Tech_Functional_Requirements_ECM_RFI.xlsx

XLSX spreadsheet 54 KB Posted Jun 8, 2023

Attached to: Enterprise Wide Content Management Request for Information
Solicitation number: 2023-RFI-160
Issued by: Allegheny County, Philadelphia City, Pennsylvania

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Written by GovTribe AI · Jun 27, 2025

The document is a Technical Requirements spreadsheet for an Enterprise Content Management (ECM) Request for Information (RFI) issued by the City of Pittsburgh, Pennsylvania. The city is seeking a cloud-based ECM system to help departments manage documents, physical records, and administer workflows, with the procurement encompassing software licenses, support, systems analysis, development, implementation, training, and support services. The comprehensive technical requirements document outlines detailed specifications across multiple domains including outage and breach reporting, data and security, network infrastructure, solution capabilities, storage, synchronization, case management, scalability, interfaces and integration, and reporting requirements.

The RFI emphasizes stringent technical and security requirements, including data encryption, 99.99% system uptime, hosting within the continental United States, compliance with industry standards like CJIS Security Policy and ISO/IEC 27001, and robust integration capabilities with existing city systems and applications. Key technical capabilities sought include multi-platform support, mobile device compatibility, advanced search functionalities, workflow management, electronic forms processing, document versioning, and comprehensive audit logging. While specific budget or pricing details are not explicitly stated, the document suggests the city is seeking a comprehensive, configurable solution that can be primarily managed by internal resources without extensive third-party consulting, with a strong emphasis on security, flexibility, and ease of use across city departments.

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Technical Requirements

	Requirement ID	Requirements
(All of the items apply to any subcontractors that work on the solution. )	System Capability
(select from dropdown)	Comments:
	Outage and Breach Reporting:
	1.1	Provide your outage notication communication
	1.2	Provides fast detection and root cause diagnosis
	1.3	The City of Pittsburgh (referred to as City) must be notified in writing within 24 hours of the earliest indication or report of a potential breach or unintended disclosure of Confidential Information (CI) or a System that supports CI.
	1.4	Response actions to incidents that might affect CI or Systems must be conducted quickly and with ample resources. Vendor will hire a professional third-party incident response team if in-house resources do not have sufficient skill or availability. The Vendor is expected to distribute all incident response evidence, reports, communications and related materials to security@pittsburghpa.gov. The format of incident reports will be agreed upon with the City in advance.
	1.5	City shall have the right to view all incident response evidence, reports, communications and related materials upon request.
	1.6	If requested by the City, or if required by law, the Vendor shall notify in writing all persons affected by the incident, at its own cost and expense.
	1.7	Vendors shall have a comprehensive secure development system in place consistent with industry standard best practices, including policies, training, audits, testing, emergency updates, proactive management, and regular updates to the secure development lifecycle System itself.
	1.8	Vendors will make updates available to the City in a timely fashion at no additional cost.
	1.9	The system can provide the ability to track and log system uptime and transaction response times in order to provide information for SLA monitoring
	1.10	Provides for predictive failures and issue alerting functions
	1.11	Ability to allow for notification of blackouts
	Data and Security:
	2.1	All cloud-hosted data must remain in the continental United States.
	2.2	Ownership of all data remains with the City, at no additional cost.
	2.3	Data should be encrypted at rest and in transit.
	2.4	The City shall have the right to view all documentation containing the results of any security audits completed within the last twelve (12) months, including documentation regarding security practices and data classification.
	2.5	The Vendor shall use commercially reasonable efforts to secure and defend any System housing Confidential Information against third parties.
	2.6	Vendors that handle Confidential Information must respond to and resolve security-related bug reports, inquiries and incidents in a timely and professional manner. The Vendor must notify the City within 24 hours of when Vendor becomes aware of any such incident that poses a potential risk to City data. The Vendor shall send the notification to security@pittsburghpa.gov
	2.7	Must follow industry standard password requirements. (Passwords must be stored in non-reversible one-way cryptographic hash)
	2.8	Log all successful and failed authentication attempts, including date, time, IP address, and username.
	2.9	Offer a secure password reset feature, including verification of identity, email or text notification.
	2.10	Temporarily lock accounts with repeated failed login attempts and provide support to affected users.
	2.11	Ability to provide authentication via generally agreed upon SSO methodologies.
	2.12	Vendors managing City-owned CI must engage an independent third party annually to assess the practical security of Vendor's Systems. These reviews must include penetration tests from the perspective of an external attacker and an internal user with common privileges. The penetration tests must include all Systems exposed to the internet and any Systems, internal or external, that Handle Confidential Information. Such annual assessment shall be at Vendor’s sole expense.
	2.13	Audit logs must be implemented for all Systems including those that handle CI. All attempted violations of System security must generate an audit log. Audit logs must be secured against unauthorized access or modification. Electronic logs required
	2.14	In the event of adverse findings through a City or Vendor audit, the Vendor shall cooperate with the City in remediating any risks to CI, including complying with request to temporarily taking the system offline or otherwise limiting access to the system, and any other follow up actions reasonably necessary to secure the CI.
	2.15	For the life of the contract, all data should be retained and available upon request from the City, available via API calls.
	2.16	All metadata, logs, notifications of system outages, etc. should also be retained for the life of the contract.
	2.17	Vendor Systems that Handle Confidential Information shall be available and fully functional 24x7x365 with 99.99% uptime, unless otherwise agreed upon in writing with the City. Vendor shall make plans for colocation, backups and any other Systems necessary to ensure continuity.
	2.18	Vendor must notify and obtain agreement from the City for any planned interruptions in service, with the exception of emergency security updates. Vendor must notify the City immediately of any unintended service interruption.
	2.19	RFP responses should include a plan for content availability in the event of the need to migrate to a different platform. Remittance of content directly to the City of Pittsburgh is acceptable.
	2.20	Include online Help
	2.21	Comprehensive Security

o Local certificates, trusted certificates, and 128-bit SSL

2.22	System should be able to provide an unlimited number of different security groups that can be defined, each with their own security settings and group names that are appropriate.
2.23	ISO/IEC 27001 Certification or in pursuit of audit before working with the City
2.24	Storage needs to be capable of compliance with CJIS Security Policy storage requirements: https://www.fbi.gov/services/cjis/cjis-security-policy-resource-center
Network:
3.1	The solution must adhere to latest best network industry practices.
3.2	The solution must assure that the integrity of the City's network is sustained by the implementation and utilization of modern firewall, VPN and other remote access technologies.
3.3	The soluton must provide network authentication and system user events logging.
3.4	The solution must assure that there will be no degradation in performance of City's network due to their system or design.
3.5	Proposers must include a list of web browsers and devices their system does/does not support
Solution Infrastructure:
4.1	Solutions are preferred to be cloud based solutions hosted with the provider. If solution needs to be customer hosted enviroment, Google Cloud Platform is preferred.
4.2	Respondent must detail all additional software licenses that would be required to utilize the product/solution.
4.3	Provider solution must not incur additional software licensing expense. Provider solution must be a complete package. Solutions utilizing industry standard component applications such as MS SQL are preferred .
4.4	If and when a City owned software license for a component in the solution stack is viable for utilization to avoid additional software licensing expense, it is to be utilized.
4.5	If the suggested solution is to be implemented on the City Infrastructure, requirements for component resources from a virtualized hardware perspective are required. vCPU, Memory, Storage per server with an overall summary.
Data and Reporting:
5.1	When geospatial information is needed, the Solution should have the ability to use City GIS layers hosted on ArcGIS online to create geocoding for locations and administrative geographies provided by the City
5.2	The system should allow for exporting of data through an open, REST API to the City's data ingestion system or the Western Pennsylvania Regional Data Center, as needed.
5.3	Vendor shall provide data dictionary for database fields, field types, number of characters, value ranges, relationship diagram(s) (database map) of the data model, and key fields used in relationships with database tables.
5.4	The API provided by the system should include documentation that contains: Sample requests, headers and other relevant metadata, Clear, comprehensive descriptions of the data represented in the API, such as its output format (e.g., JSON or CSV), understandable by someone with a basic to intermediate familiarity with the system, Generated code snippets in some of the most popular programming languages (e.g., Python). API documentation should include details of specific encodings, documentation, data types, requests, and objects for the API.
5.5	Supports a dashboard with a login

dependent views

5.6	Ability to provide trend analysis
5.7	Real-time Reporting

o At least 150 configurable reports, real-time, and historical graphs

5.8	City must have full ownership and free access to data captured by the System, both during and after the contract period
5.9	Full API Access - Access to our data through the use of an API must be provided.
5.10	A general site user must have the ability to embed third party code (ex. Google Calendar)
5.11	Geospatial data must be compatible with ESRI systems and common geospatial data storage formats (.geojson, .dbf, .shp)
Miscellaneous:
6.1	Companies from outside the United States are welcome to apply, provided they meet the standards as described above.
6.2	Remote meetings may be acceptable, with prior arrangement from the City.
6.3	The City's preference is that Adobe Flash not be part of this solution.
6.4	Role-based Management

o Access network maps, configuration, alerts, notifications, reporting, and management console

6.5	The system can accommodate separate instances of databases for testing, training, and quality assurance
6.6	The vendor shall provide customer service support during the City of Pittsburgh's normal business hours.
6.7	The vendor shall provide "As-Built" documentation to the City of Pittsburgh representing the state of the application service at the time of Go-Live.
Project-Specific Technical Requirements (Mandatory):
7.1	Solution to run on multiple Windows platforms
7.2	Ability to support remote administration
7.3	Ability to export reports in common formats (PDF, Word, Excel)
7.4	Solution shall have built-in backup and restore capability
7.5	If solution hosts or utilized a source of data, solution must have built-in database maintenance and reporting tools
7.6	Vendor shall include a description of the system’s basic architecture
7.7	Vendor shall describe how the system handles multiple users, data concurrency control, record locking, and conflict resolutions
7.8	Vendor shall describe the hosting models (customer enviroment or vender enviroment)
7.9	Vendor shall describe if the solution servers can be virtualized (and if so, describe the system)
7.10	Vendor shall describe hardware requirements or recommendations
7.11	If applicable, describe how the solution can perform database maintenance, including, but not limited to, backup and upgrades without requiring system downtime
7.12	If applicable, describe the solutions ability to auto-discover targets on the network
7.13	If applicable, describe the solutions ability to monitor an application and its performance with agentless configurations where possible.
7.14	If applicable, describe the solutions ability to monitor user response time and throughput by location or other logical grouping.
7.15	If applicable, describe the solutions ability to drill down into the full

technical details on how the server and the browser interact with one another.

7.16	If applicable, describe the solutions ability to assemble an e-mail, with one click, that includes a complete user session with replay to provide additional information when triaging an incident.
7.17	Must support alerting and notifications by email, SMS, pager message, and HTTP

request

7.18	Vender must provide a visual of the solutions network Mapping, Network topology, subnets, devices, applications, and systems.
7.19	If applicable, solution should have configurable monitoring that identifys performance, passive, active, real-time, custom (scripted), monitoring templates, and bulk changes
7.20	If applicable, solution should have have predictive Alerting that is customizable and identifies up, down, and threshold (min/max), maintenance mode, device dependency, and escalation.
7.21	If applicable, solution must support, SNMP (supports SNMP V1, V2c and V3), WMI (Windows Management Instrumentation), HTTP based services, TCP and UDP based services including PING, Port, SMTP, POP3, FTP
Integration or API Requirements (Project-Specific - I&P review this section for relevance to each project/solitication )
8.1	Ability to support two-way communication with Microsoft Outlook
8.2	Ability to integrate with payroll systems to include, but not limited to Ceridien TimePro version
8.3	Vendor shall describe if the system have built-in integration with other systems
8.4	Vendor shall describe if the system can import date from various formats (XML, CSV, TXT).
8.5	The vendor shall INTERACT with City specific applications (for example APRS, Firehouse, CYA, etc)
8.6	Solution allows for reading/writing of map services specifically created and published via ArcGIS for Server environment
8.7	Integrates with existing monitoring tools

Functional Requirements

Requirement ID	Requirements	System Capability	Comments:
	(All of the items apply to any subcontractors that work on the solution. )	(select from dropdown)
	Capabilites and Features
CAP001	Landing page configured for each department role/user. Client provides capabilities for users to personalize their user experience (e.g., personalized home page that opens to personal workflow lifecycles, stored favorite retrievals, etc.). Users can also edit their own landing page ie remove or add items
CAP002	Client enables users to play, stop, edit and pause multimedia files (audio / video) with the native viewer. Transcript tool for ADA.
CAP003	Solution provides the ability for users to access an e-mail in the archive directly from their ECM or e-mail client.
CAP004	Solution provides the ability to perform parallel processing by automatically routing a single document through multiple business processes simultaneously and allowing multiple users to access and work on the same document.
CAP005	ADA capable system
CAP006	Client provides the ability to auto-import camera images and media files directly from a connected or mobile device.
CAP007	Solution provides capabilities for an offline / mobile worker (e.g., access documentation, complete forms, capture signatures, etc.) while disconnected and then synchronize work back into the system.
CAP008	Solution allows drag-and-drop import and export of messages into the ECM system using e-mail client folders in order to automate the classification and indexing of e-mails and attachments (e.g., users could create a folder for purchase orders, one for invoices, another for resumes, etc.). Personalized or organizational.
CAP009	Solution allows e-mails and attachments to be automatically imported and fully indexed into the system without any user intervention or data entry. Users can have their own field to modify on personalized homepage.
CAP010	Solution's capture process allows for page separation and retrieval. This should include the separation of image and PDF file types and breakdown of documents. Auto-convert documents to fillable form, text editing, document signature, format change, font change and file extension change.
CAP011	Solution provides ability to easily and quickly configure the ingestion of print streams.
CAP012	While in Off-line mode, users have the ability to check documents out of the system for access via a localized copy that can be worked on offline, checked back in, and processed automatically. System allows user to push a synch instead of waiting for the system to synch.
CAP013	Immediately upon import, based on the document type, the solution automatically identifies with which workflow processes to associate a given document.
CAP014	Solution allows documents to be added to a workflow in several different ways, including:

Scanning Enterprise text report processing Electronic forms processing Document import processing

API

E-mail interface Drag and drop from a line-of-business application screen Adding documents already stored within the solution’s repository to a workflow process at a specific point-in-time

CAP015	Solution allowes search results to be opened in a new window or subwindow , multiple documents could then be opened and compared / reviewed, as needed.
CAP016	Client provides ability to display the document being indexed in a preview pane during the automated indexing process. Flexible automated to specific or changeable location.
CAP017	Solution’s workflow experience is integrated to provide task buttons and user interaction on a menu right from selected or open documents through standard document retrieval (i.e., user does not need to enter the workflow client). Provide a screen shot depicting this embedded workflow functionality in your viewer.
CAP018	Solution provides for customized instructions to be displayed within the workflow application, directing the end user on what functionality they can or should execute. Step by step onscreen instructions.
CAP019	Solution allows for the automatic distribution and sorting of work based on load balancing rules. Rules should include role, availability, percentage, order of arrival, index values, or the size of existing workloads for users, as well as custom-built work distribution rules. This load balancing should also allow for the rebalancing of work to users if inequity is discovered within the workflow processes.
CAP020	Solution provides ability to parse a print stream and index documents in one process. The solution should be able to handle multiple types of print streams. Solution must print as shown on screen.
CAP021	System to allow push notification upon completion of a process or display status on dashboard
CAP022	Many workflow processes require the user to select a simple decision task such as "approve" or "deny". If denied, state reason of denial and allow rerouting options.
CAP023	Client enables users to view Microsoft Office and Google word processing documents without a local install of the Office application. Adobe plus any major used system by the City is enabled as well.
CAP024	Client enables users to export and download data, documents, and/or links to documents out of the system via e-mail, to a file share, or a spreadsheet. Enable users to drag/drop to a file
CAP025	Solution provides capabilities to not only retrieve and archive to the ECM system from the native Office tabbed ribbon toolbar, but also search and retrieve ECM stored content from directly inside the native office application.
CAP026	Solution provides natively-built interfaces to standard mobile devices - iPad, iPhone, Windows Surface tablets, and Android phone and tablets
CAP027	Must be able to support all supported versions of Microsoft Outlook.
CAP028	Solution provides ability for the workflow process to interact directly with defined Web services, allowing external data received to be used as part of a workflow process (e.g., confirm a delivery date from a website such as ups.com). This is to be accomplished out-of-the-box with point-and-click configuration.
CAP029	Solution supports the use of electronic forms natively without requiring the purchase of any proprietary forms software.
CAP030	Workflow solution will include, at no additional cost, your native electronic forms application.
CAP031	In addition to your native electronic forms solution, the solution will provide for integrations with popular forms software to allow users to complete forms created with these products and process them directly into the system repository.
CAP032	Ability to import images, documents and captured data from 3rd party systems/applications to be decommissioned .
CAP033	System has the ability to extract data from any City's integrated system that has an APIs or other developer resources or are based on common enterprise applications with packaged integrations
CAP034	Solution should contain an export tool for massive exporting of content in a non-proprietary format. This should supply both the document and the index values.
CAP035	Client displays all of the associated information about a document right alongside the image itself and geographic location on map – displaying index values, notes, related documents, revisions, discussion threads, and document history. Dashboard showing a number of records in each department and index type
CAP036	Client enables users to filter and sort document lists by column headings or pre-defined search filters to narrow result sets.
CAP037	Convert scanned documents into seatrchable PDF's using Ctrl + F to locate specific identifiers or words without having to search through potential hundreds of pages.
CAP038	Client enables users to organize documents in nested, parent-child folders with color-coded tabs that create and populate themselves as documents enter the system or are processed via workflow. (Personal preference on personal homepage or organization set on organization's web.
CAP039	Solution enables users as well as administrators to create their own personalized saved searches and create a tag.
CAP040	Solution provides ability for meaningful document names to appear in a search results list that can contain both static text as well as defined index values, offering a more detailed description of the documents returned. Smart search is a requirement and can be subtitled by keywords.
CAP041	Solution provides advanced full-text search capabilities that include fuzzy, inflectional, customizable thesaurus, proximity, wild card, Boolean, and SOUNDEX.
CAP042	Solution provides ability to utilize full-text searching alongside index value (e.g., date, keyword, etc.) search. Provide a screen shot depicting this capability from a single interface.
CAP043	Solution allows users to search for multiple document types (e.g., text, COLD, image, PDF, Word, Office, DWG,multi-selection etc.) in one search and provide hit-highlights directly on documents and easy page-to-page navigation between hits.
CAP044	Solution provides ability to automatically link related documents of similar or different file types to each other (e.g., a mainframe-generated text file to a TIFF image).
CAP045	Solution provides the ability to search on e-mail index values and / or perform a full-text search on e-mail and attachment content.
CAP046	Upon execution of a task within a workflow process, solution provides the ability to automatically present a prompt requesting additional information for downstream processing (e.g., hiring manager determines a candidate as a “no fit” for a given position and is prompted for feedback on candidate’s positioning for a role elsewhere in the organization). This is to be accomplished out-of-the-box with point-and-click configuration.
CAP047	Solution maintains revision control on electronic forms to offer flexibility to display forms in their submitted state or with a new layout, allowing business processes to advance.
CAP048	While completing an electronic form, users have the ability to attach documents to it, allowing those documents to automatically be associated with the form.
CAP049	System capable of pulling all associated documents based off of a universal ID or UPI
CAP050	Ability to perform a smart search
CAP051	No limitatition on document size nor index plus high resolution images. No charge for extra storage when/if needed
CAP052	System allows for bulk editing and find/replace based on criteria.
CAP053	Solution provides an underlying ability to easily pre-define document relationships for use in search and retrieval. System to show exact location of doucment.
CAP054	System supports the ability to store multiple values for the same index value instance ie customer name = John Adams and Sara Adams. Should also include maiden and nick names. The population of an additional value(s), should be accomplished with a single mouse click or keyboard short cut.
CAP055	Solution provides the ability to identify both complete and incomplete records across the entire repository.
CAP056	Solution provides an easy way for administrators to locate / filter records.
CAP057	System supports an unlimited number of index values per document.
CAP058	Solution provides point-and-click configuration for index values, with multiple pre-configured formats (e.g., date: dd/mm/yyyy, month/dd/yy, mm-dd-yy).
CAP059	Solution provides the ability to store index value sets that can later be used to auto-index documents by entry of only a single primary value. This enables simplified indexing and more flexible retrieval by allowing users to enter a single index value and have all related index values auto-populate.
CAP060
CAP061	Solution provides an underlying ability to easily pre-define document relationships for use in search and retrieval.
CAP062	System supports an unlimited number of customer-defined, index value fields per document within one storage structure. These fields should be of various formats, including date, currency, alphanumeric, and numeric. (Second class index value fields would include any additional information stored about a document separate from the primary document index structure.)
CAP063	System provides the ability to set the status of a project/record (either In Progress/On Hold/Complete, Active/Completed/Inactive, or similar) for filtering and retention purposes
CAP064	Solution allows an administrator to create custom audit log entries tied to workflow progress for the purpose of generating business process reports.
CAP065	System offers/supports a ClickOnce or MSI-deployable solution for the client interface, to ease the use of installation and configuration updates. Minimizing administration overhead and supporting IT policies.
CAP066	Does your solution have an enterprise cloud-based external file-sharing product integrated within the system? What controls/policies that can be configured?
CAP067	Solution’s electronic forms offering will be architected in a way to interact with other parts of your ECM repository including:

Document Import Capture Web (online form submission) Web portal and SharePoint (form creation / submission through portal) Index value design and structure Cross-referencing or connecting related documents Notes / annotations Workflow (form auto-triggers a workflow process) E-mail (form viewed at attachment)

CAP068	Solution supports an unlimited number of document types within the system.
CAP069	Solution allows for development, test, and disaster recovery environments with no additional licensing fees.
CAP070	System supports multiple application and web servers in a load balanced configuration environment for redundancy.
CAP071	Solution provides ability to stamp a specific revision of a document as a version, limiting which revisions of a document a certain user can see.
CAP072	Solution provides the ability to place a hold (or multiple holds) on a record, as in the case of an audit or legal discovery.
CAP073	Solution provides a variety of destruction options, including the ability to keep both index values and files permanently, keep only index values, or purge both index values and files with or without a history log (certificate of destruction). All destruction options that purge files (both manual and automated destruction) must have a certificate of destruction for recordkeeping purposes (the index values are not records, but the files are); destruction options must not be difficult to use; certificates of destruction to be automatically sent to designated e-mail addresses/saved in a set location in the EWCMS (I - Caitlin - must have a record of each instance of destruction in case the Law Department, Controller's Office, etc. need it)
CAP074	Solution provides the ability to partially or fully encrypt data and documents using AES 256-bit encryption.
CAP075	Solution provides the ability to access a document-level audit trail directly from the document.
CAP076	Solution allows a system administrator to perform an ad hoc audit on system-related activities from within the client (e.g., identification of all documents accessed by a recently released employee).
	Storage
STO001	System must have the option to limit access to the storage locations based on service accounts.
STO002	Solution provides the ability to encrypt data at the database level and at the file storage level, as well as content that has been backed up / at rest.
STO003	Ability for administrators to set custom retention periods; retention periods should not be editable by most users
STO004	Solution allows for multiple documents to be grouped together and treated by the system as a single record, with a single retention plan.
STO005	Solution provides the ability for a document(s) to be dragged and dropped into a record (folder of documents) and have this new document automatically inherit the records management policy.
STO006	Solution allows users to capture, declare, and store electronic records (documents) in their native formats, including e-mail, electronic forms, physical items, images, text files, and Office documents.
STO007	Solution stores documents in their original, native file format, not in a proprietary format, so that we are not forced to use your software to access our data.
STO008	Solution can automatically archive a document once the retention schedule has been met.
STO009	Solution allows the archiving of documents to various media, including:

Windows file servers, to allow the leveraging of Share and NTFS permissions Archiving of documents to Linux file servers Archiving of documents to Unix file servers Integrate with IBM Tivioli Storage Management Integrate with EMC Centera NetApp Plasmon Archive Appliances CD, DVD, or Blu-ray

STO010	System’s storage architecture allows for documents and images to be stored at different physical locations for the purpose of high availability or disaster recovery. If one of the locations were to have a failure, there would be no interruption of access to the documents.
STO011	The database architecture supports multi-vendor platforms, specifically Microsoft SQL and Oracle.
STO012	For increased efficiencies in backup and database sizing, content is stored with pointers in the database to file storage locations, as opposed to a blob in the database.
	Synchronization
SYN001	System offers the ability to trigger events when information changes in the business system or the ECM system.
SYN002	Solution offers an easily configurable SOAP and/or REST Web Service
SYN003	Solution offers the ability to synchronize data in real-time behind the scenes.
SYN004	Solution guarantees the delivery of data exchanged between systems in the event of an outage
	Case Management
CAS001	Solution provides the ability to configure case management and business process apps to support people-intensive business activities such as issue resolution, service request management and investigative work.
CAS002	Solution provides tools to design and configure relational database models to support case management and business processes apps.
CAS003	Solution includes an integration with Microsoft Outlook to allow users to access their case management and business process apps directly from their email client.
CAS004	Solution provides a calendar view of work assignment deadlines and events to assist workers with prioritization of their work.
CAS005	Solution should provide dashboard views that allow easy filtering, reporting and drill-down of data.
	Scalability and Capacity
SCA001	Custom workflow tool kit.
SCA002	Solution includes native capabilities to provide or have partnerships for business rules engine, process modeling, process simulation, and process reporting.
SCA003	System is capable of handling excessive use without interuption of service
SCA004	Solution supports, out-of-the-box, the graphical design of workflows with a Business Process Model and Notation (BPMN)-compliant designer.
SCA005	Solution’s Business Process Model and Notation (BPMN)-compliant designer is able to produce BPEL standard language.
SCA006	Unified publishing tool
	Interfaces & Integration
INT001	From a data-centric business application, based on account/record information presented on the screen, system allows users to retrieve ECM-stored documents without custom programming, API programming, scripting, or modifications to the existing application.
INT002	Solution provides the ability to execute separate and distinct document retrievals from sections/fields on the screen.
INT003	Solution provides ability to integrate with other devices (e.g., fax, MFP, etc.) as a means of ingesting documents into the system.
INT004	Solution’s workflow configuration and user interface environments are integrated with the rest of the ECM solution (i.e., you can access, modify and build the workflow interface from within the client environment).
INT005	Solution provides integration with Microsoft Outlook, allowing users to access ECM functionality (capture, workflow, search and more) and import e-mails and attached documents into the repository directly from their e-mail interface.
INT006	Solution offers fully supported web-browsers for (Microsoft Internet Explorer, Mozilla Firefox and Google Chrome) Windows platform, as well as Macintosh platform.
INT007	Solution allows the user to access the ECM system’s workflow processes from the e-mail client interface, with the ability to decision items (execute tasks) and view related documents directly from the e-mail message notification.
INT008	System provides an interface for the point and click configuration and administration of all major system components (e.g., import processing, document type configuration, index value configuration, workflow, create rapid no code/low code applications, user groups and rights, storage structure, scanning, records management, foldering, scripting, etc.).
INT009	Solution allows for ease of configuration, in that most administrative tasks (e.g., adding new document types and index values, user administration, configuring workflows, etc.) can be done by an internal resource as opposed to a third-party software expert
INT010	System offers well documented, robust API.
INT011	Solution provides the ability to present and access workflow from the locations noted below. This should be accomplished out-of-the-box or through a productized offering. Provide a screen shot depicting this functionality within these viewers:

iPad iPhone Windows tablets Android Standard Client Outlook URL String Web Client Line of Business App SharePoint

INT012	Integration with GIS for geospatial visualization of documents
	Reporting Requirements
RPT001	Based on the exception identified, solution automatically routes exception items from the exception report to a workflow for proper resolution. This should be accomplished without any coding.
RPT002	Solution’s reporting tool directly integrates with Microsoft Excel, allowing users to build reports natively in Excel utilizing the ECM system attributes.
RPT003	Solution produces reports utilizing custom transactions (e.g., approval time stamps added by a specific user during a transaction).
RPT004	Solution provides preconfigured workflow reports that detail processing information such as:

Average Time to Process Document per Lifecycle Daily Workflow Usage Document Process Time per Workflow Queue Documents Processed per Queue Documents Resident per Queue High or Low Document Processing Identification Queue Processing Time per User in Minutes

RPT005	Solution should provide dashboard views that allow easy filtering, reporting and drill-down of data.
RPT006	Non-programmer tool for end user to create custom reports
RPT007	Vendor to providing reporting tools as well as API for City to pull information for reporting.
RPT008	Solution provides, within Microsoft Excel, point-and-click data mining and modeling of text-based reports stored within your repository.
RPT009	Solution provides a report out-of-the-box (with no custom coding) that identifies matched, unmatched, or missing numeric and/or character index values between a primary document and secondary document(s) (i.e., automated reconciliation report).
RPT010	Solution provides the ability to create visual, interactive dashboards for monitoring system and process health in real-time, without any coding.
RPT011	Solution is able to generate a certificate of destruction for any document that has been deleted, for their auditing purposes.
RPT012	Solution provides real-time visibility without involving internal technical resources

Index

Core Capability

Configurable by Vendor

Configurable by City Staff

Requires Customization

Provided in Conjunction with a 3rd Party

Not Applicable

Data Validation

Core Capability

Configurable by Vendor

Configurable by City Staff

Requires Customization

Not Applicable

File details come from the government source that posted it. Updated Jun 27, 2025.