Amount (9 character currency field with 2 decimal)
Make/Model (15 text characters)
Manufacturer (15 text characters)
Serial number (20 text characters)
Inventory date (date field)
Condition (new or used)
Location (7 character text field) (Code that is Indexed)
User/department (relational table/file)
Transfer information (relational table/file, with event history)
Accounting information (relational table/file to PO)
Invoice information (see above)
Purchase order information (see above)
Surplus/sale/disposal information (50 text characters) Barcode Scanner Information
The software system must be able to incorporate the use of standard barcode scanners. These can range from the most basic entry level barcode scanners to advanced wireless PDA scanners that can update the software automatically as they are used. In order to understand how barcode scanners will be used with the software system please provide information regarding barcode scanner capabilities, this information must include a complete list of compatible barcode scanners and a price list. Currently, the property labels are Code 39 and any recommended printers must produce this code.
4.3 SYSTEMS REQUIREMENTS MATRIX
This section details the functional requirements which are required by the proposed solution. In addition to providing input to aforementioned high-level requirements, the Vendor must also provide a response to the system capabilities in reference to the specific functional requirements as presented in the table below.
Failure to complete and return this section of the RFP will be a basis for dis-qualification. This section is to be returned on the original hard copy forms provided; in no case shall the requirements be retyped or altered in any way from those provided within. If the forms are retyped or altered in any way then the response will be disqualified. Responses shall also be recorded on the enclosed spreadsheet and returned with the proposal. In the event that the paper response and electronic response differ, the paper response will be used.
This part of the proposal shall include a response to each element. To avoid ambiguity any additional comments or explanation required by the proposer should be identified by element number.
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Instructions for responding to requirements:
In an effort to standardize answers for comparison purposes, please use the following response codes in the requirements matrix.
Response Codes—Please place one “X” under the appropriate response code column for each of the requirements in the Requirements Response tables.
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Note:
1. An omitted response will be assumed the same as a response code of “N”.
2. Only one (1) response per requirement will be accepted. Multiple responses will be re-coded at the discretion of the County.
3. Any deviation from the response codes will be re-coded at the discretion of the County.
4. Costs associated with “C” or “F” responses should be clearly shown in the Comments column.
Response Code Definition
Y—Yes Requirement will be met. For application requirements, will be met by proposed software that is installed and operational at other sites and can be demonstrated to the City.
N—No Requirement will not be provided.
C—Customization Requirement will be met by customizing existing software or through the use of software tools such as application report writer, query, etc.
Note: In the Comments column next to this response, you must indicate the following:
y Description of customization
y Party who will perform the work (City or Vendor) y Estimated level of effort involved in hours
y Estimated level of complexity (High, Medium, Low)
y Estimated associated costs (must also be included the Proposer’s Costs, Section V, Costs).
F—Future Requirement will be met by packaged software that is currently under development, in Beta test, or not yet released.
Note: In the Comments column next to this response, indicate the date when requirement will be available for implementation. If possible, also indicate any additional costs.
3—Supplied by 3rd Party
Requirement will be met by 3rd party software package and is included in this proposal.
Note: In the Comments column, indicate the name of the proposed 3rd party software package and indicate the interface/integration services being proposed.
pyg 1 The system shall provide the ability to generate fixed asset numbers including but not limited to the following methods: 2 Manually 3 Automatically 4 Electronically 5 The system shall provide alpha/numeric fixed asset numbers with a minimum of nine characters 6 The system shall accommodate user defined fixed asset number logic or naming convention structure (e.g., first three characters are fund number with the next three characters indicating department number)
7 The system shall generate fixed asset stickers/tags for identification and inventory purposes and capable of utilizing specialized printing equipment (e.g., metallic plates, laminated tags) 8 The system shall provide the ability to maintain fixed assets as an inventoried bar code item and provide tracking through bar-code readers. 9 The system shall provide the ability to generate fixed asset bar code information using industry standard formats/conventions. 10 The system shall provide the ability to create a master fixed asset number with separate associated sub-fixed assets (e.g., building, air conditioner, etc.) 11 12 13 The system shall provide the ability to calculate the gain or loss on the sale or disposal of an asset
14The system shall provide the ability to calculate gain or loss on sub-fixed assets and shall calculate salvage value on both parent fixed assets and sub-fixed assets. 15 The system shall provide the ability to historically track asset and sub asset assignments, reassignments and transfers, between organizational units 16 The system shall provide the ability to define the start date of depreciation 17 The system shall provide the ability to indicate that a fixed asset has been disposed of, salvaged, sold, transferred or deleted 18 The system shall provide the ability to record date of disposal for all fixed asset records 19 The system shall provide the ability to maintain disposal information in an electronic format including, but not limited to, the following: 20 Disposal date 21 Disposal method 22 Amount realized (sale amount) 23 Receipt number 24 Net sale amount 25 Hazardous Material Information 26 New owner information (e.g., name, address for recalls or legal information/warnings) 27 The system shall provide the ability to re-value and adjust useful life of an asset due to enhancements or additions 28 The system shall provide the ability to track rented or leased properties 29 The system shall provide an approval hierarchy control for the addition, modification, transfer or deletion of an asset and shall track these transactions by user ID and hierarchy level. 30 The system shall provide the ability to calculate and project depreciation on a monthly, quarterly and fiscal year basis
One Response Per Requirement Line # Y N C 3 F 31 The system shall provide the ability to perform straight-line depreciation and other acceptable accounting methods for calculating depreciation to include but not limited to depreciation by composite basis.
32 The system shall provide the ability to retain depreciation on a fiscal year basis as well as life-to-date basis 33 The system shall provide the ability to designate which assets are to be depreciated and which assets have a usage charge in perpetuity (e.g., two percent use allowance) 34 The system shall provide the ability to flag a fixed asset with value or life that is less than the user defined limits (e.g., tracking expensed assets) 35 The system shall provide the ability to define multiple fixed asset limits (e.g., amount or life of asset) 36 The system shall provide the ability to reclassify a fixed parent asset separately or a sub asset to new parent asset (e.g., dump body moved from sold vehicle to another) 37 The system shall provide the ability to calculate replacement value based upon user-defined criteria 38 The system shall provide the ability to track and depreciate infrastructure (e.g., proposed GASB reporting module) 39 The system shall provide the ability to load fix asset information and inventory information via a spreadsheet load program (e.g., Oracle Financials ADI program)
fields to an asset record. These fields should provide the ability to be validated by a user defined listing. 41 The system shall provide the ability to track various asset information including but not limited to physical location, assignment history to include date and individual responsible, department, division, etc.
42 The system shall provide the ability to record and track sales of assets between internal organizational units/departments and/or different fund types. 43 The system shall provide the ability to track restrictive covenant information for assets that are bond funded by outside entities. (e.g. name of entity, funding source, lien holder, partial or co-ownership information, informational instructions/restrictions for sale/transfer of asset)
One Response Per Requirement Line # Y N C 3 F 44 The system shall provide the ability to perform mass changes to groups of assets based on but not limited to categories, account structure and ownership. 45 The system shall provide the ability to track the date a transaction is entered and also the effective accounting date or period if different. 46 The system shall provide the ability to accommodate changes in accounting principles (e.g., Changes in depreciation type, value limit changes for assets, GASB changes) 47 The system shall provide the ability to track vendor warranty information on assets. 48 The system shall provide the ability to track the capitalized and expensed components of an asset. This shall include attached or internal components of an asset. (e.g. a new engine for a vehicle, a new hard drive for a computer)
49 The system shall provide the ability to track assets that are donated/contributed. This shall include information on acquisition method, how the asset was donated/contributed and name of the contributor (e.g., gift, donation, purchased by outside entity for city use )
50 The system shall provide the ability to easily view full asset history on-line. Inventory Management 51 The system shall provide the ability to apply a surcharge to items sold from inventory 52 The system shall provide the ability to provide online ordering by organizational unit with appropriate security levels 53 The system shall provide the ability to enter items received without a PO 54 The system shall provide the ability to automatically process transactions and maintain quantities including, but not limited to, the following: 55 Issues 56 Work Order Issues 57 Receipts of stock and non-stock items 58 Adjustments 59 Transfers
77Slitb 60Returns 61 Backorders 62 The system shall provide the ability to reserve item orders and inventory items by equipment, direct account and organizational units. 63 The system shall provide the ability to provide order tracking including, but not limited to, the following items: 64 Movement history 65 Reorder points 66 Lead-time 67 Backorders 68 Returns 69 The system shall provide the ability to view/search item information and availability using user defined parameters and/or wild card search/query capability (e.g., description, inventory number, supplier, equipment number, stock number, or parts of any field with a wild card character, etc.)
70 The system shall provide cycle count capability by specific criteria (e.g., date, time, quantity, and dollar amount, etc.) 71 The system shall provide the ability to locate parts inventory by, but not limited to, the following items: 72 Inventory number/stock number 73 Commodity type 74 Equipment number 75 Location 76 Description One Response Per Requirement Y N C 3 F Comments stem shall provide the ability for unlimited number of branches, warehouses or stores stem shall provide the ability to establish table driven standard units of measure (e.g., , boxes, barrels, gallons, etc.) stem shall provide the capability of tracking parts/items with the same stock number al number for warranty, locating, billing or other purposes (e.g., water meters, rebuilt ssions, starters, alternators)
stem shall provide the ability to alert users online when inventory items issued are warranty stem shall provide the ability to establish a description of the unit of measure (e.g., x = one dozen) stem shall provide the ability to track and maintain stock of parts inventory and te master parts lists and sub lists for equipment by, but not limited to, quantity and stem shall support first-in first-out (FIFO), last-in first-out (LIFO) and moving average ry costing method automatically as items are received and distributed stem shall provide the ability to associate and track parts to multiple equipment rs and account numbers
ated with each item for supplier, replacement or substitute, or bar code numbers) stem shall allow issue and receipts of inventory items by cross-reference number, ning single historical usage information stem shall provide the ability to handle "in-and-out" parts within inventory. stem shall provide the ability to track orders and reserve parts for issue to specific ational units or equipment stem shall provide the ability to manage separate warehouse inventories One Response Per Requirement Y N C 3 F Comments stem shall provide online inventory update based on issues, receipts, returns to stock urns to vendor. Return transactions shall effect appropriate reversals throughout se.
stem shall display current quantities, description and costs for all open POs and ed receipt date stem shall provide the ability for multi-content package counting and issuance.. stem shall provide the ability to interface data with Smart Card systems, other eping systems and risk management systems. stem shall provide the ability for online bar code reading of stock receiving and issues performing physical inventories stem shall provide the ability to read and track bar code on packaging of all bar code s/conventions used by manufacturers and resellers stem shall provide the ability to maintain subsidiary ledger for certain inventory items, s vehicles and water meters by serial number. stem shall provide the ability to verify cost on requisition with cost on encumbrance st on invoice stem shall provide the ability to select by pick list that includes, but is not limited to, tock items by description, item number, commodity code and commodity description. stem shall provide the ability to maintain a detail history online for each stock item for fied time period stem shall provide the ability to automatically generate purchase requisitions based on ry information stem shall provide the ability to modify and change the quantity and amount at the point stem shall provide the ability to group multiple purchase requisitions into a single PO dor and by commodity to same vendor and maintain different delivery locations and t numbers by line item
stem shall provide for the receipt of partial line items stem shall provide for the receipt of an established dollar amount limit over the original within a tolerance level.
stem shall provide for the tracking of back orders by supplier and ordering entity stem shall provide the ability to receive items at zero cost and track through inventory rant gives money for items for city program usage, but reserves the right to either wnership or needs notification on disposal)
stem shall provide the ability to differentiate and apply wholesale and retail markups ale information. stem shall integrate with an Accounts Receivable module for invoicing inventory sales. stem shall provide the ability to add a minimum of ten (10) user defined informational o an inventory record. These fields should provide the ability to be validated by a user listing.
stem shall provide the ability to integrate with cash management for cost of goods sold ation. stem shall provide the ability to integrate with an Accounts Payable module for sales ection and reporting. stem shall provide the ability to track and report on the expiration date of inventory ty and Fixed Assets Management Reporting stem shall provide fixed Asset Balance and Control Reports, including, but not limited following: d Asset Transaction Report d Asset Master List with the ability to sort by any and all asset identification fields n, class, category, department, function, fund, amounts, dates, etc.) t Location Report by area number, class, category, or location y to use mathematical operators (<, >, =) to enable selection of ranges for reporting es. ntory/asset number ription
ed description hase date artment/Division/Function stem shall provide Fixed Asset Reports to reflect beginning balance by inventory/asset ry (equipment, vehicles, land, etc.), and additions and deletions during the designated ng period at lowest organization unit level and supply an ending balance stem shall produce a report of assets transferred by issuing or receiving ment/division ntory/asset number (sort key) ription disposed son for disposal /basis, Accumulated Depreciation, Book Value, Gain/Loss osal proceeds amount artment/Division tion description stem shall provide detailed depreciation schedule by lowest organizational unit and ent/asset number – accounting period, quarterly and annually, including but not to the following information: pment/asset number ription acquired
ber of assets under a specified life ul life eciation account number ent depreciation acement cost with associated date mulated depreciation t count ng balance tion ion ent depreciation mulated depreciation stem shall provide a current valuation of facilities which includes booking on historic ons of facilities and real property. stem shall provide automotive update list, including but not limited to the following ation: N (Vehicle Identification Number) or serial number ventory/asset number
YNC3FComments er department scription to year anufacturer odel number quisition date tal cost lvage value tion (disposed, addition, transfer) stem shall provide an equipment update list, including but not limited to the following ation: ventory/asset number er department scription odel Year anufacturer odel number tion (disposed, addition, transfer) rial number quisition date tal cost lvage value
One Response Per Requirement ine # Y N C 3 F stem shall provide an Equipment Inventory Report by department, division, section or ser defined sub organizational groups. stem shall provide a Vehicle/Equipment Replacement Report which projects ment requirements and costs for future years stem shall provide a Modification Report by transfers, disposals, additions, deletions other change in value for all asset types. stem shall provide an Asset Report defined by “use” classification (e.g., leisure s, safety, etc.) stem shall provide an asset report that contains the condition information of a parent nd its related sub-fixed assets and asset valuation. (e.g., street has a new overlay. A ut is made in the overlay, changing the condition and value of that asset.) stem shall be able to generate reports on any user defined field added to an asset ry Management Reporting stem shall provide an inventory master listing by any user defined criteria, including limited to: ntory number ription tion pment number ntity on hand of measure ription One Response Per Requirement Y N C 3 F Comments plier stem shall provide an Issues Report (sorted by any level) by any user defined criteria, ng but not limited to: ntory class/category number unt number
ription ged account number ntity rns to inventory rns to vendor stem shall provide Inventory Transaction/Ledger, including but not limited to: ntory number saction type hase order number unt number stem shall provide receipts listing, including but not limited to the following: One Response Per Requirement Y N C 3 F Comments eived by user name or identification ntory number saction type hase order number ce number or packing slip number of measure cost ntity received order quantity received receipt date r quantity or name stem shall provide Suggested Order Report stem shall provide Backorder Reports stem shall provide an Inventory Adjustments Register by any user defined criteria, ng but not limited to:
ntory number and quantity
One Response Per Requirement Y N C 3 F Comments stment amount on hand son stment date stem shall provide an Inventory Receiving Report by any user defined criteria, ng but not limited to: umber # ntory number ription or/supplier name k order # ect number t number ntity ordered ntity received ntity back ordered extension One Response Per Requirement Y N C 3 F Comments stem shall provide an Inventory Returns Report by any user defined criteria, including limited to: saction number eived by ntory number ription ntity
extension nal transaction information stem shall provide Stock Quantity Available Report stem shall provide Stores Requisition Report by any user defined criteria including, but ted to amount of surcharge and account number stem shall provide Stock Status Report by any user defined criteria, including but not to: ntory number unt number saction type umber ce number or packing slip number
One Response Per Requirement Y N C 3 F Comments of measure cost ntity received order quantity received receipt date r quantity or name and quantity stment amount on hand son stment date item number ription stem shall include a balance report by user defined criteria such as physical location, w/bin, account numbers, etc. stem shall be able to generate reports on any user defined field added to an inventory stem shall include an inventory aging report (e.g., perishable goods, paints, rubber ts) stem shall include a report on inventory item movement. (e.g. how often an item when the last time an item was sold.) One Response Per Requirement Y N C 3 F Comments stem shall include an inventory reconciliation report to include but not be limited to the g information. Inventory adjustments, sales, receipts, transfers and returns. stem shall include a fiscal year end inventory report including but not limited to gains ses on individual items, underage, overage, actual count, perpetual count and total ry value by organizational unit. al Specifications stem shall include all support software, tools and utilities (e.g., compilers, text editors, products, code generators, scripts) needed to perform configuration, installation, on and management tasks. stem shall provide the ability to maintain and update test environments
stem shall support, at a minimum, 32-bit front-end (client) and 64-bit and 128-bit back- erver) processing including but not limited to multiprocessors and multi-threaded ses. stem shall support online real-time data entry in both centralized and decentralized ments, with proper user authorization. stem shall allow users to access records during batch processing stem shall accommodate background (batch) jobs concurrently with online updates. stem shall provide a comments field for entry of free-form text stem shall edit all transactions for errors and provide immediate user feedback, ng error messages and possible corrective actions. stem shall provide the capability to support public/private key encryption. stem shall support drop down menus (e.g., lists of values) for appropriate fields. stem shall provide data and transaction logic validation through the use of centralized buted business rules. stem shall provide support for interprocess communication including, but not limited to hment of standard object types in an object library and paste capability from data fields and screens to other applications One Response Per Requirement Y N C 3 F Comments stem shall provide an internal real-time message routing capability for broadcasting ation to all or a selected portion of users. stem shall allow for workflow management and approval hierarchies. stem shall allow both online and batch entry of data. stem shall provide capabilities to scan, store, print and view documents online. stem shall allow mass changes/deletions without record-by-record input. stem shall provide an audit trail for changes in: cations ating System Access base Modifications stem shall provide an audit trail of user access stem shall accommodate separate instances of databases and database number keys e application environments for development, test, training, and production shall be d. stem shall allow for effective dated transactions and table updates. stem shall be compliant with open standards such as MAPI, SNMP, FTP, etc. stem shall interface with both Lotus Notes and Microsoft Outlook stem shall have industry-standard open system architecture that supports equipment plications running on Microsoft operating systems (e.g., Winws 95, 98, NT,2000 or stem shall provide the user with the ability to drill down from a transaction view to the tive and supporting source record view irrespective of the module containing ation. m Administration & Customizations stem shall provide the ability to customize an entry screen based on the security fh
stem shall provide user-defined: One Response Per Requirement Y N C 3 F Comments es s ens orts ms us ness rules and workflows stem shall provide user defaults & customizable web pages se Management System stem shall use a relational database management system stem shall be compatible with the following databases: le SQL Server se fields should default to spaces or zeroes, unless a user-defined value is present. stem shall provide the ability to interface data with Smart Card systems, other eping systems and risk management systems. stem shall utilize appropriate database rules and constraints to enforce and maintain tial integrity. stem shall include utilities for database performance monitoring and tuning, including limited to tools for table & file maintenance. stem shall provide a GUI database maintenance tool stem shall include application and system configuration tables accessible by all s. stem shall provide for simultaneous access to data by concurrent users. stem shall provide the ability to lock database records at a row and field level. stem shall provide the capability and be available for input for all processing for batch sing, backup, restore etc.