdue
	E.1.22.4	Notify the responsible Employee/Network Partner/Contractor/Client that a project has been dormant for a predefined period of time and requires action to remain in active status
	E.1.22.5	Notify the responsible Employee/Network Partner/Contractor’s immediate supervisor of actions/events overdue
	E.1.23	Ability to allow users to filter their calendar displays to show only actions/events based on user-defined criteria (for example, all internal meetings)
	E.1.24	Ability to allow an authorized user to reassign to another Employee/Network Partner/Contractor, all actions/events currently assigned to an Employee/Network Partner/Contractor that are due within a specified period of time
	E.1.25	Ability to provide a ticketing system to handle customer complaints that automatically generates a ticket number and notifies the customer and appropriate personnel that a complaint has been received
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &D

Deliverable F.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	F.1	Functional Requirements
(General Search and Retrieval Capabilities - RFP Section 2.3.1.6)	Please Enter "Yes" below to indicate ability to provide each deliverable
	F.1.1	Ability to perform ‘live searches’ that enable the user to view list results while typing and then select from that list
	F.1.2	Ability to search multiple fields and retrieve a list of matching results with minimal information available
		Examples - search last name, program, funding source, Network Partner, Contractor, etc.
	F.1.3	Ability to search for and retrieve a list of matching results with partial information entered into a field
		Examples - partial name, job number, etc.
	F.1.4	Ability to search for and retrieve a single or a list of cases based on one or a combination of multiple search criteria
		Example - search all open projects with a specific Network Partner during a specified time period
	F.1.5	Ability to search all fields within the database including but not limited to the following items:
	F.1.5.1	Project/Grant/Loan ID (unique identifier assigned by System)
	F.1.5.2	Case number (assigned by DHCD or other entity)
	F.1.5.3	Client Name
	F.1.5.4	Property Address
	F.1.5.5	Program Name
	F.1.5.6	Funding Source(s)
	F.1.5.7	Network Partner(s)
	F.1.5.8	Employee(s) (intake worker, inspector, auditor)
	F.1.5.9	Contractor
	F.1.5.10	Critical dates
	F.1.5.11	Status
	F.1.5.12	Resolution
	F.1.5.13	Key words
	F.1.6	Ability to refine or modify searches to either expand or reduce the number of matching results
		Example - if the first search yields a long list of projects, the search can be refined to include only the projects that also match additional criterion
	F.1.7	Ability to select and display a specific project from a list resulting from a search
	F.1.8	Ability to save search criteria by a user, and retrieve the search on demand
	F.1.9	Ability to perform text and text phrase searching across the entire database
	F.1.10	Ability to perform full-text searches of all documents including the use of Optical Character Recognition (OCR)
	F.1.11	Ability to search on any and all document metadata elements
	F.1.12	Ability to perform advanced search techniques including but not limited to Boolean, wild card, date range and text proximity searches
	F.1.13	Ability to maintain recent search history
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&F &P of &N

Deliverable G.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please idenfity whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	G.1	Funtional Requirements
(Reporting Capabilities - RFP Section 2.3.1.7)	Please Enter "Yes" below to indicate ability to provide each deliverable
	G.1.1	Extensive, flexible reporting capabilities based on a relational database model
	G.1.2	All data in the System shall be accessible for reporting and ad hoc query
	G.1.3	Ability to define and customize standard, ad hoc and metrics reports and queries, as follows:
	G.1.3.1	Provide access to all data files including reference files for defining standard choices
	G.1.3.2	Provide ability to dynamically generate reports based on selected parameters, dates and terms/characteristics, including starting date, ending date, gender, family size, income level, zip code, age, educational level completed, source of income, program/service provider, type of housing, funding source, utility type, etc.
	G.1.3.3	Provide access to all fields in these files, including user-defined fields and text fields
	G.1.3.4	Allow the user to define multiple selection criteria for including data in a report using any field in the primary or a related file
	G.1.3.5	Allow the user to enter values for selection criteria at run time
	G.1.3.6	Allow the user to define the sort order, groupings, and subtotals for the report
	G.1.3.7	Allow the user to define the report format, i.e., the order and position in which the data will appear on the report
	G.1.3.8	Allow the user to define the level of detail or summary for the report
	G.1.3.9	Allow the user to define calculated fields for reports using any data stored in the System
	G.1.3.10	Allow the use of arithmetic functions (average, maximum, minimum, sum, etc.) in defining report fields
	G.1.3.11	Provide the capability to extract data for download into PC based systems
	G.1.4	Ability to store, maintain, and manage standard reports and queries, as follows:
	G.1.4.1	Provide the ability to save query and report definitions and run on demand
	G.1.4.2	Provide the ability to edit/delete saved query and report definitions
	G.1.4.3	Allow the user to define report and query limitations (i.e., number of records, processing time, etc.) so that generating reports does not adversely affect system performance
	G.1.4.4	Allow the option to review reports on-line, print hard copy, or save to file
	G.1.4.5	Allow individual users to save and maintain their own customized reports
	G.1.5	Ability to generate system level administration and control reports, as follows:
	G.1.5.1	Provide audit trails for master file maintenance transactions
	G.1.5.2	Provide security, archive, program management and user related information
	G.1.5.3	Provide on-line query and viewing for all major files
	G.1.5.4	Print references and master file contents on demand
	G.1.5.5	Export/import data for exchange with PC based systems (i.e., ASCII, XML, CSL, CSV format)
	G.1.5.6	Provide logs of modifications to existing data
	G.1.6	Ability to generate unduplicated client counts across all programs and partners
	G.1.7	Ability to generate reports required by the DOE and the State for compliance purposes. Example reports include, but are not limited to:
	G.1.7.1	Reporting that meets all DOE Performance and Accountability reporting requirements and categories highlighted at http://www.page.energy.gov including allowing for relevant fields, type of data (raw vs. summation), time period, and Network Partner(s) involved
	G.1.7.2	Monthly, quarterly, and annual performance reports required by DOE, and other custom reports as determined by DHCD
	G.1.7.3	Process DOE ARRA information and print various DOE ARRA reports on: client information, energy assessments, Davis-Bacon reporting, jobs created, jobs retained, vendor/sub-recipient information, and other information as required by DOE
	G.1.7.4	Manage ongoing CSBG annual reporting based on National Performance Indicators (NPIs) and Results Oriented Management and Accountability (ROMA), including demographic reports, client by locality reports, and WAP Quarterly Performance Reports (QPR)
	G.1.7.5	Manage ongoing reporting and client data tracking/program management associated with WAP, CSBG, and LIHEAP sources of funds
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable H.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	H.1	Functional Requirements
(Document Management - RFP Section 2.3.1.8)	Please Enter "Yes" below to indicate ability to provide each deliverable
	H.1.1	Ability to upload required project materials including documents, files and images so that files may be audited online/electronically
	H.1.2	Ability to scan and save hard copy documents directly into the System
	H.1.3	Ability to collect and track the receipt of required forms including but not limited to:
		Permission to Enter Form
		Building Owner Agreement
		Tenant Synopsis of the Building and Owner Agreement
		Deferral Form
		Tier One Job Completion Form
	H.1.4	Ability to “drag and drop” emails and email attachments directly from various email systems into the System
	H.1.5	Ability to link any document files and images to a specific case, and to view or print the documents from within the specific case
	H.1.6	Ability to link document files to specific case details, including:
		Actions/events that created, or submitted the document
		Individuals that created or produced the document
		Individuals that received the document
	H.1.7	Ability to link document files and images to specific energy audit measures
	H.1.8	Ability to support a variety of document types, including MS Word, MS Excel, Adobe PDF, Adobe PDF/A, etc.
	H.1.9	Ability to support a variety of multimedia file types, including audio, video, and other media files
	H.1.10	Ability to retrieve and view all documents associated with a case on-line
	H.1.11	Ability to identify and index all documents associated with a case
	H.1.12	Ability to store the following general information for a document :
	H.1.12.1	Document name - a text title for the document
	H.1.12.2	Revision number - used to distinguish multiple revisions of the same document
	H.1.12.3	Document date
	H.1.12.4	Document type - (List of standard choices will be defined by DHCD)
	H.1.12.5	Number of pages in the document
	H.1.12.6	Document category - (List of standard choices will be defined by DHCD)
	H.1.12.7	Security clearance - the level of security required to view the document
	H.1.12.8	Document author/source
	H.1.12.9	Storage location - the storage location for the physical or official copy of the document, such as a file drawer or box number (List of standard choices will be defined by DHCD)
	H.1.12.10	Multiple tags for searching capabilities
	H.1.12.11	Comments - Free form text field for comments relating to the specific document
	H.1.13	Ability to archive information in accordance with State of Maryland and Network Partner’s criteria
	H.1.14	Ability to assign indexing and metadata to the record based on contextual information
	H.1.15	Ability to create documents and view the files within the System
	H.1.16	Ability to easily create standard templates for documents regularly produced
	H.1.17	Ability to easily modify/update document templates
	H.1.18	Ability to auto-populate standard document fields with existing DHCD and specific case information
	H.1.19	Ability to link external files created in standard formats to a case and view the files on request without leaving the System
	H.1.20	Ability for individual users to create and maintain their own customized documents
	H.1.21	Ability to edit and save changes to documents
	H.1.22	Ability to track the location of physical case files
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable I.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	I.1	Functional Requirements
(Resource Management - RFP Section 2.3.1.9)	Please Enter "Yes" below to indicate ability to provide each deliverable
	I.1.1	Ability to track the involvement of all Employees and outside personnel for a case
	I.1.2	Ability to store and retrieve at a minimum, the following general information on Employees of DHCD and Network Partners:
	I.1.2.1	Full name
	I.1.2.2	Position/title
	I.1.2.3	Division/unit to which the Employee is assigned
	I.1.2.4	Office location to which the Employee is assigned
	I.1.2.5	At least four (4) phone numbers (i.e., work, home, mobile, fax)
	I.1.2.6	Email address
	I.1.2.7	Current status (i.e., active, inactive, etc.)
	I.1.2.8	Supervisor's name
	I.1.2.9	Comments - free form text comments relating to the specific Employee
	I.1.3	Ability to store and retrieve at a minimum, the following general information on external Contractors:
	I.1.3.1	Full name
	I.1.3.2	Contractor/vendor number
	I.1.3.3	Position/title
	I.1.3.4	Company or organization affiliation
	I.1.3.5	Full address
	I.1.3.6	Alternate address
	I.1.3.7	At least four (4) phone numbers, i.e., work, home, mobile, fax
	I.1.3.8	Email address
	I.1.3.9	Current status (i.e., active, inactive) with options defined by the DHCD
	I.1.3.10	Current hourly billing rate
	I.1.3.11	Area(s) of expertise
	I.1.3.12	Beginning date of agreement
	I.1.3.13	Ending date of agreement
	I.1.3.14	Comments - free form text comments relating to the specific Contractor
	I.1.4	Ability to assign Employees/Network Partners/Contractors to any case as follows:
	I.1.4.1	Assign multiple (unlimited) Employees/Network Partners/Contractors to a case
	I.1.4.2	Assign multiple (unlimited) cases to an Employee/Network Partner/Contractor
	I.1.4.3	Change assignments (remove or add ) Employees/Network Partners/Contractors) without losing the history of "who did what" on a case
	I.1.4.4	Designate a lead Employee for the case
	I.1.4.5	Designate overall management responsibility for the case
	I.1.4.6	Designate specific role/title for each Employee/Network Partner/Contractor assigned to a case
	I.1.5	Ability to assign specific responsibility for actions and events to Employees/Network Partners/Contractors) assigned to a case
	I.1.6	Ability to link an Employee/Network Partner/Contractor to an unlimited number of cases and define their specific role in each case
	I.1.7	An inventory control function, providing the ability to track all DHCD equipment, and vehicles used to support the energy efficiency programs
	* Simple Modification will be defined as minor modification(s) of existing software, report(s), user interface(s) or automation that requires less than one (1) hour to complete.

&A &P of &N

Deliverable J.1

ATTACHMENT P - System Deliverable Summary - Revised

S00R2600005

(1) For each deliverable identified below, Please identify whether it will be provided as

• a Built-in Feature of the COTS system; OR

• a Simple Modification; OR

• a New Development

You may select ONLY ONE for each Deliverable

	Deliverable ID #	Description	Deliverables
			Built-in Feature	Simple Modification *	New Development
	J.1	Functional Requirements
(User Interface - RFP Section 2.3.1.10)	Please Enter "Yes" below to indicate ability to provide each deliverable
	J.1.1	A Graphic User Interface (GUI) with standard point and click and other mouse functions
	J.1.2	Intuitive navigation, allowing all levels of users to easily access and navigate cases
	J.1.3	“Help” features, as well as a user manual to assist users
	J.1.4	Ability to create multiple interactive dashboards for administrative, executive, program, and financial management, customized to meet specific user type needs
	J.1.5	Ability for on-line entry, editing and deleting for all files and data fields
	J.1.6	Ability for on-line validation and editing of entries, checking for completeness and accuracy, as appropriate
	J.1.7	An option for automatic numbering, where appropriate
	J.1.8	Clearly identified ‘required fields’ on all screens
	J.1.9	Highlighted fields and color for ease of input
	J.1.1	Consistent commands, use of function keys, use of color, etc., across all modules and screens
	J.1.11	Comprehensive on-line, context sensitive help
	J.1.12	Ability for on-line look-up for reference tables and master files
	J.1.13	Information messages to describe processing (e.g., "Client file updated")
	J.1.14	Clear error messages with cause of error and possible corrective action
	J.1.15	Menu driven options and selections
	J.1.16	"Hot keys" for experienced users to avoid extensive menu trees and mouse usage
	J.1.17	Full page/scroll forward and backward for multiple screen documents

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated May 11, 2024.