Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# GENERAL REQUIREMENTS
RESPONSE COMMENTS
GR01
The vendor will have the system up and running within 6 months of notice to proceed.GR02
The vendor is able to commence work within 1 month after the notice to proceed isreceived.
GR03
If a hosted solution is proposed, can the vendor meet measurable standards for system availability (SLA)?GR04
Proposer must provide an enterprise solution for licensing, permitting,planning/zoning/land use, CRM case management, inspections and enforcement.
GR05
System must be a 100% web based solution proven and installed with customers.GR06
System must provide multiple, user-friendly options for reporting including, but not limited to, simple and complex queries, exports, form letters and detailed reports with access to any data field.
GR07
Vendor must have an established Customer Help Desk and provide online resources for customers.GR08
System shall have the ability to print licenses, permits and notices.GR09
The system must provide support for the conversion of data from the Town‘s existing system into the new system so that historical information is accessible.GR10
Data conversion services must be included in proposers bid.GR11
Ability to brand customer-facing and Town-facing screens, standard reports, adhoc queries, etc.GR12
The system needs to support parcel based functionality.GR13
The system must have built-in and customizable process controls to ensure completeness and correctness. (ex. Ability to defined required fields, setup drop-down lists, check and option boxes, edit checks, word AutoCompIete and spell check where appropriate, etc...).
GR14
The system must allow for data exports in a variety of file formats (Word, Excel, Access, CSV, etc).GR15
The system must support access to custom reports that utilize ODBC Connectivity.GR16
Data dictionary must be provided to assist in developing custom reports.GR17
The system should provide traditional counter and call center services to the web providing easy and convenient online access to application and permitting information. For example, application status, permit and inspection status and information, apply online, inspection requests online, FAQ's, Town building codes, permit application processes and procedures, and links to other informational sites related to the Building Division and the permitting, inspection, & Code Enforcement processes.
GR18
The system must provide workflow processing with the ability to send automatic email notifications at different stages of the process.GR19
System provides ability to route work to the next person(s) in a workflow based onprocess outcomes.
GR20
The system must provide the Town the ability to create new permit types and add fields to both existing and new permit types, with administrative tools that do not require changes to the source code or base technology.
GR21
The system must support the ability to enter in "legacy permits" issued from prior years.GR22
The system must support the ability to enter in "Iegacy inspections" completed fromprior years.
GR23
The system must support the ability to "rollback" the issuance of a permit. This is to support situations where a permit was issued in error.GR24
The system needs to reset application and permit counters at the beginning of eachyear.
GR25
The system supports user-defined protected and required fields.GR26
The system must manage the issuing, collecting or waiver of fees.GR27
The system will prevent permit from being issued if payment has not been received.GR28
The system will support the creation of sub-permits (i.e. Electrical and/or Plumbing) from an existing Building permit or application. Related fields from Building permit will be inherited to the sub-permit.
GR29
The system needs to support the printing of itemized receipts for fees collected. This may be done before and after permit issuance.GR30
The system needs to keep an audit of activity including, but not limited to; username, creation or modification date/time, action completed, and status changes made within the system.
GR31
The system should support digital signature technology.GR32
The system must have mobile support for staff and citizens.GR33
The system must have online context sensitive help.GR34
The system must support multiple users, multiple connections by a user, remote, and distributed access.GR35
Modules must have a consistent "Iook & feel" in terms of navigation and use.GR36
The system must allow users to access multiple applications or functions simultaneously via tabs or other means.GR37
The system should support applications for properties with multiple owners, tenants, contacts, customers, contractors, etc.GR38
The system must be able to generate form letters (i.e. Expiration of Permit, Violation Notices, Public Notices, etc...) in an editable format.GR39
System shall provide the ability to tab between fields on input forms.GR40
System presents data to users such that navigation is intuitive.GR41
System must use a role based security model.GR42
Town staff has control over who has rights to configure fields, drop down lists, menus, screens, fields, reports, etc.GR43
Search functionalities must include: narrowing searches, Boolean searches,truncated searches, text based searches, wildcard functions.
GR44
The system should support unlimited user-defined fields.GR45
Ability to insert hyperlinks throughout the system to access related documents (e.g. zoning regulations, code violations, etc.)GR47
Ability to save and store frequently used text/comments which can be applied when needed and included in letters, notices, etc. yet edited if desired.GR48
Ability to print screens throughout the system.GR49
System administrator can add to or edit the contents of code tables (i.e., drop down lists).GR50
Ability for authorized Town staff to revoke a permit and issue a stop work order and to track and report stop work orders.GR51
Ability for property ownership data to be updated with with the Douglas CountyAssessor's office.
GR52
System supports Laserfiche integration.GR53
Spell Check capabilities.GR54
Ability for Town staff to flag/alert specific applicants/customers for special conditions.GR55
System has tracking capabilities for locations (coordinates, legal descriptions, etc.)Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# WEB PORTAL
RESPONSE COMMENTS
WP01
The web portal should support private and secured access to allow building
inspectors, code enforcement officers, and other staff members to retrieve and enter permit data, inspections, and code violations from the field. In addition to scheduling inspections via the web, system should support canceling or rescheduling of
inspections.
WP02
The web portal should support private and secured access (i.e. login required) to contractors, developers, architects, and other professional services that would allow them to view all permit applications they have submitted, inspection requests that they have requested, and inspection results.
WP03
The web portal portion of the system shall support the acceptance of online comments and complaints.WP04
Ability to display comments.WP05
The web portal needs to be ADA compliant.WP06
Searches for permit/application information available by street address, owner information, contractor license/name, and permit/application number.WP07
Customer online access to view status of applications, permits, code violations, CRM cases, etc.WP08
Real time accessibility to application data (i.e. inspection results available onceposted).
WP09
Ability to upload electronic files online.WP10
Ability to make payments online via credit card.WP11
Ability to view map data online.WP12
Online address lookup capabilities.WP13
Ability to set public users permissions when creating a record.WP15
Ability to define inspection parameters that determine when public users can reschedule or cancel inspections.WP16
Ability for public users to request or schedule multiple inspections.WP17
Ability to hide inspection times and force public users to schedule inspections within a specific period.WP18
Ability to notify a licensed professional that his license and/or insurance and/or business license has expired.WP19
Ability to control the display of fields on the online application-intake form.WP20
Ability to calculate certain field values and populate other fields based on thecalculation.
WP21
Ability to validate field values when submitting a page.WP22
Allow registered public users to organize and manage their associated records online.WP23
The ability to automatically send emails when inspection status is changed.WP24
Provide the ability for public users to search for records by contact.WP25
Allow public users to group records or other items in one location and pay for all items at the conclusion of the session.WP26
Allow Town staff to manage which documents associated with a record are available for public user deletion.WP27
The ability for a public user to perform a global search across all modules.WP28
The ability for public user to export search results in comma separated value (CSV) format.WP29
Renewals entered by the licensee through the Web Interface can be configured to fully process automatically, without human intervention, or renewals entered by the licensee through the Web Interface can be configured to be sent to an internal work-list, awaiting final approval by a staff person.
WP30
Web interface can process credit/debit card transactions and update the database as needed, for such processes as license verification, duplicate licenses,
WP31
On-line application forms can be developed by staff that are both printable and interactive for the customer in that they can create a new record in the database, capture the entered data and populate the new database record automatically.
WP32
Web pages and on-line forms can be edited locally by Town staff, as needed.WP33
System can be configured to accept electronic (digital and encrypted) signatures.WP34
Web-based application processes (such as applications for initial licensure) that are not completed within a configurable time frame, can be scheduled for automatic deletion.
WP35
Access by the public, through the web interface, can be limited to records or portion of records designated as “public”.WP36
Does your software provide options for remote access for field staff to log in and work, and, if so, please describe.WP37
The general public can have open access to some data elements without a login ID and password, but other access for persons doing business with the Town should require a login ID and password. Please confirm that both types of access can be allowed and describe the processes involved in generating user IDs and passwords.
Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# PLAN REVIEW
RESPONSE COMMENTS
PR01
The system has the ability to annotate, upload, store and convert plans electronically.PR02
The system will send email notifications to the applicant of status changes.PR03
The system will automatically determine which departments/agencies need to review the permit applications based on permit type and GIS proximity checks.PR04
The system will allow staff to add or remove departments/agencies from list of required reviews.PR05
The system will automatically electronically "route" the application information to therequired reviewers.
PR06
The system must support both serial and parallel plan review.PR07
The system prevents the approval of an application until Town-defined review requirements are met.PR08
The system prevents the issuance of permits until all required plan review approvals are completed and fees paid.PR09
The system tracks and logs each time an application is submitted for plan review. That is, if an application is rejected, then later resubmitted for review, historical info of when it was last submitted and reasons for rejection is readily available.
PR10
The system is able to produce a plan review/correction report that would document all the correction requirements for approval. This report could be generated for a single department/agency or as a consolidated report.
PR11
Reviewers from each agency involved in plan review are able to view the status and comments related to plan review.PR12
The applicant is able to view online the status and comments of his/her application in the plan review process.PR13
The system supports code searches and the ability to copy excerpts of codePR14
The system is able to generate plan review checklists based on data in application form.PR15
Ability to retrieve and display entire plan sets, individual drawings and/or selected portions of the drawing or image.PR16
Ability to transmit an electronic image of an annotated plan to the applicant.PR17
Ability to monitor scheduled time off and time in queue for internal/external staff and integrates with MS Outlook.PR18
Allow manual workflow overrides by authorized Town staff (add new steps, remove steps, reorder steps).PR19
Rules-based workflow with triggers (date threshold, event, variance, etc.), alerts, email alerts and actions (generate a letter, send an email, etc.).PR20
Must use automatic warnings to manage workflow activities such as holds onpermits and other processes.
PR21
Must use status of reviews to determine next step(s) in permit, plan review, inspection, etc. processes.PR22
When all active parallel tasks are complete, the next task in a plan review workflow becomes active.PR23
The system shall provide the ability for customers to submit and request plan reviews, and to track the status of submitted plans.PR24
The system shall provide consistent plan review functionality for all participatingagencies; plan review processes may vary by agency.
PR25
The system is able to track/log/summarize Town staff's time spent on projects related to plan review and inspection.Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# APPLICATION PROCESS
RESPONSE COMMENTS
AP01
Create unlimited permit categories (Building, Fire, Planning, Code Enforcement, Public Works, Community Events, etc.).AP02
Create unlimited permit types (Building, Mechanical, Combination, Electrical, Grading, Plumbing, Sprinkler, Fire, Land Use, etc.).AP03
Unlimited user-defined permit conditions.AP04
Ability to add multiple standard conditions to a record in one submit process.AP05
The system needs to assist in tracking the physical location of applications andplans.
AP06
The system will automatically calculate an issued permit's expiration date based on a user-defined formula. The expiration date would automatically be adjusted based on inspection requests and status updates.
AP07
Trigger alert when permit is going to expire.AP08
The system will allow authorized user to update expiration date.AP09
The system is able to send out an automatic email to the applicant or permit owner advising that the application/permit will be expiring.AP10
The system will retain property owner and contractor changes for all open applications and permits (i.e. final
inspection not completed).
AP11
The system will allow staff to place a "hoId" on an application or contractor. This would prevent permit(s) from being issued and inspections from being requested for the associated permit/applications and/or contractors/customers. Staff creating the "hoId" will need to include a reason for the hold.
AP12
The system will allow a temporary override on holds and will require staff to enter a reason for the override.AP13
The system should have an internal "professional services database" that would hold license #'s, expiration dates, and general contact information (ie. business name, address, phone number, insurance certificates, licenses, etc...).
AP14
Automatically populate contact information for contractor, architect, etc. from master list.AP15
The system will generate an alert message when there are outstanding permit or re-inspectlon fees or code violations associated with an application, permit, or an applicant.
AP16
System supports the ability to copy permit applications from existing applications or permits by allowing user to specify which fields should be copied.AP17
System supports the ability to create a temporary application template that could be used to create multiple permit applications (which could be used for subdivision projects).
AP18
Initiate multiple permits simultaneously from a single parcel.AP19
Users and customers can initiate a permit application from parcel selection on a GIS map.AP20
Mobile staff can initiate a permit application from the field.AP21
Mobile staff can initiate multiple permits from parcel selection on a GIS map.AP22
Ability to group permits under a single umbrella project.AP23
Track complex projects (e.g. multiple permits, multiple parcels, split parcels, roads, commercial and residential, multiple addresses, etc.) including pre-plan submission, plan reviews, permits, inspections, fees, payments, project team and assignments, etc.
AP24
Ability to have the same license number assigned to multiple license types, such as electrical, mechanical, and plumbing licenses.AP25
Visibility across departments of where the permit is in the workflow routing, status, and who is working on each action.AP26
Must provide a function to allow staff to record communications between staff and the applicant specific to a project.AP27
Ability for Town personnel to complete a single application for a range of addresses(i.e. plumbing permits for all units in a condominium building).
Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# FEES & PAYMENTS
RESPONSE COMMENTS
FP01
Ability to calculate, assess, and invoice fees.FP02
Ability to store unlimited fee schedules.FP03
The system shall utilize fee schedules consisting of fee codes with effective and expiration dates.FP04
Fee schedules may contain unlimited fee items.FP05
Supervisors have ability to override fees.FP06
Track bond/assurance amounts and reduce and release funds as milestones are met.FP07
Ability to allow online payment of fees.FP08
Ability to refund payments, void payments and manage invoices.FP09
The system shall retain historical fee schedules.FP10
The system should support flat fees (e.g. permit type and re-inspection).FP11
The system should support unit fees (e.g. plumbing and electrical fees that arebased on fixtures and circuits).
FP12
The system should support valuation fees (flat fee + variable fee based on valuation range and increments).FP13
The system shall support the collection of cash, check, credit/debit card, and mixed payment types. Payments should be recorded and stored for auditing purposes.FP14
The system shall provide the ability to support fee waivers.FP15
The system shall provide the ability to support additional fees.FP16
The system shall provide the ability to support penalties.FP17
The system shall automatically calculate fees and be able to recalculate fees if changes are made to application/permit.FP18
The system shall support the manual entry of fees such as special inspections, re-inspections, and penalty fees when appropriate.FP19
The system shall support the collection of miscellaneous fees that may not be associated with a parcel or application/permit number. (e.g. service charge for photo copies).
FP20
The system shall provide ability to query and obtain listing of previously made payments by application number or other user-defined parameters.FP21
The system shall provide the ability to reprint receipts.FP22
The system shall maintain audit history of who collected the payment, when the payment was made, and who actually made the payment.FP23
Ability to calculate multiple special fees (e.g. surcharge fees) by line item.FP24
Allow for additional manual fee adjustments by Town staff.FP25
Allow for a "received" field that displays on all payment forms and lists which type (such as in-person, mail, phone, web) was used.FP26
Describe payment option for credit cards and electronic checks; what method is used for the processing?FP27
Integrates plan review/inspection (i.e. staff) time to generate invoices for customers.Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# INSPECTIONS
RESPONSE COMMENTS
I01
The system shall support the entry of inspection requests, cancellations, scheduling, and rescheduling.I02
The system shall assist in assigning inspection requests based on permit type.I03
The system shall assist in creating a daily inspection schedule for each inspector.I04
The system shall provide the ability to manually reassign inspection requests toanother inspector.
I05
The system shall provide the ability to support remote access for inspectors from the field.I06
The system should allow the inspector to enter his/her inspection results from field and email to contractors/customers.I07
The system shall provide the ability to record violations from a list of standardviolation codes.
I08
The system shall provide the ability to link images (including scanned images and photos) and files to an inspection record.I09
The system shall automatically update the permit status to "completed" once finalinspection is completed.
I10
The system shall allow for final and expired to be unlocked and reset to active by inspection supervisor if a final inspection was completed in error. System would require a reason be recorded for auditing purposes.
I11
The system shall allow for unlimited comments on an inspection record.I12
The system shall prevent the scheduling of inspections until inspection and/or re-inspection fees have been paid. System will have an override option to this rule.I13
For commercial electrical and plumbing inspection requests, the system should only accept requests generated by the electrical/plumbing contractor.I14
The system supports electronic requests for certificate of occupancy from contractorI15
The system should only allow the issuing of a certificate of occupancy when all inspections are finalized and all required agencies have signed off.I16
The system should utilize GIS maps and aerial imagery in assisting inspectors planned inspections for the day.I17
The system should generate driving directions for an inspector based on the inspections scheduled for a given day according to the order sequence they were scheduled to be completed. (Both a visual map representation as well as detailed driving directions of route).
I18
The system should have the ability to save an inspector's schedule along with the driving route for easy viewing and updating.I19
Mobile unit should support quick access to all contact details (owner, applicant, contractor, complainant).I20
Mobile unit should support quick access to permit info and other resources thatwould assist in completing field inspections.
I21
Inspection results from mobile units should update system in real-time.I22
Mobile units need to support wireless and offline synchronization.I23
The system should support automatic email notifications to contractors of inspection results and status.I24
When requesting inspections, customers should have the ability to display available inspection times and select a preferred time.I25
Customer must have the ability to track the status of individual inspections related to a permit, address and project.I26
Customers must have the ability to request re-inspection following correction notice.I27
Ability to add a billable check box that allows agency users to indicate whether timespent conducting an inspection can be billed.
I28
Ability to carry over any failed items to all inspections that are scheduled.I29
Ability to determine if a requested inspection is valid based on permit status.I30
Abilities to produce paper copies of inspection documents.I31
Allow inspection results to initiate subsequent work flow processes.I32
Ability to produce, display and print a list of inspections (past, current and scheduled) by permit number, address, applicant, contractor, or inspector.I33
Multiple user-definable task checklists (e.g. inspection punch list) by permit/inspection type.I34
Print correction notices in the field.I35
The system allows for MS Outlook integration for scheduling.I36
Ability to generate reports (for time periods) that summarizeResponse: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# COMPLAINTS, CODE ENFORCEMENT
RESPONSE COMMENTS
CE01
Ability to brand customer facing and Town facing screens, standard reports, adhoc queries, etc.CE02
System has a complaint and violation manager.CE03
System supports user pre-defined code violation description library.CE04
System supports the ability to attach photos and correspondence (emails, scanned letters, etc...) to complaint/violation records.CE05
System maintains a call log of calls made to contacts regarding complaint/violation case.CE06
History of case is retained and available for printout.CE07
System supports email to contacts.CE08
System able to generate editable chronic violation and form letters using data from complaint/violation record.CE09
Code enforcement officer able to set due dates and schedule reminders of upcoming events and/or required actions (e.g. inspection Dates, Court Dates, Appeal Dates).
CE10
System stores information regarding field inspections related to complaints/violations.CE11
System tracks and displays the number of days a violation is active.CE12
Code enforcement officer is able to "flag" parcel and/or property owner that would generate alerts in other modules of system (e.g, when property owner applies for a permit).
CE13
Support unlimited number of complaint and/or violation types.CE14
Manage complaints, cases, history of violators, type of violation, related actions, remedies, etc. Track numbers for each.CE15
Does the proposed system have the ability to submit complaints online through the CRM module with the option of remaining anonymous.Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# GIS
RESPONSE COMMENTS
G01
Integration with ESRI 10.1 GIS based products.G02
Support ESRI ArcGIS Server Standard 10.1.G03
Ability to map call center records and integrate with GIS.G04
Integration of GIS with permit and inspection records.G05
Ability to automatically generate the necessary notices (i.e. notices to the public) and determine the geographic requirements for these notices (i.e. radius, number of feet, etc.).
G06
System-wide search results are mappable.G07
Able to view GIS maps within the software.G08
Able to customize the maps for each individual software module (permitting, code enforcement, building, etc.).G09
Able to fully customize symbology of map features (e.g., schools, electrical permits).G10
Able to add any layers to the maps.G11
GIS maps must include a table of contents that allows layers to be shown or hidden.G12
Map tools available within the software must include: zoom, pan, identify, find,measuring, annotations.
G13
Properties can be geocoded in three ways: importing X and Y coordinates, matching attributes to shape features, and clicking on location in map.G14
Able to import geodata into the property form.G15
Able to open software forms directly from the maps.G17
Able to generate and print customizable form letters to all property owners within any radius of a project, zoning permit, and code case.G18
Can the system customize the GIS functionalities of the proposed software to appropriate inspectors.G19
Can the system provide an administration site to configure map integrationenvironments.
G20
Can agency users manage records directly from a map and submit new records, including work orders, inspections, asset condition assessments, and service requests.
G21
Support overlay or lookup of GIS data during the development process (zoning, proximity, sensitive ecology,etc.).G22
Provide for integration between the planning/zoning/land use/Public Works/CRM modules and the Town’s GIS system.G23
The system should be capable of importing parcel information from base system.G24
Can the system show graphical parcel information in GIS.G25
Can the system create a buffer zone in GIS.G26
Describe in detail if the proposed system provides the ability to schedule inspection staff activities and optimize inspection schedule and travel routes.G27
Describe in detail if the proposed system is capable of providing import routines and auto-populate functions that rely upon Town GIS data sources.G28
Describe in detail if the proposed system is capable of providing bi-directional datadisplay/exchange functions.
G29
Can the system show permit data for that parcel would be displayed and,
conversely, once a parcel is identified new permit data can be captured through the GIS interface?
G30
Can the system provide a graphic alert to appropriate staff when a permit or inspection is determined to occur in another jurisdiction?G31
Describe in detail if the proposed system is capable of providing different
development special conditions once a GPS coordinate is captured and incorporated into the dataset for the potential or existing permit.
Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# MOBILE DEVICES
RESPONSE COMMENTS
MD01
The system supports/provides a version of the software that can be deployed on a mobile device.MD02
The proposed wireless module must support ESRI ArcGIS Server Standard 10.1.MD03
The proposed wireless module must provide a list of most recently viewed items.MD04
The proposed solution must have a “job list” that brings together all of the user’s upcoming inspections or work orders.MD05
Online help and users guides.MD06
The proposed wireless module must be able to display the records on a map, automatically finding the most efficient route between locations and displaying the route on the map.
MD07
The proposed wireless module must have touch screen capabilities.MD08
This proposed wireless module must have the capability to allow inspectors to input the information continuously into their wireless device (such as a laptop PC, etc.).MD09
The proposed system will store the information and automatically resume the upload of information to the proposed centralized application once the wireless connection is available and/or re-established.
MD10
Describe in detail if the proposed wireless system provides access to permit, license, case, asset, and inspection-related data for inspectors.MD11
Describe in detail if the proposed wireless system provides access to record inspection results and update permit and inspection information.MD12
Describe in detail if the proposed wireless system provides immediate andautomated e-mail notification of inspection results to the applicant.
MD14
Describe in detail if the proposed wireless system provides the ability to create new cases or permits in the field.MD15
Describe in detail whether the proposed wireless system provides GPS capture functions tied to permit locations.MD16
Describe in detail the inspector/role-based configuration tools available in thewireless client.
MD17
Describe in detail the functions available in the Field Inspector interface that would provide for automated population of commonly used code violations and inspection comments.
MD18
Describe in detail all wireless security measures/policies including wireless
transmission protocols, encryption methods, and all other methods to assure data integrity between the wireless device and the central application.
MD19
The mobile software shall be capable of printing notices, reports, violations, licenses, etc. from a field location (using a mobile printer).MD20
The system supports both synchronization and wireless connectivity communicationfor the mobile device.MD21
The mobile version should allow inspectors to enter inspection notes and report anycode violations that may be identified during an inspection.
MD22
The mobile version should allow inspectors to schedule follow-up appointments.MD23
The mobile version should allow the inspectors full access to all relevant informationfor their assigned case, inspection.
MD24
The mobile version of the system should provide work management tools for the inspectors and their managers to review work status and all correspondence activities (phone calls, e-mails, faxes, etc.) for each assignment.
Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# REPORTING
RESPONSE COMMENTS
R01
The application should provide the facilities to export report data to or integrate with Microsoft Office products.R02
Ability for any report to be output as a PDF document.R03
Financial reports should be defined by license/permit/inspection type or enforcement type.R04
Fee reports can be created by date ranges, by license types and by specific licensees.R05
The system should allow managers to view all of their direct reports’ work schedules and assigned activities.R06
The system should have a robust ad-hoc reporting capability.R07
The system should provide management dashboards for Town performance tracking (key result measures, Town goals and business and trend
reporting/analysis).
R08
Ability to brand Town custom reports.R09
Ability to report on any stored data element not restricted due to security.R10
Ability for contractors to display and print authorized reports.R11
Ability for the Town to display and print a set of requested transactions for a specified date and time range.R12
Fields either exist or can be added for staff to enter unique, free-form text notes into a record; these can be marked as either “public” or “internal” across the multiple agencies.
R13
Staff can set up a schedule for periodic data extraction and automatic transmission.R14
Form letters are fully configurable for the Town.R15
System can track and display previous versions of a form letters and will indicate what version was sent out to public.R16
System can generate aging reports to identify requests (such as applications or complaints) that are overdue for a response.R17
Users can access workflow lists of pending items that pertain specifically to their jobresponsibilities.
R18
Describe the internal mechanism or external software to be used to extract data sets.R19
Describe the internal mechanism or software to be used to write form letters.R20
Describe the mechanism used to spell-check letters and forms.Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# TECHNICAL
RESPONSE COMMENTS
TE01
Is the database MS SQL or Oracle?TE02
Windows 7 compatible.TE03
System will operate within the existing network/communications environment.TE04
System supports industry standard network protocols.TE05
System will provide ability to maintain multiple operating environments for development, test, training, and production.TE06
System is capable of restarting and recovering after system failure with no loss of data or software components.TE07
System shall provide full, incremental and differential backups and restorations of the database, core and customized software, software and configuration options, user preferences and permissions, etc...
TE08
System Administration Tools - Specify any tools being proposed to support or supplement the application solution being proposed as well as for support of any third-party software.
TE09
System provides timely notifications and reports of data entry problems.TE10
System error messages to users should show the exact status of the transaction, the options for on-line help, and the option to email a pre-formatted problem report to Town support personnel.
TE11
System shall provide customizable online documentation and training materials for technical and functional queries, with context-sensitive help and search capabilities.TE12
Permissions set at user and group level.TE13
Full control and management of permissions is done by the Town.TE14
User able to change their own password.Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# TRAINING
RESPONSE COMMENTS
TR01
Vendor can provide all training necessary to operate, use and maintain the system by all users.TR02
Vendor shall utilize a variety of training methodologies to maximize effectiveness of the training, including, but not limited to demonstrations, classroom presentations, hands-on experience and written materials.
TR03
Several specific types of training will be conducted, including kickoff sessions, system administrator training and program staff training.TR04
Vendor shall be responsible for providing written training materials to assist users in learning the new system and provide reference materials for Town staff.TR05
Written training materials include user manuals.TR06
Written training materials include context-sensitive help screens within the program.TR07
Written training materials include quick reference system instructions.TR08
Vendor will provide the Town with reproducible copies of all training materials.TR09
Vendor will provide the Town with electronic copies of all training materials, in a format the Town can revise as future training requirements change.TR10
Training is considered an essential element of this project. On-site training will be required by the approved vendor for employees and staff that will utilize the technologies.
TR11
Describe what type of training and the number of people to be trained that is included as part of the initial installation.TR12
Describe how you will schedule and provide for training of end users, technical staff, and system administrators including initial training, consultation, and follow-up training.
Response: Y, N, C, M, T, F
Y - Yes or Meets; N - No or Does Not Meet; C - Configuration Needed; M - Modification Needed; T - Third Party Solution Needed; F - Future Release
REF# MAINTENANCE
RESPONSE COMMENTS
M01
The vendor shall include the first year's maintenance contract as part of the proposal.M02
Software support services are normally covered under maintenance agreements and provide support for issues encountered with the software. The vendor is required to provide a formal support issue priority mechanism and associated service levels for software support issues raised. All software upgrades (changes to versions, releases, or modifications) must be included in the maintenance
agreement.
M03
During system rollout, vendor is responsible for providing initial on-site support for each program to ensure the system provides all functionality, deliverables and processing to fully support the system.