System Requirements Matrix RFI 2526-33.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- Mass Notification System
- Solicitation number
- RFI-14322
- Issued by
- Leon County, Florida
About this file
System Requirements Matrix Summary
This document is a System Requirements Matrix for a Request for Information (RFI) issued by the Florida Department of Revenue for a vendor-hosted, Software-as-a-Service (SaaS) emergency mass notification system. The RFI seeks vendor responses to provide information on emergency mass notification services and software implementation. The system must support communication to 5,000 contacts and provide 24/7/365 secure access to multiple users across the department's locations and offices. Vendor questions are due by November 19, 2025, at 3:00 PM Eastern Time, with vendor responses required by December 8, 2025, at 3:00 PM Eastern Time. No specific site visit or bidder's conference is mentioned in the requirements matrix.
The matrix provides detailed technical, functional, administrative, security, and operational requirements organized into ten categories: General Requirements, Implementation/Project Management Requirements, System Technical Requirements, System Functional Requirements, System Non-functional Requirements, System Administrator/Administrative Requirements, System Security and Compliance Requirements, and Other Requirements. For each requirement, vendors must indicate whether they can meet the requirement with current configuration, with custom programming, or cannot meet the requirement. Key requirements include integration with the Department's People First/SAP/active directory human resources information system for daily automated employee uploads, disaster recovery and multi-data center redundancy, single sign-on capability, multi-channel notification delivery (email, phone, text, call), real-time alert tracking, compliance with Florida Statutes Chapter 119, Americans with Disabilities Act standards, and Section 508 Rehabilitation Act requirements. The RFI is currently in an information-gathering phase and does not constitute a commitment to procure services, with all submitted materials becoming property of the State of Florida.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| System Requirements Matrix RFI 2526-33.xlsx | XLSX spreadsheet | |
| General Questions Matrix RFI 2526-33.xlsx | XLSX spreadsheet | |
| General Questions Matrix RFI 2526-33.xlsx | XLSX spreadsheet | |
| RFI 25.26-33 Mass Notification System.pdf | ||
| RFI 25.26-33 Mass Notification System.pdf | ||
| Department Responses RFI 2526-33.pdf | ||
| Historical usage.xlsx | XLSX spreadsheet |
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Text version
General
| General Requirements | |||
| # | Requirement | Can meet | Cannot meet |
| 1 | Fully third-party hosted SaaS system with secure access available 24/7/365 to all users | ||
| 2 | Ability to provide access to and deploy messages to 5,000 contacts |
Implementation-Project Mgmt.
| Implementation/Project Management Requirements | |||
| # | Requirement | Can meet | Cannot meet |
| 1 | Assignment of a dedicated project manager to oversee the implementation |
System Technical
| System Technical Requirements | ||||
| Can meet with current configuration | Can meet with custom programing | Cannot meet | ||
| # | Requirement | |||
| 1 | Ability to integrate with and receive daily automated uploads from the Department’s human resources information system (People First/SAP/active directory) | |||
| 2 | Allows for routine manual uploads of staff augmentation contractors’ contact information without interfering with the daily automated upload from the Department’s human resources information system | |||
| 3 | Functions from its own authoritative identity store to ensure interruptions in communication with People First do not disrupt system functionality | |||
| 4 | Ensures system availability during a disaster and is not dependent on a single region or singe data center | |||
| 5 | Functions continuously when external systems, such as People First or the Department’s internal network, are unavailable | |||
| 6 | Allows for automated addition of contracted staff augmentation employees on a monthly schedule, at a minimum, without interfering with the daily automated upload from the Department’s human resources information system | |||
| 7 | Single sign-on to the system with Department network credentials | |||
| 8 | Vendor provides ongoing maintenance and technical support for the system | |||
| 9 | Provides backup failover and redundant capabilities to support mission-critical services and disaster response and recovery |
System Functional
| System Functional Requirements | ||||
| Can meet with current configuration | Can meet with custom programing | Cannot meet | ||
| # | Requirement | |||
| 1 | Provides a self-registration capability allowing users to enter, prioritize, and maintain contact information and notification preferences | |||
| 2 | Ability to create contact lists with membership generated automatically from a Department-specified data field in the daily human resources information upload (e.g., location, program) | |||
| 3 | Provides multiple options for multifactor authentication in case the primary method fails | |||
| 4 | Provides rapid (i.e., within seconds) alert and notification to multiple locations using a variety of communication devices (email, landline phone, mobile phone, text, call, etc.) | |||
| 5 | Allows administrators to generate and send from any device (mobile phone, land line, email, etc.) when sending an alert | |||
| 6 | Provides a simple interface that administrators can access and navigate quickly | |||
| 7 | Allows at least 450 characters in a single SMS notification | |||
| 8 | Allows templated and ad hoc messaging | |||
| 9 | Provides a preview mode that displays a draft alert or notification as it will appear in a text and email, including the contact groups selected to receive the message | |||
| 10 | Ability to schedule outgoing messages | |||
| 11 | Provides access for users to view, confirm, and/or respond to active alerts | |||
| 12 | Provides real-time tracking on the progress of active alerts and lists the time-stamped response of each alerted user | |||
| 13 | Provides on-demand, searchable, filterable, and exportable reporting of all sent alerts and notifications, including the time-stamped response of each alerted user | |||
| 14 | Ability to group alerts and notifications under specific event names | |||
| 15 | Allows for editing the name and category of sent alerts and notifications | |||
| 16 | Ability to add ad hoc groups | |||
| 17 | Allows an unlimited number of user groups with multiple levels of permissions to use the system | |||
| 18 | Provides a polling feature | |||
| 19 | Provides an option to disable embedded artificial intelligence features | |||
| 20 | Interfaces with the Department’s existing panic buttons or a new panic button system |
System Non-functional
| System Non-Functional Requirements | ||||
| # | Can meet with current configuration | Can meet with custom programing | Cannot meet | |
| Requirement | ||||
| 1 | Vendor-provided, production-based training for Department staff during implementation and deployment | |||
| 2 | Vendor-provided training and training materials in electronic format that can be rebranded for the Department (e.g., user manual, guides, technical instructions) |
System Admin.
| System Administrator/Administrative Requirements | ||||
| # | Can meet with current configuration | Can meet with custom programing | Cannot meet | |
| Requirement | ||||
| 1 | Allows for multiple system administrators | |||
| 2 | Provides the administrator the ability to add and delete users | |||
| 3 | Provides the administrator the ability to assign user and other administrator roles | |||
| 4 | Ability to decentralize administration of the system for local use |
System Security & Compliance
| System Security and Compliance Requirements | ||||
| # | Can meet with current configuration | Can meet with custom programing | Cannot meet | |
| Requirement | ||||
| 1 | Includes security measures to protect and secure information exempt from disclosure pursuant to Chapter 119, Florida Statutes. | |||
| 2 | Meets the requirements set forth in the Americans with Disabilities Act (ADA) of 2008 and Section 508 of the Rehabilitation Act. |
http://www.leg.state.fl.us/STATUTES/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html&StatuteYear=2024&Title=%2D%3E2024%2D%3EChapter%20119https://www.section508.gov/manage/laws-and-policies/ Other
| Other Requirements | ||||
| # | Can meet with current configuration | Can meet with custom programing | Cannot meet | |
| Requirement | ||||
| 1 | Provides live technical support/helpdesk services |
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