exhibit 20l by O0i1oX

VIEWS: 21 PAGES: 77

									Vendor Instructions for Completing Requirements Matrix (Exhibit L)
1. Vendor must indicate how their proposed solution meets each specification by filling in an X in one and
    ONLY one of the following columns in each row as described below:
      Yes - Base Functionality - The specification is met by the out of the box COTS solution without system
      configuration, modification, or customization.
      Yes - via Configuration - The specification is met by the out of the box COTS solution with system
      configuration (parameters, attributes, workflows, etc.).
      Yes - System Modification - The specification is met by customization (programming, database
      modifications, etc.) that must be performed by the Vendor.
      Alternate Solution - The specification is met by a third party product or an approach that differs from the
      specification.
      Not Possible - The proposed solution cannot provide the required functionality described in the
      specification.
2. An X is NOT required for any row that is shaded in gray.
3. In addition to placing an X in the appropriate column, the Vendor must respond to each specification with
   "Acknowledge", "Will Comply", "Agreed", or "Exception" in the Vendor Response column.
4. In addition to the response required in item 3, Vendor must provide details explaining how their proposed
    solution meets each specification. These details must be provided in the Vendor Response column.
    These details can be provided at level 3 where appropriate (for example, Vendor could provide all of the
    details required in 4.9.1.1 - 4.9.1.6 in the Vendor Response column for 4.9.1); however Vendor MUST
    respond to each row as described in item 3 above.
        11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                        2




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.          Requirement                                                                                                                                                      Vendor Response




4            TECHNICAL REQUIREMENTS


4.1         General Technical Requirements
4.1.1       The State desires to procure a comprehensive COTS, highly configurable
            Vendor hosted solution.
4.1.2       The State desires a mature, field-proven product that is not at the end of its
            product life cycle and that reflects the best practices of the industry. In addition,
            the technology platform (database engine, operating platform, etc.) for the
            proposed product must not be at the end of its life cycle.
4.1.3       The State requires four environments: development, quality assurance (QA),
            training, and production, with the State having access to the training, QA and
            production environments. The development environment will be used by the
            Vendor to test software updates prior to applying the updates in the QA
            environment. The QA environment will be used by the State to test software
            updates before moving the updates to the production and training environments.


4.1.4       The Vendor must provide an adequate amount of storage at a minimum for
            Project, Lease, Real Property and Facilities Management data and associated
            documents (electronic and imaged) to accommodate the System Sizing Metrics
            (see exhibit K).
4.1.5       Vendor must provide a technology roadmap outlining future plans for the
            proposed solution. Vendor must identify life expectancy of the proposed solution
            and explain plans for addressing the solution’s end of life.

4.1.6       The Vendor must state what TCP/IP ports are required to be open for all aspects
            of their application to work and must also explain the Vendor’s methodology if
            these ports are exceptions to the common ports used industry wide.

4.1.7       The proposed system must be ADA and W3C compliant.
         11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                        3




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.           Requirement                                                                                                                                                    Vendor Response


4.1.8        Application software must not be required or installed on the client workstation;
             this requirement includes help files, executables or database software. The
             system must be accessible solely from a Web browser.

4.1.9        The System must allow users to navigate directly from one screen to any other
             screen or program through the use of Windows Explorer style menus.

4.1.10       The Vendor must specify all hardware and software required to use the
             proposed application (i.e. workstation and server minimum, capacities, and
             recommended specifications, browser brands and versions, plug in software,
             operating systems, specific internet access requirements, etc.). The hardware
             detailed must be able to support the proposed solution for 3-5 years.


4.1.10.1            The proposal must specify software releases and operating system
                    service packs/patches required.
4.1.10.2            The hardware requirements must be detailed, but not brand specific.

4.1.10.3            Any user interfaces to the proposed solution must work with Internet
                    Explorer 6.0 and later versions, and Mozilla Firefox 2.0 and later versions.

4.1.10.4            The proposed solution must be fully functional from workstations running
                    Windows 2000, Windows XP, as well as workstations running the
                    Windows 2003 or Windows Vista operating system.
4.1.11       The Vendor must recommend an Internet bandwidth minimum (56K dial-up, T1
             or others) that can provide reasonable response times in accessing their
             application. The State defines reasonable response times to be those consistent
             with existing industry performance standards.

4.1.12       Users must be able to access the system while reports and/or processes are
             running without incurring degradation of system performance.

4.1.13       The Vendor must provide information as to the version/release of software for
             each module, length of time the version has been generally available, and
             related hardware of the proposed solution.
4.1.14       The Vendor agrees that all data entered into the system either before or after go-
             live is solely owned by the State.
4.1.15       After implementation, all configurable parameters for the proposed solution must
             be configurable by the State without Vendor intervention.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        4




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.           Requirement                                                                                                                                                     Vendor Response


4.1.16       The standard mail client for DFA is Groupwise v6.5. The Vendor must propose
             a solution that works with this version of Groupwise, as well as later versions to
             accommodate workflows with email functionality.
4.1.17       System On Line Help
4.1.17.1            The proposed system must provide searchable on-line help
                    documentation that is viewable from any workstation.
4.1.17.2            The State requires on-line help that allows easy searching of topics and
                    keywords.
4.1.17.3            The State prefers field sensitive help that automatically displays hints for
                    data entry fields.
4.1.17.4            The proposed solution must provide descriptive error messages when
                    database integrity is violated.
4.1.17.5            The State prefers that the proposed solution provides configurable error
                    messages for edit checks.


4.2          Licensing
4.2.1        The Vendor must describe their method for licensing the proposed software (for
             example, by workstation, CPU, number of users, number of concurrent users,
             site/enterprise license, pricing tiers, other) and include pricing in the cost
             information submission, section VIII for proposed licensing options available to
             the State.
4.2.2        The Vendor must specify the maximum number of users (concurrent and/or per
             user) allowed by their proposed system.
4.2.3        For the requirements detailed in items 5, 6, and 7 in section VII, the Vendor
             must provide the State with the necessary software license for a minimum of fifty
             (50) users, which are expected to support DFA licensing needs for both Phase I
             and Phase II implementations.
4.2.4        The State requires the right to add or subtract users in blocks of twenty-five (25),
             fifty (50), and/or one hundred (100) users. Vendor must include the tiered
             pricing in cost information submission, section VIII.
4.2.5        The Vendor must agree that any additional user licenses, required by the State
             in the two years following Phase I system acceptance, may be purchased at the
             rate listed in the cost proposal, or at the then current price, whichever is less.

4.2.6        The Vendor must agree that the State shall have:
4.2.7               Unlimited use by licensed users of the software products acquired;
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       5




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




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No.           Requirement                                                                                                                                                    Vendor Response


4.2.8               Use of such software products with a backup platform system in a
                    failover or disaster recovery environment should it be deemed necessary
                    by the State;
4.2.9               The right to copy such software for safekeeping and backup purposes.

4.2.10       Is a license required for users to be able to submit and/or view work orders as
             described in item 7, section VII? If so, Vendor must include tiered pricing in
             blocks of twenty-five (25), fifty (50), and/or one hundred (100) users in the cost
             information submission, section VIII.


4.3          Cost Information
4.3.1        The Vendor may quote multiple licensing cost options as long as they are clearly
             outlined in the cost information submission, section VIII.
4.3.2        The Vendor must specify costs to provide the proposed support on an annual
             basis, for up to five (5) years. Vendor must provide two pricing options in the
             cost information submission, section VIII for annual support after the warranty
             period: (1) 24X7X365 support, and (2) Monday through Friday, 7 A.M. to 7 P.M.
             CST support. Both support options must include provisions for enhancements,
             fixes, and upgrades.
4.3.3        The Vendor must specify the annual support increase ceiling to which the
             Vendor is willing to agree. Price escalations, if any, for annual support coverage
             will be permitted but shall not exceed the lesser of a five (5) percent increase or
             an increase consistent with the percent increase in the consumer price index, all
             Urban Consumer US City Average (C.P.I. –u) for the preceding year.


4.3.4        Describe your company’s strategic plan over the next five years in regards to
             hosted services.


4.4          Warranty Information
4.4.1        The State requires that warranty coverage must also include provision for
             enhancements, fixes, and upgrades free of charge. The Vendor must
             acknowledge the inclusion of all required warranty features and fully describe
             other features offered by the proposed warranty plan.
4.4.2        The Vendor agrees that the warranty period for a Phase will not begin until the
             Phase functionality is fully implemented and accepted by DFA.
        11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                        6




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.          Requirement                                                                                                                                                      Vendor Response


4.4.3       The Vendor must agree to warrant any and all application software proposed to
            be free of errors for a minimum period of one year after acceptance of such
            software. During this period, the Vendor will agree to correct any errors
            discovered at his own expense. If the system fails during warranty due to a
            defect, the vendor will offer a workaround solution within 24 hours and a full fix
            within five (5) business days.
4.4.4       This warranty must cover all components of the system, including all programs,
            screens, reports, subroutines, utilities, file structures, documentation, interfaces,
            conversions, or other items provided by the Vendor. This warranty will apply to
            the base package, plus any other items proposed and delivered by the Vendor
            specifically for this procurement.


4.4.5       The Vendor must agree that all corrections made during the warranty period will
            be considered an integral part of the proposed system and will be available to
            DFA under the normal license agreement at no additional charge.



4.5         Maintenance & Support
4.5.1       The Vendor must assign an account representative to the State who would be
            responsible for coordinating all activities necessary to train, implement, and
            support the proposed system.
4.5.2       The Vendor must provide problem resolution outlined below. The Vendor must
            describe in detail their standard support policies and procedures for the
            proposed solution.
4.5.2.1            The Vendor must resolve Severity Level 1 critical system problems
                   (which impact access to the system or render the system non-
                   functioning) within one (1) business day.
4.5.2.2            The Vendor must resolve Severity Level 2 problems related to essential
                   system functions (where a workaround does not exist) within two (2)
                   business days.
4.5.2.3            The Vendor must resolve Severity Level 3 problems related to system
                   functions or software errors (where a workaround does exist) within ten
                   (10) business days.
4.5.3       The Vendor must provide a toll-free number for application (help desk) support;

4.5.4       The State prefers that the Vendor also provide online web support;
         11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                       7




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.           Requirement                                                                                                                                                   Vendor Response


4.5.5        The Vendor must respond to technical support request via phone and/or web
             within one hour.
4.5.6        The Vendor must agree to send support usage statements to customers on a
             monthly basis.
4.5.7        The State will designate a limited number of staff that is authorized to report
             problems to the Contractor. This same staff is the State’s designee for receiving
             the Contractor’s response to a problem report. The Contractor will designate to
             the State a limited number of staff that is authorized to receive problems reports
             from the State. This same staff is the Contractor’s designee for submitting to
             the State the Contractor’s response to a problem report.


4.5.8        Problem severity levels will be assigned upon mutual agreement between the
             State and the Vendor.
4.5.9        The Vendor must fully disclose their “uptime” for the past 24 months for the
             specific version of the product being proposed and define standard downtimes
             for maintenance, etc.
4.5.10       The Vendor must provide scheduled downtime notice (calendar) at least four
             weeks in advance.
4.5.11       The Vendor must notify DFA staff at least 24 hours prior to any unscheduled
             (unplanned) downtime for maintenance or other issues, excluding downtime due
             to unforseen circumstances. For example, on Monday, the Vendor notices a
             timing issue and decides to take down the system on Wednesday; the Vendor
             must notify DFA staff no later than Tuesday that this downtime will occur.


4.5.12       The State expects to achieve a system availability of 99% in an ASP
             environment. If the Vendor does not achieve the agreed upon availability
             schedule during a given month, the Vendor shall pay the state liquidated
             damages in the amount of 20% of the ASP fees for that month.
4.5.13       The Vendor must acknowledge the following:
4.5.13.1            The State of Mississippi's normal operational hours are 7AM to 7PM
                    Central time, Monday through Friday.
4.5.13.2            The Vendor’s maintenance window for an ASP model shall be outside of
                    these hours.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        8




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.           Requirement                                                                                                                                                     Vendor Response


4.5.14       The State reserves the right to assume the hosting of the application in the
             State’s technical environment during the term of this Contract. Further, the
             State retains ownership of any and all data housed in the application hosted by
             the Contractor; as such, if the State chooses to exercise this right, the
             Contractor is prohibited from interfering with the migration of said data by
             claiming any rights of ownership to the data.
4.5.14.1             If the State exercises this right, the Contract will be amended to reflect
                    the change in the Contractor’s and the State’s responsibilities related to
                    hosting services and the technical environment. The State will not
                    exercise this right within the first year of the Contract term.

4.5.14.2            Vendor must provide a narrative that describes the process and steps
                    involved in migrating the application from the Proposer’s technical
                    environment to the State’s technical environment.
4.5.14.3            Vendor must include a description of all software and hardware
                    components required to be in place in the State’s technical environment
                    should the State choose to exercise its right to assume application
                    hosting.
4.5.15       Vendor must include a statement that indicates the Proposer’s ability to fulfill the
             State’s requirements related to the State’s right to assume application hosting.


4.5.16       Upgrades, Enhancements, or Fixes:
4.5.16.1            The Vendor must fully describe their process, policy, timeline, and
                    frequency for announcing, testing, and releasing application software
                    upgrades, enhancements, or fixes.
4.5.16.2            The Vendor must describe support policies and procedures for older
                    releases of the application software.
4.5.16.3            A minimum of 90 calendar days notice must be given prior to the
                    implementation of upgrades and new releases along with a description of
                    the changes made. The new release must be available for the State to
                    test in the QA environment for a minimum of 30 calendar days prior to
                    implementation in production. Adequate notification must be given for
                    patches and fixes based upon the severity levels outlined in 4.5.2 for the
                    State to test in the QA environment.
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                        9




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


4.5.16.4          At the time of availability of any upgrade, enhancement, or fix, the Vendor
                  must provide the State with an outline of all modules and/or user
                  configurations that may be affected.
4.5.16.5          Documentation of new functionality or changes to existing functionality
                  must also be provided for all upgrades, enhancements, or fixes.

4.5.16.6          The Vendor must explain the process for incorporating user suggestions
                  for software enhancements into updates.
4.5.16.7          The Vendor must specify costs, in cost information submission, section
                  VIII, to provide the proposed support on an annual basis, for up to five (5)
                  years. Vendor must provide pricing for annual support after the warranty
                  period: (1) 24x7x365 support, and (2) Monday through Friday, 7 A.M. to
                  7 P.M. CST support. Support must include provisions for enhancements,
                  fixes, and upgrades.


4.5.16.8          The Vendor must specify the annual support increase ceiling to which the
                  Vendor is willing to agree. Price escalations, if any, for annual support
                  coverage will be permitted but shall not exceed the lesser of a five (5)
                  percent increase or an increase consistent with the percent increase in
                  the consumer price index, all Urban Consumer US City Average (C.P.I.
                  –u) for the preceding year.


4.5.16.9          The Vendor must explain the process for incorporating user suggestions
                  for software enhancements into updates.


4.6         Acceptance Testing
4.6.1       The State requires that acceptance testing for each Phase be completed in a
            non-production environment configured exactly as the proposed production
            environment.
4.6.2       The purpose and net result of the acceptance test is to determine that the
            system proposed and installed meets the technical and functional requirements
            outlined in these specifications.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                     10




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.           Requirement                                                                                                                                                  Vendor Response


4.6.3        The Vendor must conduct an operational system test of the proposed solution
             and certify, in writing, that the system is ready for acceptance testing and will
             perform in accordance with the requirements stated in this document for the
             appropriate Phase. The Vendor must ensure that the system, in general, and
             each module of the system, in particular, operates according to specifications
             before turning the system over to DFA for acceptance testing of the Phase.


4.6.4        Vendor must allow for a final acceptance-testing period of up to 30 calendar
             days in accordance with the project work plan.
4.6.5        In the event that one or more modules is not accepted based on the test criteria,
             the Vendor must provide, at his own expense, whatever software may be
             required to meet the acceptance criteria within 10 business days. Upon receipt
             of the software necessary to meet the acceptance criteria, the 30 calendar day
             acceptance policy starts over to allow sufficient time for regression testing.


4.6.6        The State reserves the right to reject the system after the 3rd unsuccessful test
             of any module of the system.
4.6.7        The Vendor must provide a proposed “Acceptance Test Plan” (ATP) prior to
             acceptance testing of the system by the State. The ATP must show events,
             sequences and schedules required for acceptance of the system. DFA must
             provide written approval that the proposed ATP is complete and acceptable prior
             to the beginning of the acceptance testing.


4.6.8        The Vendor must provide on-site system and user training to the acceptance
             test team prior to the initiation of the acceptance test period for each Phase.

4.6.9        The Vendor must provide guidance and support to DFA staff for conducting a
             thorough acceptance test of the system in accordance with the dates specified
             in the project plan.
4.6.10       The Vendor must provide all documentation for the module(s) being tested at
             least 5 business days prior to the State beginning the acceptance testing
             process.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        11




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.           Requirement                                                                                                                                                     Vendor Response


4.6.11       Acceptance of the documentation will depend on the ability to utilize the
             information in the application, including, but not limited to, system administration
             and data recovery. If the State determines the documentation to be insufficient,
             the Vendor must provide within ten (10) business days and at the Vendor’s
             expense, whatever updates may be required to resolve documentation
             insufficiencies.
4.6.12       Acceptance testing is complete when the State has successfully completed all
             acceptance test criteria defined in the ATP, as well as other ad hoc testing as
             defined by the State, and all critical defects have been corrected and
             successfully re-tested. DFA must provide written approval that the Phase
             acceptance testing was successfully completed.


4.6.13       Acceptance testing shall not in any way relieve the Vendor of his responsibilities
             to correct any defect during the warranty period.


4.7          Training
4.7.1        The Vendor must provide pricing for Phase I of the proposed solution for
             construction and real property business processes in the cost information
             submission, section VIII:

4.7.1.1             The Vendor must provide pricing for hands-on internal-user training
                    sessions on the general use of the proposed solution for up to fifty (50)
                    people with a maximum of twenty-five (25) people per class ;

4.7.1.2             The Vendor must also provide pricing for train-the-trainer training for five
                    (5) people who may teach internal -user training should the State choose
                    this training approach;
4.7.1.3             The Vendor must provide pricing for hands-on power-user training for up
                    to ten (10) people for advanced functions such as ad hoc reports, forms
                    changes, etc.;
4.7.1.4             The Vendor must provide hands-on technical training and knowledge
                    transfer for up to ten (10) people on any required setup, configuration,
                    and administration of the application.
4.7.2        The Vendor must provide pricing for Phase II of the proposed solution for
             facilities management business processes in the cost information submission,
             section VIII:
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        12




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.          Requirement                                                                                                                                                     Vendor Response


4.7.2.1            The Vendor must provide pricing for hands-on internal-user training
                   sessions on the general use of the proposed solution for up to ten (10)
                   people;
4.7.2.2            The Vendor must provide pricing for hands-on tenant-user training for up
                   to fifty (50) people for work order submission and tracking;

4.7.2.3            The Vendor must also provide pricing for train-the-trainer training for five
                   (5) people who may teach tenant-user training should the State choose
                   this training approach;
4.7.2.4            The Vendor must provide hands-on technical training and knowledge
                   transfer for up to five (5) people on any required setup, configuration, and
                   administration of the application.
4.7.3       Pricing for all training as required in 4.7.1 and 4.7.2 must be included in the cost
            information submission, section VIII.
4.7.4       Vendor must provide instructor-led training (both technical and user training) on-
            site at a facility provided by the State.
4.7.4.1             Instructor must be an experienced user of the proposed solution and
                    therefore capable of answering student questions.
4.7.4.2             Instructor must be proficient in spoken and written English.
4.7.5       All training provided must utilize DFA data on the system configuration to be
            used by DFA.
4.7.6       The Vendor must provide any and all training materials and documentation
            necessary for the successful delivery of the training sessions. This
            documentation should be provided on-line or via searchable, electronic media
            (CD ROM).


4.8         Project Management
4.8.1       The Vendor should describe the typical deliverables that are produced when
            implementing their proposed solution. The deliverables should include, but not
            be limited to:
4.8.1.1            Project Work Plan(s) that reflect the actions for Phase I and Phase II
                   work preferably using Microsoft Project. The Vendor must clearly
                   describe their project management methodology and tools used and the
                   State must be able to access same collaboratively.
      11/10/2011                                         Exhibit L - BRICKS Project Requirements                                                                                       13




                                                                                                           Configuration

                                                                                                                           Yes - System
                                                                                           Functionality




                                                                                                                                                      Not Possible
                                                                                                                           Modification
                                                                                            Yes - Base




                                                                                                                                          Alternate
                                                                                                             Yes - via




                                                                                                                                          Solution
No.           Requirement                                                                                                                                            Vendor Response


4.8.1.1.1           For this proposal, the Vendor must submit a Project Work Plan
                    within 30 days of contract execution, including activities, tasks,
                    proposed personnel, estimated hours for each task, timeframes
                    for each project task, assigned resources by name and/or title,
                    major project milestones, quality assurance checkpoints, and all
                    scheduled deliverables with targeted start and end dates. Vendor
                    must clearly define State resource requirements and the skill
                    levels required for each specified State resource. This work plan
                    should include all stages of implementation (installation,
                    configuration, acceptance testing, training, and go live). This work
                    plan should specify tasks in terms of months, weeks, or days from
                    Contract signing. Upon project award, the Vendor and DFA will
                    jointly modify the plan to develop a mutually agreed upon project
                    work plan. The State expects the Vendor to work with the State’s
                    appointed project manager to ensure effective project
                    management during all stages.




4.8.1.1.2           DFA requires the Vendor to have staff on-site during various
                    stages of the BRICKS project including, but not limited to,
                    configuration planning and mapping, definition of business rules,
                    implementation, training, technical knowledge transfer, and
                    system go-live of each Phase. The Vendor must fully discuss the
                    approach and percentage of commitment of staff and time on-site
                    versus off-site for the duration of this project.


4.8.1.1.2.1                Vendor must specify the number of on-site trips being
                           proposed for turnkey implementation of this system.

4.8.1.1.2.2                For work being performed on-site in Jackson, MS, DFA will
                           provide limited office workspace and communications as
                           necessary for system implementation.

4.8.1.1.2.3                The Vendor must provide equipment for their assigned staff
                           (laptop or desktop configured with a 10/100 Ethernet card
                           that will allow connectivity with DFA’s network).
      11/10/2011                                         Exhibit L - BRICKS Project Requirements                                                                                      14




                                                                                                          Configuration

                                                                                                                          Yes - System
                                                                                          Functionality




                                                                                                                                                     Not Possible
                                                                                                                          Modification
                                                                                           Yes - Base




                                                                                                                                         Alternate
                                                                                                            Yes - via




                                                                                                                                         Solution
No.         Requirement                                                                                                                                             Vendor Response


4.8.1.1.3          The Project Work Plan must allow reasonable time for the State to
                   review and approve task completion deliverables, without
                   interrupting the Vendor’s continuing progress toward completion of
                   the BRICKS project. A minimum of 10 business days will be
                   required for each deliverable approval.


4.8.1.1.4          The State is relying on the Vendor to recommend a work plan,
                   implementation schedule, and an expedient economical approach
                   that is advantageous to the State.
4.8.1.1.5          Upon contract award, the Vendor must commit personnel
                   assigned to this project by name. Vendor must specify the
                   percentage of time that each person will commit to the BRICKS
                   project. The Vendor must propose appropriate quantity and
                   quality of staff to ensure successful completion of this project
                   (including project management, implementation, data base
                   administration, and training). Vendor must clearly define all
                   individuals and proposed roles for the duration of this project. All
                   project personnel must have previous experience appropriate to
                   the proposed project assignment. Technical personnel must
                   possess all requisite skills appropriate to their assignments.



4.8.1.1.6          The Vendor staff must work in conjunction with DFA staff to direct,
                   guide, and perform all aspects of the BRICKS project. Individuals
                   must be available to work on the project once an award is made
                   and a contract is signed. All Vendor staff members must be
                   approved by DFA prior to the start of the project. DFA expects all
                   named individuals to remain with their respective assignments as
                   called for in the approved “Project Work Plan” except for extreme
                   circumstances beyond the Vendor’s control. Any replacement or
                   substitution of staff as proposed requires written approval from the
                   DFA prior to replacement or substitution. Any replacement or
                   substitution must have equal or better qualifications and
                   experience than staff originally proposed.
      11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                    15




                                                                                                             Configuration

                                                                                                                             Yes - System
                                                                                             Functionality




                                                                                                                                                        Not Possible
                                                                                                                             Modification
                                                                                              Yes - Base




                                                                                                                                            Alternate
                                                                                                               Yes - via




                                                                                                                                            Solution
No.           Requirement                                                                                                                                              Vendor Response


4.8.1.1.7              Vendor must provide an organizational chart identifying all
                       personnel proposed for the BRICKS project and the chain of
                       command inside the Vendor’s organization for that designated
                       staff.
4.8.1.1.8              Vendor must disclose if any of the personnel proposed for the
                       BRICKS project are independent consultants, subcontractors, or
                       acting in a capacity other than an employee of the Vendor
                       submitting the proposal.
4.8.1.1.9              Vendor must provide a resume for each of their proposed staff.
                       Resumes must reflect qualifications and recent experience
                       relevant to the scope of the work indicated in this RFP. Resumes
                       must include at least three references that can be directly
                       contacted to verify the individual’s qualifications and experience.
                       The proposed project manager must have a minimum of 7 years
                       of experience managing team of business, technical, and SME
                       individuals in a project management role. The proposed project
                       manager must also have experience serving as the project
                       manager from project design and configuration through completion
                       and delivery on a project that has deployed within the past 3 years
                       using the proposed software. Resumes should list the following
                       information for each project reference provided by the individual:




4.8.1.1.9.1                     Company name,
4.8.1.1.9.2                     Immediate supervisor’s name,
4.8.1.1.9.3                     Immediate supervisor’s title,
4.8.1.1.9.4                     Supervisor’s phone number,
4.8.1.1.9.5                     Supervisor’s email address,
4.8.1.1.9.6                     Duration of project, and
4.8.1.1.9.7                     Individual’s role in the project.
4.8.1.2          Environment set up (development, quality assurance, training, and
                 production environments);
4.8.1.3          Configuration mapping;
4.8.1.4          Training and knowledge transfer;
        11/10/2011                                                Exhibit L - BRICKS Project Requirements                                                                                   16




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


4.8.1.5            Documentation:
4.8.1.5.1              User,
4.8.1.5.2              Training,
4.8.1.5.3              Technical.
4.8.1.6            Acceptance test plan;
4.8.1.7            System acceptance.
4.8.2       The Vendor must describe previous implementations of the same scope (i.e.
            Construction, Real Property Management, and Facilities Management) of their
            proposed solution with governmental entities including adherence to schedule,
            budget, and quality on these projects.
4.8.3       The Vendor must provide a list of current governmental clients.
4.8.4       The Vendor must describe the project management processes that are followed
            specifically addressing change control and scope management.

4.8.5       Vendor should also describe their implementation methodology and project
            management tools in depth.
4.8.6       Vendor must provide a project manager who will work with the DFA Project
            Manager to facilitate the management of the project and manage the Vendor
            project team through all aspects of the implementation of the proposed solution,
            including installation, configuration, and testing. Project management activities
            will include, but will not be limited to:
4.8.6.1              Establishing and administering controls to ensure the quality of
                     deliverables are acceptable to DFA;
4.8.6.2              Developing and maintaining a detailed work plan and schedule in
                     conjunction with DFA;
4.8.6.3              Monitoring project activities to ensure project schedules are met;

4.8.6.4              Providing weekly status reports including the following:
4.8.6.4.1                          Recap of the previous period’s work;
4.8.6.4.2                          Preview next period’s tasks;
4.8.6.4.3                          Status of major activities/milestones;
4.8.6.4.4                          Any potential delays in reaching target dates and
                                   supporting information about the delays;
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                    17




                                                                                                              Configuration

                                                                                                                              Yes - System
                                                                                              Functionality




                                                                                                                                                         Not Possible
                                                                                                                              Modification
                                                                                               Yes - Base




                                                                                                                                             Alternate
                                                                                                                Yes - via




                                                                                                                                             Solution
No.          Requirement                                                                                                                                                Vendor Response


4.8.6.4.5                        Any proposed revisions to the overall work schedule;

4.8.6.4.6                         Facilitating and escalating any problems or issues that
                                  arise during the project.
4.8.7                The Vendor must describe the issue resolution and escalation process
                     that will be used within the Vendor’s organization to resolve any
                     problems or issues that may arise during the course of the BRICKS
                     project.


4.9         Vendor Qualifications
4.9.1       The Vendor must provide a description of his organization with sufficient
            information to substantiate proven expertise in the products and services being
            requested in this RFP for Phase I and Phase II. Information to be provided
            includes, but is not limited to:
4.9.1.1              Disclosure of any company restructurings, mergers, and acquisitions
                     over the past 3 years that have impacted any products the Vendor has
                     included in this proposal;
4.9.1.2              The location of its principal office and the number of executive and
                     professional personnel employed at this office;
4.9.1.3              The number of years the Vendor has been in business;
4.9.1.4              The number of years the Vendor has been providing the products and
                     services being proposed;
4.9.1.5              The organization’s size (e.g., employees, offices, locations) and
                     structure (e.g., state, national, or international organization);

4.9.1.6               The Vendor’s relationship to any parent firms, sister firms, or
                      subsidiaries; and
4.9.2       If incorporated, the Vendor must provide the name and the state of
            incorporation.
4.9.3       The Vendor must indicate the number of state government implementations his
            company has performed in the past three years for the products and services
            being proposed for the ASP solution.
4.9.4       The Vendor must indicate the number of clients for which his company is
            currently providing maintenance and support for Vendor-hosted ASP solutions.
         11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                            18




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.           Requirement                                                                                                                                                  Vendor Response


4.9.5        Vendor must disclose any sub-contractors who will be partnering with them to
             provide any part of the proposed solution (for example, sub-contractor XYZ will
             provide implementation services, hosting services, etc.)



4.10         Documentation
4.10.1       The Vendor must provide user documentation for each module of each Phase of
             the proposed solution. The Vendor must also specify how updates to
             documentation will be distributed to the State.
4.10.2       The Vendor must provide technical documentation on the setup, configuration,
             and administration of the application by Phase.
4.10.3       The Vendor must provide documentation on how to archive records and restore
             records that have been archived.
4.10.4       The Vendor must provide all documentation on searchable, electronic media
             (CD ROM).


4.11         Archival and Retrieval                                                              DFA recognizes the need for the Vendor's data and document management repositories to be the System of
                                                                                                 Record for data and images to be managed by the solution (i.e., active projects, leases, work orders, etc.).
                                                                                                 Currently, the BoB retains hardcopy closed/expired files for a period (see Exhibit K, System Sizing Matrix);
                                                                                                 DFA anticipates retaining information via the Vendor's solution for a similar period. Information that has
                                                                                                 exceeded the inactive retention period is to be archived rather than purged. DFA desires a cost effective
                                                                                                 solution for BoB and CF archived information storage. DFA currently anticipates using Interwoven Worksite
                                                                                                 as a repository for historical information (i.e., official minutes, compliance reports, etc.). The Vendor must,
                                                                                                 at a minimum, recommend to retain all active, inactive and archived information or describe the method to
                                                                                                 offload archived data for DFA to maintain (i.e., Project folders in Worksite or on a network). The Vendor must
                                                                                                 ensure that the section VII, cost information submission adequately reflects their recommendation(s).



4.11.1       If the Vendor proposes to maintain and retrieve archived information within their
             solution, describe the solution including, but not limited to:
4.11.1.1            length of time that closed information is kept in the system before being
                    archived;
4.11.1.2            process to retrieve archived information;
4.11.1.3            process to identify critical information to be retained indefinitely, as
                    opposed to information that may be purged after an archival period.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                             19




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.           Requirement                                                                                                                                                  Vendor Response


4.11.2       If the Vendor proposes the ability to offload archived information for the BoB to
             manage outside BRICKS, describe the offload process, including, but not limited
             to:
4.11.2.1            the ability to selectively archive records on a quarterly and/or annual
                    basis, using configurable parameters;
4.11.2.2            the method of transferring the information to the BoB;
4.11.2.3            the structure of the information to be received by the BoB (i.e., Project
                    folders);
4.11.2.4            process to verify BoB receipt of information prior to complete purge from
                    the Vendor's solution.


4.12         Application Recovery
4.12.1       The Vendor must fully describe their backup/recovery/restore policies. A
             minimal daily backup is required.
4.12.2       The Vendor must provide a detailed description of their disaster
             recovery/business continuity plan and policy.
4.12.3       The Vendor must have a “hot standby” recovery site and automatic failover
             capabilities. This recovery should be transparent to the State and require no
             modifications to State applications, configuration files, or network routes.



4.13         Conversion                                                                          Selected information from the BoB Project Accounting and Tracking System (PATS) will be used for a
                                                                                                 preliminary load of Project data into BRICKS. The BoB Agency Properety Leasing System (APLS) will be
                                                                                                 replaced by BRICKS; all APLS data will be converted to BRICKS. Capitol Facilities Work Order information
                                                                                                 currently only exists in an Excel spreadsheet. See Exhibit K, System Sizing Metrics for additional information.


4.13.1       The Vendor must develop and the State must approve a Phase I and Phase II
             written conversion plan for transfer of existing data to the new system. The
             plans must include, but not limited to:
4.13.1.1            Tasks to convert all electronic and manual data;
4.13.1.2            Address methodology, timing, and handling of exception conditions and
                    validation techniques;
4.13.1.3            All activities for both Vendor and State staff activities.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        20




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.           Requirement                                                                                                                                                     Vendor Response


4.13.2       Vendor is expected to build edit/load program(s) to transfer the data from the
             extracted data files that the State will provide to the solutions's database.

4.13.2.1            Vendor must provide the file formats that will be used to input data to the
                    edit/load programs;
4.13.2.2            Edit/load program(s) must include edits required to ensure clean load of
                    data;
4.13.2.3            Error reports of data from all input sources;
4.13.2.4            Statistical reports with record counts for reconciling the extracted data to
                    the data loaded into the solution to enable the State to verify that the
                    desired conversion results have been achieved.

4.13.3       Data to be provided for the initial load will be provided by the State and includes:

4.13.3.1            Extract of data from the BoB PATS Institution/Agency Name File;
4.13.3.2            Extract of data from the BoB PATS Vendor Master File;
4.13.3.3            Extract of data from the BoB PATS Project Master File;
4.13.3.4            Extract of data from the BoB PATS Change Order File;
4.13.3.5            Extract of data from the BoB PATS Fund Master File;
4.13.3.6            Extract of data from the BoB PATS Appropriations Master File;
4.13.3.7            Extract of data from the BoB APLS Building Master File;
4.13.3.8            Extract of data from the BoB APLS County/City Master File;
4.13.3.9            Extract of data from the BoB APLS Lessor Master File;
4.13.3.10           Extract of data from the BoB APLS Lease Master File;
4.13.3.11           Extract of data from the BoB PATS Receipts, Requisitions and Accounts
                    Receivable Ledger Files as needed to establish adequate financial
                    information for Bills, Funds and Projects in the solution.
4.13.4       Data to be provided for import into the solution on an on-going basis will be
             provided by the State and is anticipated to include:
4.13.4.1            Extract of data from the BoB PATS Requisitions File;
4.13.4.2           Extract of data from other BoB PATS Master Files as needed to maintain
                   adequate financial information for Bills, Funds and Projects in the
4.13.5             solution.
             The current BoB Project Numbers must be maintained in the solution.
4.13.6       BoB Lease Numbers will be converted to a new numbering structure.
         11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                      21




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.           Requirement                                                                                                                                                  Vendor Response


4.13.7       Desirable for the Vendor to be able to utilize .CSV files to load converted data
             into the proposed system.
4.13.8       Conversion costs must be included with the appropriate BoB and CF
             implementation services csots specified in the Cost Information Summary Form
             (Section VIII).


4.14         Security
4.14.1       The Vendor must fully describe their data center environment security including
             services provided (i.e. intrusion detection, intrusion protection, firewall, data
             encryption, and server redundancy).
4.14.2       The system must allow a unique user id and password for each user accessing
             the system, whether the access is from the application or via the self service
             portal. Explain how the system provides this functionality.

4.14.3       The system must allow for password expiration and for users to reset their
             password after setting up and answering a security question. The password
             expiration parameter must be a field which can be maintained by administrators
             at DFA. The minimum length of a user password must be eight (8) characters.

4.14.4       The Vendor must describe their ability to protect sensitive information including
             uses of such things as secure sockets layer (SSL) and 1024 bit 3 DES key.

4.14.5       The system must meet the State's requirements for VPN connection to State
             VPN concentrator for File Transfer Protocol (FTP) as well as comply with other
             aspects of the ITS security policy. See
             http://www.ms.gov/pdf/security_policy.pdf.
4.14.6       The Vendor must guarantee that confidentiality of data is maintained within the
             proposed application. The Vendor must specify how this confidentiality is
             maintained.
4.14.7       DFA and ITS will communicate with the host through two firewalls. The proposed
             solution must work with the DFA and ITS existing firewall technology.




5             General Requirements
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                    22




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response




5.1         Technology
5.1.1       Workflow Engine
5.1.1.1     System must have an integral workflow engine that is configurable via
            conditional routing based on attributes.
5.1.1.2     System must have an integral workflow engine that allows easy change to
            existing workflows and easy creation of new workflows without any base code
            modification and without requiring special technical skills.

5.1.1.3     Configurable workflows must provide user friendly graphical modeling to
            illustrate the required attributes to move to the next stage of the workflow
            preferably through drag-and-drop interface.
5.1.1.4     System must be flexible enough to configure delivery methods to support
            multiple project types with varying timelines, workflows, or other business
            processes (e.g., new construction, repair & renovation, demolition, etc.).

5.1.1.5     Workflow settings must support users/groups assigned to specific workflow
            processes and steps, to courtesy copy others on a workflow step and to support
            automated distribution lists.
5.1.1.6     The system must respect security permissions for records and documents
            routed through the workflow.
5.1.1.7     The system must accommodate concurrent and single-threaded workflow and
            allow for multiple approvals for the same step in a process.

5.1.1.8     System must be able to have any single person, a majority of users, or all users
            in a process step complete a task with concurrence before it is considered
            complete.
5.1.1.9     The system must support any number of workflow steps with single argument or
            multiple argument conditional routing and to auto-create or route a process from
            another condition.
5.1.1.10    The system must allow users to override default workflows and related attributes
            and to ad-hoc add/delete approvers on a per-Project basis based on security
            roles.
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                      23




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


5.1.1.11    The system must allow users to define a Proxy to be responsible for their
            actions during periods of absence (e.g., vacation, leave of absence, etc.).

5.1.1.12    The system must be able to auto populate data between business processes,
            create records from the workflow of another record and link processes to each
            other.
5.1.1.13    The system must allow calendar definition of working and non-working days with
            workflow duration due dates respecting these dates.
5.1.1.14    The system must have the ability to set overall time limits independent of the
            individual step limits and optionally allow users to override default workflow
            durations.
5.1.1.15    The system must have the ability to display users that participated in a workflow
            by date/time/user.
5.1.1.16    Desirable for system to automatically confirm receipt of an email.
5.1.1.17    Desirable for system to automatically notify BoB if an email cannot be delivered.

5.1.1.18    Desirable for system to automatically alert when an email response has not
            been received within a specified period of time.
5.1.1.19    Desirable for system workflow to route based upon attribute evaluation of Project
            information (i.e., Project Type).
5.1.2       Data Repository
5.1.2.1     At a minimum, system must have the ability to record and maintain Using
            Agency, Professional, Contractor, Appraisers, Attorneys, Surveyors,
            Environmentalists, Relocators and Miscellaneous contact information as unique
            contact types.
5.1.2.2     At a minimum, system must capture and track name, addresses (at a minimum
            principal location, billing and email), county, contact person and phone number
            for each Contact record.
5.1.2.3     System must have ability to capture a Contact's designation/certification.
5.1.2.4     System must allow creation and maintenance of "databases" of abstract data
            (technical, equipment, personnel, etc.) that can be utilized by Project teams.

5.1.2.5     System must have the ability to roll-up data from Project to Using Agency to
            Bureau levels.
5.1.2.6     The system should offer complete Project copy ability for authorized users.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      24




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


5.1.2.7     A query ability should be available throughout the repository for key data fields
            with user-configurable filter elements (Vendor must describe this ability).

5.1.2.8     System must provide version and audit control of all data to understand what
            was changed, when a change was made, and who made the change.

5.1.2.9     System must allow addition of DFA-defined fields within records with no
            restriction to quantity, placement, or type of added fields in the database.
5.1.2.10    The user must be able to create, store, modify and delete “boilerplate”
            information.
5.1.2.11    The user must be able to automatically merge “boilerplate” information with
            Project data to create documents in a Microsoft Word (version 2003 or higher)
            format to be generated as hardcopy output (e.g., contracts, RFP/Q, etc.).

5.1.2.12    The user must allow data entry into predefined areas of "boilerplate" information
            to create documents in a Microsoft Word (version 2003 or higher) format able to
            be generated as hardcopy output (e.g., contracts, RFP/Q, etc.).

5.1.2.13    System must allow an authorized user to override "boilerplate" and
            merged/entered data in a generated document.
5.1.3       Interface / Integrate
5.1.3.1     System must have the ability to import and export data from/to desktop
            products and formats, including but not limited to Microsoft Excel (version 2003
            or higher), Microsoft Access (version 2003 or higher) and Comma-separated
            Values.
5.1.3.2     System must have the ability to store and view electronic files, including but not
            limited to computer-aided design (AutoCAD version 2006 or higher) and project
            management systems (Primavera P3 or higher and Microsoft Project version
            2003 or higher).
5.1.3.3     System must have the ability to attach files from a local machine or network or a
            system repository to any process record.
5.1.3.4     The system must support automatic linkage between Computer-aided Design
            drawings and database information. Vendor must describe how existing
            Computer-aided Design drawings would be incorporated into the system.

5.1.3.5     Identify and describe the system's ability to interface with other systems either
            by batch or real time connection.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      25




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


5.1.3.6     Identify and describe specific Enterprise Resource Planning solutions with which
            system currently integrates.
5.1.3.7     Describe the ability of an external user (non-licensed) to view data and the type
            information accessible.
5.1.3.8     Desirable for system to interact with the BoB's Project Accounting and Tracking
            System (PATS) legacy system (z/OS, VSAM, CICS) to permit viewing PATS
            Project financial data through the proposed solution.
5.1.3.9     Desirable for system to have an automated ability to store, retrieve, and present
            documents in Interwoven Worksite MP (Version 4.1.1.9.30 or later) document
            management system.
5.1.4       Templates
5.1.4.1     The system must support user creation and modification of templates for use in
            Projects and Sub-projects for all approval levels.
5.2.4.2     Templates must offer complete configuration of data fields, drop-down lists,
            search screens/views, workflows, etc.
5.2.4.3     Templates must permit quick generation of budgets, schedules, contracts, etc.
            to eliminate redundant data entry and to leverage best practices.

5.2.4.4     The system must provide the ability to maintain the workflow templates in a
            library of automated processes.
5.1.5       User Interface
5.1.5.1     The Graphical User Interface (screens) must be visually appealing and logically
            arranged.
5.1.5.2     The Graphical User Interface (screens) must utilize standard performance aids
            such as BoB configurable drop-down lists, formatting, simple editing (i.e.,
            numeric, valid date), required/read only, changeable field labels, etc.

5.1.5.3     The system must provide tailorable dashboards that are completely flexible,
            permitting user-configuration by role, business unit, etc.
5.1.5.4     The dashboard must have the ability to reflect real-time project metrics, critical
            issues, and cost and schedule variances by and across Project(s).

5.1.5.5     The dashboard must be capable of placement of on-demand graphical display
            that consists of standard chart types.
5.1.5.6     The dashboard graphical display must be capable of representing Key
            Performance Indicator information with drill-down to supporting documentation.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      26




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


5.1.5.7     Navigation must be simple and intuitive through and between Project and Using
            Agency information.
5.1.5.8     The system must provide the user the ability to record text for Project notes,
            descriptions, and procedures, etc.
5.1.5.9     The system must have a search mechanism throughout with user-configurable
            filter elements (describe).
5.1.5.10    Desirable for the online help capabilities to be configurable by an authorized
            user to meet the specific needs of the Bureau.
5.1.5.11    Desirable for standard or template dashboards that can be configured by the
            Bureau.
5.1.6       Communication
5.1.6.1     System must be able to automatically generate configurable alerts (internal and
            external) with user-defined messaging (email, log-in, etc.).
5.1.6.2     System must be able to automatically generate configurable alerts (internal and
            external) based upon the status of Project data against specific criteria or other
            Project data (i.e., late items, overruns, critical issues, etc.).

5.1.6.3     System must be able to automatically generate configurable alerts (internal and
            external) with user-defined alert frequency (hourly, daily, weekly, etc.).

5.1.6.4     The system must provide the ability to record and track communication between
            individuals via telephone, email or fax.
5.1.6.5     System must allow users to send messages to both internal system users and
            external non-users via email.
5.1.6.6     System must provide automated, user-defined, internal and external (i.e., email)
            notification on arrival of new documents, activities or workflow tasks on a
            Project.
5.1.6.7     System must have the ability to automatically send alerts when critical tasks are
            in jeopardy via email or wireless device.
5.1.6.8     System must accommodate either public (within a workflow, associated with a
            record or file in the system) or private (outside a workflow) ad-hoc threaded
            discussions so users can share comments.
5.1.6.9     Desirable for system to be able to "store" the detailed information from a mass
            email activity.
5.1.6.10    Desirable for the system to have compatibility with mobile devices (PDA,
            Blackberry, etc.). Vendor must describe current and planned abilities.
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                          27




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


5.2         Bureau of Building Infrastructure
5.2.1       BoB Document Control                                                                The BoB has developed many forms, logs and procedures to document, track and standardize the actions
                                                                                                and activites performed by BoB business processes. These requirements reflect the administrative flow and
                                                                                                disposition of current documents which may be emulated or replaced in the new system.

5.2.1.1     System must provide the ability to generate, save, route and print Standard
            Approval Forms including appropriate BoB approvals with electronic signature
            (see Exhibit D, Standard Approval Forms).
5.2.1.2     Based upon type Standard Approval Form and applicable content, Management
            approval will initiate alerts.
5.2.1.3     Based upon type Standard Approval Form and applicable content, Management
            approval will automatically trigger actions for subsequent business processes
            (i.e., contract management, web content management, etc.).
5.2.1.4     Based upon type Standard Approval Form and applicable content, Management
            approval will automatically update Project information (i.e., Project status
            change, Change Order status change, etc.).
5.2.1.5     System must provide the ability to generate, save, email and print a transmittal
            (routing) form.
5.2.1.6     System must provide the ability to link contact and courtesy copy recipients from
            the list of contacts on file.
5.2.1.7     System must provide the ability to link electronic files or scanned documents to
            a transmittal and store for viewing and printing.
5.2.1.8     System must automatically log key information on transmittals.
5.2.1.9     System must provide the ability to generate, save, email and print a notice to
            proceed memo and final form.
5.2.1.10    Generation of notice to proceed memo and final form will initiate alerts and/or
            capture information needed for global Project analysis.
5.2.1.11    System must provide a method to log and track distribution of incoming mail and
            checks.
5.2.1.12    System must be able to identify and track mail receipt acknowledgement (i.e.,
            certified mail).
5.2.1.13    Reports must be able to be routed via online, email and/or to any network
            printer.
5.2.1.14    System must generate periodic and on-demand analysis of Project Phase
            Status, Payment System Status, Professional and Contractor Awards,
            Scheduled Expenditures, Change Order, Lease and Real Property Management.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      28




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


5.2.1.15    System must provide ability to file and retrieve information according to logical
            needs of the Bureau, including but not limited to all Standard Approval Forms for
            a Project (see Exhibit D, Standard Approval Forms) and documents relating to
            Furniture & Equipment, Planning, Bidding, Contracts or Construction Project.


5.2.2       Contact Information
5.2.2.1     System must provide a method to capture and maintain information for contacts,
            including but not limited to Professionals, Contractors, and Institution/Agencies,
            including principal location, billing and email addresses.

5.2.2.2     System must provide the ability to generate, save, email and print an Architect-
            Engineer and Related Services Questionnaire (M54) letter and form.

5.2.2.3     System must provide the ability to record information provided on completed
            M54 forms.
5.2.2.4     Desirable to be able to create a contact and mailing list (from the contacts
            master) specific to a Project.
5.2.3       Forms
5.2.3.1     There must be a flexible forms design ability to create and tailor the layout and
            design of forms including modification of data field labels and addition of new
            data fields without special technical skills or programming code changes.

5.2.3.2     Configured forms must be able to emulate the current BoB Microsoft Word and
            Excel (including formulas, links, etc.) and WordPerfect forms and must be
            accessible through the BoB website with user field entry capability.

5.2.3.3     The system must provide the flexibility to attach a form to a Project phase or
            activity.
5.2.3.4     Desirable for the proposed system to include a set of pre-configured forms
            based upon industry best practices.
5.2.3.5     Desirable for the proposed system to allow tailoring of pre-configured forms to
            meet the State's needs.
5.2.3.6     Desirable for ability to have forms appear differently (with specific sections or
            fields of the form masked from view) for different security roles or users.

5.2.3.7     The system must provide the ability to maintain the forms in a library with read,
            update, and delete control based on security roles.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       29




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response


5.2.3.8     The system must allow the user to easily enter information into and save a form
            in a Project folder and provide the ability to lock the completed form from further
            revision.
5.2.4       Website Content Management
5.2.4.1     The system must be capable of generating PDF documents from documents
            created and stored in the system and those PDF documents must be accessible
            via a link on the BoB website.
5.2.4.2     Desirable for the proposed solution to intergrate with website presentation tools
            for web presentation of Project information (i.e., Project name, description,
            Using Agency, Professional, Bid Date, etc.). The State presently has access to
            Adobe Contribute/Dreamweaver and Interwoven WorkSite/TeamSite. Vendor
            must describe intergration options with web presentation tools.


5.2.4.3     Desirable for a report/alert to automatically generate when information posted on
            the web should be changed (i.e., RFP/Q approved or expired, bid award, PPRB
            approvals, Project phase approvals, etc.).
5.2.4.4     Desirable to fully automate update of the appropriate BoB webpage directly from
            BRICKS data.
5.2.5       Procedure Manuals
5.2.5.1     System must support the maintenance of Construction and Real Property
            Management Procedure Manuals.
5.2.5.2     System must manage the Procedure Manual information like other data (i.e.,
            version and audit control, security, etc.).


5.3         Document Management
5.3.1       Central Document Repository
5.3.1.1     System must support all standard document management functions (upload,
            download, delete, copy, move) at the document and folder level. Vendor must
            provide an overall description of the Document Management module.

5.3.1.2     System must allow users to post and access any type of files and documents
            (i.e., CAD, Microsoft Office, TIF, PDF files) in a central repository.

5.3.1.3     System must allow users to associate and access electronic files and
            documents specific to a Project (i.e., user manuals, blueprints, images and
            graphics, etc.) for viewing via a web browser.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       30




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response


5.3.1.4     System must allow users to associate and access electronic files and
            documents specific to a Project (i.e., user manuals, blueprints, images and
            graphics, etc.) for printing.
5.3.1.5     System must provide templates for predefined folder structures with authorized
            modification.
5.3.1.6     System must support user defined document hierarchies, at a minimum by
            Using Agency and Project.
5.3.1.7     System must provide the ability to load scanned images, capture related
            metadata about those scanned images, and associate both to a Project.
5.3.1.8     System must provide the ability to search and filter metadata.
5.3.1.9     Vendor must describe abililty to configure metadata, including any constraints.

5.3.1.10    System must allow addition of DFA-defined fields within the document tracking
            record.
5.3.2       Collaboration
5.3.2.1     System must provide the ability to collaborate on documents with internal
            personnel and/or external Professionals, Contractors and Using Agencies via a
            web browser.
5.3.2.2     System collaboration must include the ability for user view and markup (i.e.,
            redline) of various file types.
5.3.2.3     System collaboration must include the ability for shared comments or notes via
            mark-up, text or attachments.
5.3.3       Document Integrity
5.3.3.1     System must provide version and revision control of all file types with an activity
            audit log reflecting what was changed, when the change was made, and who
            made the change.
5.3.3.2     System must provide users secure check-in/check-out of any type of files and
            documents (i.e., CAD, Microsoft Office, TIF, PDF files).
5.3.3.3     System must allow documents to be locked from further revision.
5.3.3.4     Permission control must be at both the folder and file level.
5.3.3.5     System must be able to attach annotations to stored images without altering the
            image.


5.4         Reporting
5.4.1       The system must provide modifiable standard business reports, including
            executive, status and utility reports. Vendor must list and describe available
            reports.
         11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                      31




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.           Requirement                                                                                                                                                    Vendor Response


5.4.2        System must control ability to permanently change a report.
5.4.3        An authorized user must be able to design and retain new reports which can be
             added to the standard business reports preferably through an industry standard
             reporting tool.
5.4.4        An authorized user must be able to design and retain new reports which can be
             added to the report scheduler.
5.4.5        The system must support non-technical ad hoc reporting. If a third party report
             building product (e.g., Crystal Reports) is used, describe how the system
             integrates with the product and identify any related costs in the Cost Information
             Submission, Section VIII. Otherwise, Vendor must describe the overall design
             and approach to creating ad hoc reports.
5.4.6        The user must be able to generate graphs and tabular reporting with ability to
             drill down and easily change type of graph.
5.4.7        The user must be able to modify a report layout, headers and footers, grouping,
             selection, sequence and data filtering.
5.4.8        Must be able to export to popular formats, including Microsoft Excel (version
             2003 or higher), CSV, XML, HTML and PDF.
5.4.9        The user must be able to generate contracts, reports, letters and emails using
             system data combined with “boilerplate” information.
5.4.10       Reports must be able to be routed via online, email and/or to any network
             printer.
5.4.11       Pre-defined and ad hoc reports must be able to report at the Bureau, Using
             Agency or Project level.
5.4.12       Must be able to report on complex data relationships.
5.4.13       Must be able to report on DFA-defined data elements.
5.4.14       Must be able to report on all cost data.
5.4.15       Desirable for the pre-defined standard reports to have ability for filter/control
             selection of records or document types. Vendor must describe this ability.

5.4.16       Desirable to manage accessibility of viewing reports (i.e., reports available by
             role).


5.5          Scheduling
5.5.1        The system scheduler must be able to automatically initiate an event based
             upon a calendar date, including but not limited to reminder notice, report, letter,
             email, or data transfer/extraction.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                     32




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.           Requirement                                                                                                                                                  Vendor Response


5.5.2        The system scheduler must be able to set-up recurring events for daily, weekly,
             monthly, or yearly time periods.
5.5.3        The system scheduler must be able to establish periods where recurring events
             cannot be automatically scheduled (i.e., holidays). Describe what actions result
             when this occurs (i.e., automatic rescheduling to next available workday, no
             scheduling for that period occurs, report of dates with issues generated, etc.).

5.5.4        Scheduled events must be able to be delivered online and/or by email to
             selected users.


5.6          Security
5.6.1        The system must provide role and individual security that can be administered
             by the State to add, change or remove State employee and external individual
             (i.e., professional, contractor, etc.) access.
5.6.2        The State must be able to vary the system access (i.e., view, add, change,
             delete) of a security role or individual to a file, form, process or field.

5.6.3        The State must be able to populate security roles with varying combinations of
             State employees and external individuals.
5.6.4        The system must allow the State to copy an individual's or role's security rights
             to create a new individual or role.
5.6.5        A security role must not require a minimum number of members.
5.6.6        An individual can be a member of multiple security roles.
5.6.7        The system must provide appropriate security for an administrator to configure
             and maintain system parameters and user access.
5.6.8        The system must provide appropriate security for an administrator to configure
             and maintain business processes, including but not limited to conditional
             workflows, views, forms, drop-down lists, templates, and reports.

5.6.9        Desirable to control access to a Project by an individual or role based upon
             select Project information such as Project manager, type, value, or phase
             status.
5.6.10       Desirable for security to be exclusive (user has no access to any system
             functionality until granted unique access individually or as assigned to a role).
        11/10/2011                                           Exhibit L - BRICKS Project Requirements                                                                                             33




                                                                                                             Configuration

                                                                                                                             Yes - System
                                                                                             Functionality




                                                                                                                                                        Not Possible
                                                                                                                             Modification
                                                                                              Yes - Base




                                                                                                                                            Alternate
                                                                                                               Yes - via




                                                                                                                                            Solution
No.          Requirement                                                                                                                                               Vendor Response



6            BoB Functional Requirements

6.1         Project Funding                                                                  By statute the BoB is required to "....submit an annual report to the Legislative Budget Office….describing the
                                                                                             proposed capital improvements projects for state agencies, departments and institutions for the upcoming
                                                                                             five-year period ….". The BoB has developed forms and procedures to gather the Using Agency Needs
                                                                                             (6.1.1) for creation of the Project Impact report (6.2.2) to document the immediate and long range repair &
                                                                                             renovation, capital improvement and preplanning needs of each Using Agency.

                                                                                             The State Legislature passes and the Governor approves bills to authorize monies for State construction
                                                                                             projects. Of these authorized amounts, the BoB works with the Bond Commission to determine the amount
                                                                                             of bonds to sell to fund projects. The BoB requires an enhanced process to determine estimated monies
                                                                                             needed for a bond sell based upon funds authorized and outside funds received by the BoB against actual
                                                                                             and forecasted project financial information (6.1.3).



6.1.1       Using Agency Needs
6.1.1.1     System must provide a BoB modifiable ability for Using Agencies to submit
            Project Data Form, Project Data Summary Form and Project Impact
            spreadsheet annual information of building needs (see BoB Frequently Used
            Forms website at http://www.dfa.state.ms.us/Offices/BOB/BOBforms.htm).

6.1.1.2     Annual information of building needs must, at a minimum, be accessible by
            Using Agency and project type (repair and renovation, capitol improvement and
            preplanning).
6.1.1.3     System must provide a method for BoB to select, modify, view and/or print
            submitted Using Agency needs information (spreadsheet submitted data).

6.1.1.4     System must provide a method to track the email receipt and response of the
            Project Data and Project Impact information.
6.1.1.5     System must provide a method to assist in the recognition of Using Agency
            email contact or response failure.
6.1.1.6     Desirable for the system to provide a method to acquire and maintain accurate,
            up-to-date email contact information for Using Agencies.
6.1.2       Project Impact
        11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                        34




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.          Requirement                                                                                                                                                      Vendor Response


6.1.2.1     System must provide a method to flag submitted individual Using Agency Needs
            (from Using Agency Needs above) as recommended.
6.1.2.2     System must be able to generate reports to list and summarize all requested
            and recommended only Using Agency Needs for project type (repair and
            renovation, capitol improvement and preplanning) costs.
6.1.3       Legislative and Bond Sale Funding Requests
6.1.3.1     System must track by Bill Number/Year the amount of funds authorized by the
            Legislature & Governor.
6.1.3.2     System must track by Bill Number/Year the amount of funds approved for bond
            sell by Bond Commission.
6.1.3.3     System must track by Bill Number/Year the amount of funds received as actual
            monies (i.e. bonds or commercial paper sold).
6.1.3.4     System must be able to report revenue amounts by Bill Number/Year, Fund and
            Project.
6.1.3.5     System must be able to report Project revenue by allocated, expended and
            receivable amounts.
6.1.3.6     System must be able to report expenditure amounts by Bill Number/Year, Fund
            and Project (expenditures include paid and outstanding amounts against award).

6.1.3.7     Based upon funds estimated needs against funds remaining for each
            Project/Bill/Fund and the type and current status of the project, it is desirable for
            the system to forecast the amount of monies needed over a specified upcoming
            period (i.e., 2, 6, 9, or 12 months) using a cash flow algorithm appropriate to the
            type project.
6.1.3.8     The system must provide a method for the BoB staff to review the forecast
            amounts and approve or revise the projections.
6.1.3.9     Desirable for system to be able to perform "what-if" scenarios of various funding
            and approval options based upon approvals, expenditures, and commitments.

6.1.3.10    The system must be capable of generating reports summarizing monies needed
            by Bill Number/Year or Fund or Project for the specified upcoming forecast
            period.
6.1.3.11    The system must be capable of generating a cumulative history of bond and
            commercial paper sales for each Bill that has an amount remaining to be sold.



6.2         Manage Projects
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                       35




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.2.1       Project Initiation
6.2.1.1     System must support configurable workflow via conditional routing based on
            attributes for setting up a Project.
6.2.1.2     System must accommodate the current BoB Project Number (a.k.a. General
            Services Number) format of 3 digit Using Agency prefix followed by a 3-digit
            unique sequential number.
6.2.1.3     System must be able to automatically generate the unique sequential portion of
            the BoB Project Number by Using Agency.
6.2.1.4     System must maintain Project information, including but not limited to title, type
            of project, status, phase, occupancy code, square feet, county, project initiation
            date, design deliverables target and actual dates, bid date, construction award
            date, notice to proceed date, substantial completion date, final acceptance date,
            warranty period end date, estimated completion date, multiple prime
            professionals and structural/mechanical/electrical engineers and
            general/mechanical/electrical contractors, and remarks.

6.2.1.5     System must at a minimum provide the ability to produce budgeted, awarded
            and expended amounts by budget category, total Project expenditure, awards
            and allocation amounts, and Project receivable balance.

6.2.1.6     System must provide the ability to establish a relationship between Projects.

6.2.1.7     System must support Project templates for setup and management of
            functionality appropriate to multiple project types (i.e., CI, R&R, etc.).
6.2.1.8     System must allow Project creation based upon a template or copying an
            existing Project.
6.2.1.9     System must include an ability to track and report Project progress/status.

6.2.1.10    Desirable for the system to provide the ability to dynamically select appropriate
            tasks for a project type to enable automation of those Project tasks.

6.2.1.11    System must provide the ability to define calculations for the preliminary
            estimated Project budget, including ability for Total Project Budget to be
            summarized or entered.
6.2.1.12    System must provide the ability to generate, save, route, and print a Project
            Initiation Standard Approval form (see Exhibit D, Standard Approval Forms for
            specific form).
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      36




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.2.1.13    Desirable for the system to have the flexibility to add Project data elements
            (DFA-defined fields).
6.2.2       Prime Professional Selection
6.2.2.1     System must allow electronic or scanned documents and emails (i.e., Using
            Agency preferences for professional appointment, Professional Letters of
            Interest for professional selection, Evaluation and Tally forms) to be attached or
            stored with a specific Project phase.
6.2.2.2     System must provide the ability to define a standard Request for Professional
            Qualifications template that can be merged with the Project details for a selected
            group of Projects to easily create and save an RFP/Q.

6.2.2.3     Documents created and stored in the system must be able to be accessed from
            the BoB website.
6.2.2.4     Documents created and stored in the system must be able to be sent via mass
            email to the Professionals on file.
6.2.2.5     System must maintain a log of received Letters of Interest for a Professional
            RFP/Q.
6.2.2.6     System must provide the ability to create Preselection Evaluation and Tally
            Form of the Professionals submitting Letters of Interest and a Selection
            Evaluation and Tally Form of the Short Listed Professionals to be used by the
            Preselection and Selection Committees, respectively, for the selection of a
            Professional and Consultants.
6.2.2.7     System must provide the ability to generate, save, route and print an Initiation
            AE-Consultants Standard Approval form (see Exhibit D, Standard Approval
            Forms for specific form).
6.2.2.8     Desirable for the system to automatically notify the Short List firms by email and
            record this action.
6.2.2.9     Desirable for the RFP/Q and the mass email of the RFP/Q to be accessible from
            each Project included in the RFP/Q.
6.2.2.10    Desirable for the system to automatically confirm that each submitted
            Professional and Consultant have an M54 Architect-Engineer and Related
            Services Questionnaire Form on file with the BoB.
6.2.3       Commissioning Services - CI Projects
6.2.3.1     System must be able to produce reports of qualifications and of workload for
            currently contracted Commissioning Agents.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                    37




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response


6.2.3.2     System must provide the ability to generate, save, route and print a
            Commissioning Appointment, Workshop Award, and Commissioning Planning
            Standard Approval Forms (see Exhibit D, Standard Approval Forms for specific
            form).
6.2.3.3     System must allow electronic or scanned documents and emails (i.e., Owner's
            Project Requirements & Basis of Design, Commissioning Plan, Commissioning
            Requirements for Construction Documents {Training Requirements, Systems
            Manual, Construction Checklist}, Test Procedures, and Final Commissioning
            Report) to be attached or stored with a specific Project phase.


6.2.3.4     System must provide a standard method to record, track and report
            Commissioning Issues (i.e., Issues Log) for a Project that is accessible through
            remote (web-based) access.
6.2.3.5     System must provide the ability to define a standard Request for
            Professional/Qualifications - Commissioning Agents template to easily create
            and save a Commissioning RFP/Q.
6.2.3.6     Commissioning documents created and stored in the system must be able to be
            accessed from the BoB website.
6.2.3.7     Commissioning documents created and stored in the system must be able to be
            sent via mass email to the Professionals on file.
6.2.3.8     System must maintain a log of received Letters of Interest for a Commissioning
            RFP/Q.
6.2.3.9     System must allow electronic or scanned documents and emails (i.e.,
            Professional Letters of Interest for Commissioning Agent, Evaluation and Tally
            forms) to be attached or stored with a specific biennial Commissioning Agent
            pool selection.
6.2.3.10    System must provide the ability to create a Preselection Evaluation and Tally
            Form of the Professionals submitting Letters of Interest and a Selection
            Evaluation and Tally Form of the Short Listed Professionals that can be used by
            the Preselection and Selection Committees, respectively, for the selection of a
            pool of Commissioning Agents.
6.2.3.11    Desirable for the system to automatically notify all submitters of the selected
            Short List firms by email and record this action.
6.2.3.12    Desirable for the system to automatically notify all Short List firms of the
            selected Commissioning Agents by email and record this action.
6.2.4       Emergency Building Issues
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      38




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.2.4.1     System must be able to receive and store a Using Agency Declaration of
            Emergency.
6.2.4.2     System must be able to establish a workflow for emergency issues that can be
            converted to a regular Project, if appropriate.
6.2.4.3     System must provide the ability to generate, save, route (unique to an
            emergency project) and print Project Initiation and Award Standard Approval
            Forms (see Exhibit D, Standard Approval Forms for specific form).

6.2.4.4     System must be able to generate a report of the emergency awards for the
            current fiscal year.
6.2.4.5     The system must be able to store and present information related to a disaster
            (i.e., FEMA eligibility documents).
6.2.4.6     The system must be able to initiate, track, and report the BoB 30-day cost
            estimate/FEMA actual cost reimbursement cycle until a percentage (as defined
            by FEMA) of expected total is reached.
6.2.4.7     The system must be able to facilitate the BoB with the submission of the final
            pay request and reimbursement.
6.2.5       Project Budget
6.2.5.1     System must support a master budget code structure, without limitation to
            hierarchical breakdown, able to be copied into all Projects.
6.2.5.2     Budget codes must support configurable fields within each area of budget
            management (i.e., estimate, award, actual, forecast, etc.).
6.2.5.3     System must support multiple budget templates for various project types (i.e.,
            capitol improvement, repair & renovation, land acquisition, preplanning, furniture
            & equipment, etc.).
6.2.5.4     System must be able to manage, track, control and report budget changes.

6.2.5.5     System must not allow a Project budget actual amount to exceed the amount
            allocated to the Project without appropriate security authorization to override.

6.2.5.6     System must be able to alert a BoB staff member when a budgeted amount
            exceeds a predetermined threshold based upon business rules.
6.2.5.7     System must support drill down from budget into multiple levels of transactional
            data and roll-up budgets at different levels.
6.2.5.8     System must support multiple budget views and analysis (i.e., by Project, by
            BoB staff architect/construction administrator, by Agency, etc.).
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                       39




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.2.5.9     System must provide ability to track and manage estimated costs, pending costs
            and actual costs reflecting any authorized change orders or other budget
            changes.
6.2.5.10    System must track awards, expenditures and other Project financial transactions
            against appropriate budget items.
6.2.5.11    System must support entry of notes for budget items.
6.2.5.12    System must provide visibility to and reporting of actual cost variances to budget
            at the line item, category, or total budget level by budget phases.

6.2.5.13    System must provide the ability to generate, save, route and print Project
            Budget Standard Approval Form as a snapshot of the budget at strategic
            approval points (see Exhibit D, Standard Approval Forms for specific form).

6.2.5.14    Desirable for system to be able to lock a budget with authorization required for
            change.
6.2.6       Project Schedule
6.2.6.1     System must provide the ability to create a Project schedule with deliverables,
            milestones, durations, dependencies, etc.
6.2.6.2     System must provide the ability to estimate and track Project targeted and
            actual dates.
6.2.6.3     The system must support multiple schedule templates for various project types
            (i.e., capitol improvement, repair & renovation, land acquisition, preplanning,
            etc.).
6.2.6.4     The system must support multiple schedule templates with predefined durations
            to calculate target dates.
6.2.6.5     The system must support multiple schedule templates with the flexibility to add,
            modify and delete tasks within the templates based upon security permissions.

6.2.6.6     System must be able to import a Project schedule created in standard project
            management systems (Primavera P3 or higher and Microsoft Project 2003 or
            higher) .
6.2.6.7     System must support the ability to manage multiple Projects with different
            timelines and work breakdowns.
6.2.6.8     System must support multiple views of the Project schedule with visibility into
            task dependencies.
6.2.6.9     System must be able to add, monitor and report on comments related to specific
            tasks.
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                       40




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


6.2.6.10    System must be able to save a baseline for a Project and be able to report
            baseline against actual project schedule.
6.2.6.11    System must provide the ability to easily see late activities and roll-up to
            summary areas.
6.2.6.12    System must be able to send notifications for changed, upcoming, and past-due
            milestones.
6.2.7       Project Issues
6.2.7.1     System must be able to capture and track Project issues in general or specific to
            a Project phase, topic, document or party.
6.2.7.2     An Issue must have an owner, the ability to assign a responsible party and link
            electronic or scanned documents.
6.2.7.3     System must automatically maintain a log of issue entry/update, including
            person and date.
6.2.7.4     System must provide the ability to classify the issue status, including but not
            limited to open, urgent, and closed.
6.2.7.5     System must provide ability to select/report issues specific to a Project phase,
            topic, document or party.
6.2.7.6     System must be able to distribute selected/reported issues via DFA email or
            web-based access.
6.2.8       Management Reports
6.2.8.1     System must be able to produce a Staff Assignment Report that, at a minimum,
            identifies basic descriptive information and amounts for each active Project
            assigned to a BoB Staff Architect with a total count and summary amounts of
            funds and expenditures for their Projects.
6.2.8.2     System must be able to produce a BoB Construction Administrator Report that,
            at a minimum, identifies basic descriptive information and amounts for each
            active Project assigned to a BoB Construction Administrator with a total count
            and summary amounts of funds and expenditures for their Projects.

6.2.8.3     System must be able to produce a Professional Backlog Report that, at a
            minimum, identifies basic descriptive information and amounts for each active
            Project awarded to a Professional with a total count and summary amounts of
            funds and expenditures by Professional.
      11/10/2011                                                 Exhibit L - BRICKS Project Requirements                                                                                         41




                                                                                                                     Configuration

                                                                                                                                     Yes - System
                                                                                                     Functionality




                                                                                                                                                                Not Possible
                                                                                                                                     Modification
                                                                                                      Yes - Base




                                                                                                                                                    Alternate
                                                                                                                       Yes - via




                                                                                                                                                    Solution
No.        Requirement                                                                                                                                                         Vendor Response


6.2.8.4   System must be able to produce a Commissioning Agent Backlog Report that,
          at a minimum, identifies basic descriptive information and amounts for each
          active Project awarded to a Commissioning Agent with a total count and
          summary amounts of funds and expenditures by Commissioning Agent.

6.2.8.5   System must be able to produce a General Contractor Backlog Report that, at a
          minimum, identifies basic descriptive information and amounts for each active
          Project awarded to a General Contractor with a total count and summary
          amounts of funds and expenditures by General Contractor.

6.2.8.6   System must be able to produce a report of Project Change Orders that can be
          ordered and/or selected by Project, Using Agency, Professional, BoB Staff
          Architect, Contractor, or BoB Construction Administrator with calculations of
          Change Order amount as a percentage of original Project amount.

6.2.8.7   System must be able to produce a Funding by Source report of awards and
          expenditures to identify old monies. For every Bill/Fund, the report must at a
          minimum list: Bill year & number; Fund number & description, Source code &
          description; Using Agency number & name; Project number, name, category,
          status, and phase; Project Amounts of award, expenditures and receivables,
          including ability for alternate ordering and filtering (i.e., Projects with remaining
          monies only).
6.2.8.8   System must be able to produce a Project Commitment Report that analyzes
          Using Agency Project expenditures to awards. For every Project that is not in a
          Closed, Warranty, or Other Phase, the report must at a minimum list: Using
          Agency number & name; Project number, name, status, phase, days (including
          Change Order); Total amounts of awards and expenditures. For each Award for
          Project, the report must list: Award type/number, vendor, date, original amount,
          revised amount (from Change Order), paid amount. The report must calculate
          the percentage of expenditures against awards. The report must include ability
          for alternate ordering and filtering (i.e., select by Using Agency) and ability to drill
          down into Change Order detail.
      11/10/2011                                                Exhibit L - BRICKS Project Requirements                                                                                        42




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.        Requirement                                                                                                                                                       Vendor Response


6.2.8.9    System must be able to produce a Project Schedule Report that compares
           Using Agency Project original days to actual time elapsed. For every Project
           that is not in a Closed, Warranty, or Other Phase, the report must at a minimum
           list: Using Agency number & name; Project number, name, status, phase,
           original days, revised days (from Change Orders); Total amounts of awards and
           expenditures. For each Award for Project, list: Award type/number, vendor, date,
           amount (including Change Order), paid amount. The report must calculate the
           percentage of actual time against contracted (original and change order) days.
           The report must include ability for alternate ordering and filtering (i.e., select by
           Using Agency) and ability to drill down into Change Order detail.


6.2.8.10   System must be able to produce a Funding Status Report of Using Agency
           Project dates, funds & expenditures broken down for each Fund. For every
           Project, the report must at a minimum list: Using Agency number & name;
           Project number, name, category, status, and phase; Project dates (Schematic,
           Design, Contract Documents, Bid, Contractor Award, Notice to Proceed,
           Estimated Completion); Total Amounts of award and expenditures. Then for
           each Fund, the report must list: Fund number & description, Source description;
           Bill number & year; Amounts of award, expenditures and receivables. The
           report must include ability for filtering (i.e., only Projects with remaining funds
           available).


6.2.8.11   System must be able to produce a Design Phase Status Report of all active
           Projects. For every Project, the report must at a minimum list: Project number,
           name, status, current phase; Vendor name, award type & number; BoB staff
           architect; Design Start Date. For each Design phase (Schematic Documents,
           Design Documents, Contract Documents) the report must list the Professional's
           scheduled and actual dates for delivery, and the BoB action date and action
           taken; Projected and actual bid date; Budget and Comments. The report must
           include ability for alternate ordering (i.e., by Project, by Staff Architect) and
           filtering (i.e., only active Projects).
        11/10/2011                                                Exhibit L - BRICKS Project Requirements                                                                                       43




                                                                                                                    Configuration

                                                                                                                                    Yes - System
                                                                                                    Functionality




                                                                                                                                                               Not Possible
                                                                                                                                    Modification
                                                                                                     Yes - Base




                                                                                                                                                   Alternate
                                                                                                                      Yes - via




                                                                                                                                                   Solution
No.          Requirement                                                                                                                                                      Vendor Response


6.2.8.12     System must be able to produce an Invoice Report of invoices received for each
             Project. For every Project, the report must at a minimum list: Project number &
             name; Payment application number/type; Vendor name; Invoice date received &
             amount; Responsible BoB staff. Dates of: Return for Correction, To Accounting;
             Accounting "PAID" or Stamp date. The report must calculate: Days in BoB,
             Days in Accounting, Total Days. Comments (i.e., reason for return). The report
             must include ability for alternate ordering (i.e., by Project, by BoB Staff,
             decreasing by days in BoB) and filtering (i.e., only unpaid invoices).


6.2.8.13     System must be able to produce a report of Upcoming Bids that, at a minimum,
             identifies basic descriptive information and amounts for each Project whose
             projected bid date falls within a selected timeframe (i.e., next six weeks).

6.2.9        Management Alerts
6.2.9.1      System must be able to notify management when certain situations occur on a
             Project due to actions or elapsed time with no action, including but not limited to:

6.2.9.1.1           A BoB Standard Approval Form approval period has exceeded a
                    specified number of days (i.e. 5 days);
6.2.9.1.2           The date for a Professional to submit a drawing is approaching (i.e.,
                    within 1 week);
6.2.9.1.3           A Professional drawing is overdue;
6.2.9.1.4           BoB review of a drawing is overdue;
6.2.9.1.5           A Project budget is changed (for any reason);
6.2.9.1.6           Project funds are needed;
6.2.9.1.7           Change Orders exceed 10% of original Project cost;
6.2.9.1.8           Time spent exceeds funds spent (i.e., potential project behind schedule);

6.2.9.1.9           A Project's scheduled completion date is upcoming within 30 days;

6.2.9.1.10          Action from outside party (i.e., Institute of Higher Learning letter) is
                    overdue;
6.2.9.1.11          Invoice payment is overdue.


6.3          Design
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      44




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.3.1       Planning & Preplanning thru Design Development Phase -- and --
            Planning Construction Documents Phase
6.3.1.1     System must support templates to create a standard folder structure for a
            design phase with pre-defined document deliverables through the definition of
            "placeholders" or empty documents.
6.3.1.2     System must allow electronic or scanned documents and emails (i.e., Special
            consulting scope of work, Program of Using Agency's Needs,
            Surveys/Borings/Tests, Professional letter of request and recommendation,
            Schematic Design documents and Estimate Total Project Budget, Design
            Development documents and Total Project Budget, Construction Document
            Submittal, Construction Document Checklist) to be attached or stored with a
            specific Project phase.
6.3.1.3     System must capture the dates of submitted document receipt, processing
            (record and maintain all rejection cycle information) and approval with ability to
            enter comments at each stage.
6.3.1.4     When a design document approval date is entered, the system must
            automatically calculate the next design document due date based upon number
            of days Professional entered in contract for the deliverable period.

6.3.1.5     System must be able to track and alert BoB Staff Architect when a design phase
            deliverable is approaching submittal or response due date (original or revised)
            and escalate notice when over-due.
6.3.1.6     System must be able to track and issue an escalated alert to BoB Staff Architect
            and Management when a design phase deliverable is over-due.

6.3.1.7     System must automatically generate a unique identifier (i.e. award number) for
            each Project reflecting award type (2 alpha characters) and a sequential 3 digit
            number in the following format: OP001, OP002, OT001, OT002, etc.

6.3.1.8     System must provide the ability to generate, save, route and print a General,
            Planning, Project Budget, and/or Funds Standard Approval form(s) reflecting
            award number when appropriate (see Exhibit D, Standard Approval Forms for
            specific form).
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                       45




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


6.3.1.9     System must provide document integrity (i.e. version control) and collaboration
            with appropriate Project members and ad hoc participants for the review,
            revision and approval of design drawings and specifications. User must be able
            to restrict selected comments from the final response.

6.3.1.10    System must allow multiple viewers to view an electronic file simultaneously
            while providing appropriate release control to save, download or archive any
            type document to a local or network drive.
6.3.1.11    System must have a flexible workflow for routing to one or more Project
            members, with electronic notification of changes made to documents used by
            the Project team.
6.3.1.12    System must provide ability to generate, save, route and print a Memorandum of
            Phase Review Comments.
6.3.1.13    Desirable for system to provide a standard method to record, track and report
            design review comments for a Project through remote (web-based) access.



6.4         Bidding & Award
6.4.1       Bidding & Award General Needs
6.4.1.1     The system must provide the ability to maintain a workflow for the Bid & Award
            processes to automate and track from Using Agency request to Bid Award and
            notify when a deliverable/task is overdue. Award approval requirements are
            based upon amount of award.
6.4.1.2     System must accommodate the existing BoB award numbering structure, of a
            two-character prefix for category (i.e., reimbursement, original contract, change
            order, revised contract, professional fees, miscellaneous, furniture and
            equipment, and contingency) followed by a three-digit unique sequential number.

6.4.1.3     System must be able to automatically generate the unique sequential portion of
            the BoB award number by category for a Project.
6.4.2       Bid Advertisement
6.4.2.1     System must allow electronic or scanned documents and emails (i.e., Using
            Agency approval of Construction Documents and/or request for bid date, Bid
            Packet, Advertisement for Bids and Advertisement Letter(s), Asbestos letter,
            and Addenda) to be attached or stored with a specific Project phase.
      11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      46




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.        Requirement                                                                                                                                                   Vendor Response


6.4.2.2    System must provide the ability to generate, save, route and print Planning
           (authorize advertisement), Project Budget, and Funds Transfer Standard
           Approval Forms (see Exhibit D, Standard Approval Forms for specific form).

6.4.2.3    System must capture the tentative, final and adjusted (if required) bid dates and
           bid advertising dates.
6.4.2.4    System must be capable of maintaining a template of standard tasks and/or
           deliverables for a Bid Packet that can be configured by the BoB Staff Architect.

6.4.2.5    System must be capable of maintaining a template of standard tasks and/or
           deliverables for Bid Advertising.
6.4.2.6    System must be capable of tracking the Bid Advertisement from generation to
           distribution.
6.4.2.7    System must provide the ability to maintain a standard Construction Bid
           Advertisement and Letter template.
6.4.2.8    System must provide the ability to merge the Construction Bid Advertisement
           and Letter templates with Project/Professional data to dynamically construct the
           Advertisement for Bids and Advertisement Letter(s).

6.4.2.9    System template must allow data entry into predefined areas of Construction Bid
           Advertisement and Letter.
6.4.2.10   System must allow an authorized user to override contents of Construction Bid
           Advertisement and Letter (template, merged data or entered data).

6.4.2.11   System must be able to generate emails and print advertisement and letter(s) for
           appropriate approval and distribution.
6.4.2.12   System must provide the ability to maintain a standard Asbestos Letter
           template.
6.4.2.13   System must provide the ability to merge the Asbestos Letter template with
           Project/Professional/Using Agency data to dynamically construct the Asbestos
           Letter, when appropriate.
6.4.2.14   System template must allow data entry into predefined areas of Asbestos Letter.

6.4.2.15   System must allow an authorized user to override contents of Asbestos Letter
           (template, merged data or entered data).
6.4.2.16   System must automatically maintain a Project Bid Calendar reflecting the
           day/date of bid opening and Project/Professional/Using Agency/BoB contact
           information for every scheduled construction bid.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                     47




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response


6.4.2.17    System must automatically update Bid Calendar if bid date changes due to
            Addendum.
6.4.3       Bid Opening
6.4.3.1     System must allow electronic or scanned documents and emails (i.e.,
            Completed Bid Tabulation Form, Front & back of envelope for unopened bids,
            All accepted bidder's materials, Letter to return checks to non-awarded bidders,
            Bidder Protest Letter/Response, and Bidder Withdrawal Request/Response) to
            be attached or stored with a specific Project phase.


6.4.3.2     System must capture the tabulation information on each bidder, including but not
            limited to, Contractor name, modification to proposal written on outside of
            envelope, Certificate of Responsibility, Bid Security, Non-Resident Bidder's
            Preference, Mechanical/Engineer Subcontractors, Addenda Acknowledgement,
            Base Bid, Unit Prices, Alternates and Number of Days.


6.4.3.3     System must provide the ability to maintain a standard Professional's Bidding
            Package template to print and provide the Professional as instructions/materials
            for processing bids.
6.4.3.4     System must provide ability to log and track certified checks.
6.4.3.5     System must provide the ability to create Letters for: 1) return checks for non-
            awarded bidders, 2) Bidder Protest Response, and 3) Bidder Withdrawal
            Response.
6.4.3.6     System must provide the ability to generate, save, route and print General
            (protest acceptance) and Award (accepted withdrawal) Standard Approval
            Forms (see Exhibit D, Standard Approval Forms for specific form).

6.4.3.7     Desirable for the system to provide the ability to automatically populate the Bid
            Opening letters with appropriate vendor information.
6.4.4       Bid Award
6.4.4.1     System must allow electronic or scanned documents and emails (i.e.,
            Professional's Notice of Failure to Award, Professional's notice of bidder
            disqualification, Certified Bid Tabulation and letter recommending award, Using
            Agency/Board notification of confirmation, Notification of Award Approval) to be
            attached or stored with a specific Project phase.
6.4.4.2     System must provide the ability to generate, save, route and print General
            (bidder non-responsive) and Award Standard Approval Forms (see Exhibit D,
            Standard Approval Forms for specific form).
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                      48




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.          Requirement                                                                                                                                                  Vendor Response



6.5         Contract Management
6.5.1       Build & Manage Contracts
6.5.1.1     System must be capable of maintaining a template of standard tasks and/or
            deliverables for each contract type (Professional, Commissioning, Furniture &
            Equipment Professional, Personal Services, Emergency Quotes, and Real
            Property Management Consulting Services) that can be configured by the BoB
            Contract Analyst.
6.5.1.2     System must be able to automatically route and track contracts based upon
            contract type and amount of contract from generation/receipt through
            execution/Notice to Proceed.
6.5.1.3     System must be able to automatically alert when a Contract deliverable/task is
            overdue.
6.5.1.4     System must maintain up-to-date Project/vendor information required for
            contract generation.
6.5.1.5     System must provide the ability to maintain contract terms, components and/or
            sections that may be common to all or unique to a specific contract type that the
            Contract Analyst may automatically combine (include/exclude) to generate a
            specific contract.
6.5.1.6     System must provide the ability to merge the constructed contract with
            Project/vendor data to dynamically populate a specific contract.
6.5.1.7     System must allow data entry into predefined areas of a constructed contract.

6.5.1.8     System must allow an authorized user to override contents of a constructed
            contract (template, merged or entered data).
6.5.1.9     System must support printing of contract by component/section to
            accommodate special printing needs.
6.5.1.10    System must automatically generate a log of all generated/received contracts
            reflecting each stage of processing that is accessible by BoB staff.

6.5.1.11    System must provide the ability to generate, save, route and print a Professional
            Appointment (Initiation AE-Consultants) Standard Approval Form to cancel a
            declined Project appointment (see Exhibit D, Standard Approval Forms for
            specific form).
6.5.1.12    System must provide document integrity (i.e. version control) and collaboration
            with appropriate Project members and participants for the review, revision and
            approval of contract.
        11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                           49




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response


6.5.1.13     Contract Manager must be able to restrict viewing of selected participant
             comments on the final response.
6.5.1.14     System must allow multiple people to view an electronic file simultaneously.

6.5.1.15     System must provide appropriate release control to save or download contract to
             a local or network drive.
6.5.1.16     System must allow electronic or scanned documents and emails (i.e., Returned
             Professional Contract Documents, Executed Professional Contract Documents,
             Submitted Contractor Documents {including bond and insurance},
             Letter/Memo/email of Issues, Memo Notice to Proceed, Notice to Proceed) to
             be attached or stored with a specific Project phase.


6.5.1.17     System must provide the ability to create Letter/Memo/email of Issues, Contract
             Instructions, Memo Notice to Proceed, and Notice to Proceed to communicate
             with and guide the vendor.
6.5.1.18     Application must allow system-generated or manually enterd contract
             numbering.
6.5.1.19     The system must provide the ability to calculate days/dates for:
6.5.1.19.1       A calendar date given a start date and number of elapsed days, and

6.5.1.19.2       The number of elapsed days between two dates.
6.5.1.20     Desirable to control the days/dates calculations for 5 or 7 day work week and
             holidays.


6.6          Construction                                                                         After a design, bid, award and contract execution, the Project enters the construction phase. The BoB has
                                                                                                  documented tasks typical to R&R and CI Projects. The BoB Construction Administrator: monitors the
                                                                                                  progress and issues encountered for each assigned Project; reviews and approves monthly progress reports
                                                                                                  which directly impact payments; and, reviews and facilitates the execution of a change order when conditions
                                                                                                  justifiably impact the Project's Contract Sum and/or Contract Time.

6.6.1        Repair & Renovation (R&R) and Capital Improvement (CI) Projects

6.6.1.1      System must be capable of maintaining a template of standard tasks and/or
             deliverables of Project construction phase activities that can be configured for a
             Project by the BoB Construction Administrator (see Exhibit E, Preconstruction
             Conference Agenda form).
6.6.1.2      System must track and alert BoB Construction Administrator when a
             construction phase meeting/deliverable is approaching.
      11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       50




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.        Requirement                                                                                                                                                    Vendor Response


6.6.1.3    System must escalate alert to BoB Construction Administrator and Management
           when a construction phase meeting/deliverable is overdue.
6.6.1.4    System must provide the ability for BoB Construction Administrator to record the
           Preconstruction Conference details.
6.6.1.5    System must provide the ability to maintain a standard Project Construction
           Startup Packet template to print and provide Contractor as instructions/materials
           for construction project.
6.6.1.6    System must allow electronic or scanned documents and emails (i.e.,
           Preconstruction Conference Agenda & Minutes, Construction Schedule, Product
           List, Proposed Product Substitution List, Schedule of Values, Layout of Project
           Sign & documentation, Commissioning documents {see Commissioning
           Services, Item 6.2.3}, Professional/Consultant/Engineer/Contractor/Using
           Agency Field Reports, Construction Administrator Inspection Reports, Monthly
           Project Progress Meeting Agenda/Minutes, Allowance RFP/Proposals, Layout of
           Building Plaque & documentation) to be attached or stored with a specific
           construction phase folder.


6.6.1.7    System must provide the ability to create Preconstruction Conference
           Agenda/Minutes and Construction Administrator Inspection Reports for BoB
           construction documentation.
6.6.1.8    System must support the tracking of daily events pertaining to the Project.

6.6.1.9    System must be able to create a daily report record of Project.
6.6.1.10   System must support the management of inspection requirements via punch list
           type functionality with ability to assign specific items to a Project team member.

6.6.1.11   System must be able to track the Contractor defined breakdown of Schedule of
           Values for scheduled, expended to date and remaining values.

6.6.1.12   Desirable for system to be able to schedule monthly Progress and
           Commissioning meetings.
6.6.1.13   Desirable for system to provide a method to record, track and report punch
           list/inspection issues for a Project through remote (web-based) access.

6.6.1.14   Desirable for system to provide a method for submitting and updating field
           observation comments to record, track and report construction observations for
           a Project through remote (web-based) access.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        51




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.          Requirement                                                                                                                                                     Vendor Response


6.6.1.15    Desirable for the system to record daily information on weather conditions.

6.6.1.16    Desirable for the system to replace or interact with the current process for staff
            weekly schedule communication utilizing GroupWise Calendar and PDAs (i.e.,
            Blackberry).
6.6.2       Change Orders
6.6.2.1     System must be able to record and maintain potential, pending, terminated, and
            approved Change Orders.
6.6.2.2     System must provide the ability to roll a Change Order from one classification to
            another (i.e., potential becomes approved).
6.6.2.3     System must be able to create a Change Order independent of prior
            classification (i.e., approved does not require potential).
6.6.2.4     System must maintain a log of any Change Order classification entered or
            changed with the ability to relate documentation and/or notes describing reasons
            for the entry/change.
6.6.2.5     System must be able to associate documentation and/or notes with a Change
            Order.
6.6.2.6     The system must provide the ability to create a unique workflow for the Change
            Order process.
6.6.2.7     The system must provide the ability to track a Change Order from request to
            approval with an audit trail of who, when and why changed.
6.6.2.8     The system must support Change Order reviewer collaboration via email or fax.

6.6.2.9     The system must be able to link multiple concurrent Change Orders of any
            classification to a Project.
6.6.2.10    The system must be able to link documents ( i.e., drawings, correspondence,
            etc.) to any classification of Change Order or a line item for viewing and printing.

6.6.2.11    System must allow a Change Order to impact the Project's Number of Days,
            Cost, both or neither.
6.6.2.12    System must allow a Change Order to include multiple line item changes which
            may increase or decrease Project values.
6.6.2.13    System must be able to identify a potential Change Order's impact on design
            drawings, cost or schedule.
6.6.2.14    System must allow a Change Order to require special actions if it will cause the
            Project funding to be exceeded.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      52




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.6.2.15    System must allow an approved Change Order that impacts the Project's
            amount or days to immediately be reflected in the Project's overall cost and
            schedule, as well as the Project's Schedule of Values.
6.6.2.16    System must allow an approved Change Order to be linked to the Project's
            contract.
6.6.2.17    The system must maintain the original contract value (amount and/or days) and
            reflect any changes in value (amount and/or days).
6.6.2.18    System must provide the ability to generate, save, route and print a Change
            Order, General and Funds Transfer Standard Approval Form (see Exhibit D,
            Standard Approval Forms for specific form).


6.7         Furniture & Equipment (F&E)
6.7.1       Initiation & Professional
6.7.1.1     System must support a configurable workflow via conditional routing based on
            attributes for setting up and managing a Furniture & Equipment Project.

6.7.1.2     System must respect current Furniture & Equipment Project Number structure
            and assignment (identical requirements to BoB Project Number as detailed in
            Item 6.2.1.2 ).
6.7.1.3     System must manage Project information, including but not limited to title, type
            of project, status, phase, occupancy code, square feet, county, project initiation
            date, bid date(s), award date(s), notice to proceed date(s), delivery date(s),
            estimated completion date, multiple prime professionals and remarks.

6.7.1.4     System must support a Project template for setup and management of
            functionality appropriate to a Furniture & Equipment Project.
6.7.1.5     System must support creating a Furniture & Equipment Project based upon the
            Furniture & Equipment template or by copying an existing Project.

6.7.1.6     System must include an ability to track and report Project progress/status.

6.7.1.7     Desirable for the system to provide the ability to dynamically select appropriate
            tasks for a project type to enable automation of those Project tasks.

6.7.1.8     System must provide the ability to define calculations for the preliminary
            estimated project budget, including ability for Total Project Budget to be
            summarized or entered.
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                     53




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response


6.7.1.9     System must provide the ability to generate, save, route and print a Project
            Initiation and Funds Transfer Standard Approval Form (see Exhibit D, Standard
            Approval Forms for specific form).
6.7.1.10    System must provide the ability to establish a relationship between Projects.

6.7.2       Plan & Advertise
6.7.2.1     System must allow electronic or scanned documents and emails (i.e., F&E
            Specifications & Room Layout, Sole Source Justification, Advertisement for Bid
            & Letter, Bid Documents) to be attached or stored with a specific Project phase.

6.7.2.2     System must provide the ability to generate, save, route and print a Planning,
            Project Budget, Funds Transfer Standard Approval Form (see Exhibit D,
            Standard Approval Forms for specific form).
6.7.2.3     System must provide the ability to maintain a standard Furniture & Equipment
            Bid Advertisement and Letter template that can be merged with
            Project/Professional data and/or data entered manually to dynamically construct
            the Furniture & Equipment Advertisement for Bids and Advertisement Letter.

6.7.2.4     System must provide the ability to merge the Furniture & Equipment Bid
            Advertisement and Letter templates with Project/Professional data to
            dynamically construct the F&E Advertisement for Bids and Advertisement Letter.

6.7.2.5     System must allow data entry into predefined areas of Furniture & Equipment
            Bid Advertisement and Letter.
6.7.2.6     System must allow an authorized user to override contents of Furniture &
            Equipment Bid Advertisement and Letter (template, merged data or entered
            data).
6.7.3       Bid, Award & Contract
6.7.3.1     System must allow electronic or scanned documents and emails (i.e., Bid
            Tabulation Form, Bid Documents & Envelopes, Letter of Protest or Withdrawal &
            BoB response, Award Package, F&E Contract & Cover Letter, Notice to
            Proceed) to be attached or stored with a specific Project phase.

6.7.3.2     System must provide the ability to generate, save, route and print a General
            (non-responsive bidder) and Award Standard Approval Form (see Exhibit D,
            Standard Approval Forms for specific form).
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                      54




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response


6.7.3.3     System must provide the ability to maintain a standard Furniture & Equipment
            Vendor Contract and Cover Letter templates.
6.7.3.4     System must provide the ability to merge the F&E contract template with
            Project/vendor data to dynamically construct a specific contract.
6.7.3.5     System must allow data entry into predefined areas of a constructed F&E
            contract.
6.7.3.6     System must allow an authorized user to override contents of a constructed F&E
            contract (template, merged or entered data).
6.7.4       Delivery, Payment & Close
6.7.4.1     System must provide the ability to record, track and report on Furniture and
            Equipment payment application/invoice processing from receipt through
            payment.
6.7.4.2     System must alert if a Furniture and Equipment invoice is not paid within a
            specified period (i.e., 45 days).
6.7.4.3     System must allow electronic or scanned documents and emails (i.e., Delivery
            date/time notification, Pay Request Form & Invoice, Professional Application for
            Payment, Inventory Notice Letter) to be attached or stored with a specific F&E
            Project phase.
6.7.4.4     The system must provide the ability to calculate vendor payment information for
            (Note that a vendor may have multiple deliveries/invoices for an F&E Project
            award.):
6.7.4.4.1       Up to 90% at delivery, and
6.7.4.4.2        Last 10% at completion of contract.
6.7.4.5     The system must maintain to-date totals of Professional F&E percentage
            payments on each Project.
6.7.4.6     The system must provide the ability to calculate Professional payments for
            Prime Professional F&E Fee as a percentage of the F&E awarded total for
            Project.
6.7.4.7     System must provide the ability to generate, save, route and print a Close,
            General (increase or decrease Award Amount), Funds Transfer Standard
            Approval Form (see Exhibit D, Standard Approval Forms for specific form).
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                          55




                                                                                                              Configuration

                                                                                                                              Yes - System
                                                                                              Functionality




                                                                                                                                                         Not Possible
                                                                                                                              Modification
                                                                                               Yes - Base




                                                                                                                                             Alternate
                                                                                                                Yes - via




                                                                                                                                             Solution
No.          Requirement                                                                                                                                                Vendor Response


6.8         Closure                                                                           Upon completion of work, the Contractor, Professional, BoB Construction Administrator (CA) and
                                                                                              Commissioning Agent (if applicable) must take certain actions to ensure the work meets the contractual
                                                                                              agreement. Based upon events, the Project may proceed through partial substantial, substantial, final,
                                                                                              warranty and closing stages before the Project is finally completed. The CA ensures that necessary actions
                                                                                              and timelines are respected and monies appropriately paid to achieve a succesful project completion.


6.8.1       Closure General Requirements
6.8.1.1     System must be able to track a Project's closure date and status changes,
            including partial substantial, substantial, final, warranty and closing.

6.8.1.2     System must be able to create unique workflows for closure processes.
6.8.2       Substantial / Final Acceptance
6.8.2.1     System must be able to record the semi-final and final inspection dates set by
            BoB Construction Administrator.
6.8.2.2     System must be capable of maintaining a template of standard tasks and/or
            deliverables that can be configured by the BoB Construction Administrator to
            track the Project closure.
6.8.2.3     System must be able to track the received and approved dates for each closure
            deliverable.
6.8.2.4     System must allow electronic or scanned documents and emails (i.e., Inspection
            Notice, Punch List, Value of Remaining Work, Professional's Letter
            Recommending Acceptance, Terms and Amounts (days and/or dollars) of
            Liquidated Damages, Substantial and Final Closeout Document such as
            Consent of Surety to Reduce Retainage and Certificate of Substantial
            Completion) to be attached or stored with a specific Project phase.


6.8.2.5     System must maintain a log of closure documents received.
6.8.2.6     System must provide the ability to generate, save, route and print a General
            (liquidated damages), Substantial, Final, and Funds Standard Approval Forms
            for documentation and approval of Project closure activities (see Exhibit D,
            Standard Approval Forms for specific form).
6.8.2.7     System must provide the ability to define calculations of final payment to
            Professional and Contractor (including release of retainage) according to the
            BoB payment rules.
6.8.2.8     System must provide the ability to define a standard Notice of Final Settlement
            template that can be merged with a Project's details to create a closure final
            advertisement.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                    56




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response


6.8.2.9     System must provide the ability to merge the Notice of Final Settlement template
            with Project data to dynamically construct the Notice of Final Settlement.

6.8.2.10    System must allow data entry into predefined areas of the Notice of Final
            Settlement.
6.8.2.11    System must allow an authorized user to override contents of the Notice of Final
            Settlement (template, merged data or entered data).
6.8.2.12    System must be capable of retaining BoB email and newspaper confirmation
            email of Final Notice.
6.8.2.13    System must be able to automatically calculate the Project's warranty end date
            based upon the appropriate date of the Substantial or Final completion and
            update the Project's status.
6.8.2.14    Desirable for system to notify BoB Construction Administrator of any remaining
            Commissioning work and open Change Orders when closure is initiated.

6.8.3       1-year Warranty / Inspection
6.8.3.1     System must be capable of retaining Using Agency and Professional emails
            and/or letters notifying of defective work, work that is not in accordance with
            contract documents, and rectification notification.
6.8.3.2     System must automatically notify when a warranty period has reached its last 30
            days.
6.8.3.3     System must provide the ability to define a standard Notification of Warranty
            Expiration letter that can be merged with a Project's details to create a
            notification letter.
6.8.3.4     System must be able to record the warranty-end inspection date set by BoB
            Construction Administrator and Professional.
6.8.3.5     System must allow electronic or scanned documents and emails (i.e., List of
            Work Items Needing Attention, Notification of Completed Corrections, Notice of
            Failure to Correct) to be attached or stored with a specific Project phase.

6.8.3.6     System must include a standard report of active Projects with an expired
            warranty period, including but not limited to Project Number/Name, Award
            Number, Vendor Name, Final Acceptance Date, Warranty Date, and Days
            Beyond Warranty, ordered by oldest Warranty date (most days beyond
            warranty) with special indication of Projects overdue to close.


6.8.4       Closing
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                        57




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.          Requirement                                                                                                                                                     Vendor Response


6.8.4.1     System must be able to report all active Projects with an expired warranty
            period.
6.8.4.2     System must provide the ability to generate, save, route and print a Close,
            General (decrease award amount), and/or Funds Transfer Standard Approval
            Forms for documentation and approval of Project closure activities (see Exhibit
            D, Standard Approval Forms for specific form).

6.8.4.3     Desirable for the system to automatically change the Project status and phase
            to closed and record the close date when the Close Standard Approval Form is
            approved.
6.8.5       Roof Warranty
6.8.5.1     System must provide the ability to generate, save, route and print a Roofing
            Data Sheet.
6.8.5.2     System must allow electronic or scanned documents and emails (i.e., Roof
            Bonds) to be attached with a specific Project and independently in a Roof
            Warranty database that is accessible via Using Agency, Building name/number,
            Street Address, at a minimum, with filing location of original document.

6.8.5.3     The system must be able to store and present information related to a Roof
            Warranty for an extended timeframe (i.e., Warranty Period can be 50 years).

6.8.5.4     An annual report of expired warranties is desirable.
6.8.6       Central Records Storage (see CRS in RFP Glossary)
6.8.6.1     System must provide the ability to generate a report of Projects closed for 5 or
            more years but not yet archived at Central Records Storage.
6.8.6.2     System must facilitate the generation of a cover letter, box labels and State
            Records Center Form to identify all records being sent to Central Records
            Storage.
6.8.6.3     System must provide a method to flag a Project as "documentation sent to
            Central Records Storage", including the Central Records Storage assigned SRC
            Box No. required for box retrieval.
6.8.6.4     System must allow electronic or scanned documents and emails (i.e., returned
            SRC-102 Form) to be maintained in the document repository that is accessible
            chronologically by "on or after" storage date.
6.8.6.5     Desirable for the system to provide the ability to search with ability to search the
            Central Records Storage data by all or part of Project Number.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       58




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response


6.8.6.6     Desirable for the system to produce an annual report of records with upcoming
            or past destruction date is desirable.


6.9         Payments
6.9.1       Payments General Requirements
6.9.1.1     The system must link payments as expenditures against the appropriate Bill,
            Fund, Project award and Project budget amounts.
6.9.1.2     The system must accommodate entry and access of a payment by the State
            assigned Payment Voucher and Warrant Numbers.
6.9.1.3     System must automatically generate a log of all received payment requests that
            is accessible by any BoB staff.
6.9.1.4     System must be technically capable of interfacing invoices and payments to an
            Enterprise Resource Planning system in the future.
6.9.2       Professional Payments
6.9.2.1     System must alert if a Professional/Commissioning Application for Payment is
            received for a design phase prior to the BoB's approval of the Project phase
            documents.
6.9.2.2     System must alert if a Professional/Commissioning Application for Payment is
            received for a construction phase payment prior to approval of the Contractor's
            Application and Certificate for Payment.
6.9.2.3     System must provide the ability to record, track and report on payment
            application/invoice processing from receipt through payment.
6.9.2.4     System must provide the ability to alert if professional payment application is not
            paid within a specified period (i.e., 45 days).
6.9.2.5     System must allow electronic or scanned documents and emails (i.e.,
            Professional's Application for Payment and related documentation such as
            Invoice, Return of Professional Application Set form, Payment Voucher) to be
            attached or stored with the appropriate Project phase.
6.9.2.6     System must provide the ability to create Return of Professional Application Set
            form to communicate with the Professional/Commissioning Agent to process a
            payment.
6.9.2.7     System must provide the ability to maintain a Standard Authorization for
            Payment Form template.
6.9.2.8     System must provide the ability to merge the Standard Authorization for
            Payment Form template with Project/Professional/Commissioning data to
            dynamically construct the Standard Authorization for Payment Form.
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                     59




                                                                                                               Configuration

                                                                                                                               Yes - System
                                                                                               Functionality




                                                                                                                                                          Not Possible
                                                                                                                               Modification
                                                                                                Yes - Base




                                                                                                                                              Alternate
                                                                                                                 Yes - via




                                                                                                                                              Solution
No.          Requirement                                                                                                                                                 Vendor Response


6.9.2.9      System must allow data entry into predefined areas of the Standard
             Authorization for Payment Form.
6.9.2.10     System must allow an authorized user to override contents of the Standard
             Authorization for Payment Form (template, merged data or entered data).

6.9.2.11     The system must maintain to-date totals of Project's
             Professional/Commissioning payments.
6.9.2.12     The system must provide the ability to calculate Professional/Commissioning
             payments for:
6.9.2.12.1     Prime Professional total and per phase design fees upon entering total
               construction cost and Fee Schedule (see BoB Procedures Manual section
               300.7 Professional Compensation on BoB website at
               http://www.dfa.state.ms.us/Offices/BOB/BOBProcMan.htm);
6.9.2.12.2     Commissioning total fees upon entering total construction cost for the
               appropriate Fee Schedule (see Exhibit F, Commissioning Total Fee
6.9.2.12.3     Calculator); construction phase payments as completed construction
               Professional
               percentage (Contractor's calculated percent complete) of construction
               percentage of total Professional fee less user-defined retainage (see Exhibit
               G, Construction Professional Pay Calculator);
6.9.2.12.4     Commissioning construction fees following same calculation as Prime
               Professional fees, but with different construction percentage of total
               Commissioning fee (see Exhibit H, Construction Commissioning Pay
6.9.2.13       Calculator).
             System must be able to automatically route various payments types (i.e.,
             Professional & Commissioning Planning Fees, Professional & Commissioning
             Construction Fees, Professional Reimbursement for Consultant Services,
             Professional's Additional Services, Professional Reimbursement for Printing)
             through the approval and payment process.
6.9.2.14     System must be able to automatically notify when a professional payment
             deliverable/task is overdue.
6.9.2.15     System must provide the ability to generate, save, route and print a Planning
             (approval award for surveys/borings/tests not already generated) Standard
             Approval Form (see Exhibit D, Standard Approval Forms for specific form).

6.9.2.16     Desirable for the system to verify a Payment Application Reimbursement against
             the Consultant's proposed cost and notify BoB staff of results.
6.9.3        Contractor Payments
      11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                      60




                                                                                                              Configuration

                                                                                                                              Yes - System
                                                                                              Functionality




                                                                                                                                                         Not Possible
                                                                                                                              Modification
                                                                                               Yes - Base




                                                                                                                                             Alternate
                                                                                                                Yes - via




                                                                                                                                             Solution
No.        Requirement                                                                                                                                                  Vendor Response


6.9.3.1    System must provide the ability to record, track and report on progress payment
           processing from receipt through payment.
6.9.3.2    System must provide the ability to alert if contractor payment not paid within a
           specified period (i.e., 30 days).
6.9.3.3    System must be able to automatically route various payment types (i.e.,
           Contractor's Monthly Progress Payments, Contractor's Reduction in Retainage,
           Contractor's Final Payment Application Review, Contractors Final Payment)
           through the approval and payment process.
6.9.3.4    System must be able to automatically alert when a contractor payment
           deliverable/task is overdue.
6.9.3.5    System must allow electronic or scanned documents and emails (i.e.,
           Contractor's Monthly Progress Payment Request and related documentation
           such as Application and Certification for Payment (AIA G702), Schedule of
           Values, Time Extension Letter, Affidavit Certifying Payment to All
           Subcontractors, Consent of Surety to Reduce Retainage, Power of Attorney,
           Professional's letter recommending retainage reduction, BoB Construction
           Administrator Error Form, Closeout Payment Application, Consent of Surety to
           Final Payment (AIA G707), Payment Debts and Claims (AIA G706), Release of
           Liens (AIA G706A), Letter of Guarantee, Payment Voucher) to be attached or
           stored with the appropriate Project phase.


6.9.3.6    System must provide the ability to create BoB Construction Administrator Error
           Form to communicate with the Professional/Contractor to process a payment.

6.9.3.7    System must provide the ability to maintain a Standard Authorization for
           Payment Form template.
6.9.3.8    System must provide the ability to merge the Standard Authorization for
           Payment Form template with Project/Contractor data to dynamically construct
           the Contractor's Standard Authorization for Payment Form.
6.9.3.9    System must allow data entry into predefined areas of the Standard
           Authorization for Payment Form.
6.9.3.10   System must allow an authorized user to override contents of the Standard
           Authorization for Payment Form (template, merged data or entered data).

6.9.3.11   The system must maintain to-date totals of Contractor monthly payments and
           retainage held amounts.
        11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      61




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.          Requirement                                                                                                                                                   Vendor Response


6.9.3.12    System must provide the ability to generate, save, route and print a General
            (retainage reduction) Standard Approval Form (see Exhibit D, Standard Approval
            Forms for specific form).
6.9.3.13    The system must provide the ability to calculate Contractor payment information
            (see Exhibit I, Construction Contractor Pay Calculator) for:
6.9.13.1      Current monthly retainage amount according to percentage in contract;

6.9.13.2      Current monthly payment amount according to Contractor's submitted
              Schedule of Value completion less retainage;
6.9.13.3      Contractor's percentage complete.
6.9.3.14    Desirable for retainage calculation to respect whether a security was provided or
            Substantial Completion has been reached, either of which removes retainage
            requirements for Contractor payment calculation.
6.9.3.15    Desirable for system to notify BoB Payment Specialist of amounts to be held
            from last Contractor payment from Closure activities (i.e., punch list, liquidated
            damages).
6.9.4       Miscellaneous Payments
6.9.4.1     System must be able to automatically route various payments types (i.e.,
            Reimbursement Awards, Final Advertising, State Funds to Match Federal
            Payments, and Department of Archive & History Grants) through the approval
            and payment process.
6.9.4.2     System must provide the ability to record, track and report on miscellaneous
            payment processing from receipt through payment.
6.9.4.3     System must provide the ability to alert if miscellaneous payment not paid within
            a specified period (i.e., 30 days).
6.9.4.4     System must be able to automatically notify when a miscellaneous payment
            deliverable/task is overdue.
6.9.4.5     System must allow electronic or scanned documents and emails (i.e., Using
            Agency Reimbursement Request, Final Advertising Invoice, Archives & History
            Letter of Request for bond funds, Using Agency/BoB Director letter of Request
            for State Funds to Match Federal or Other Funding Source, "Use as Original
            Invoice" Standard Approval Form, Payment Voucher) to be attached or stored
            with the appropriate Project phase.
         11/10/2011                                                Exhibit L - BRICKS Project Requirements                                                                                         62




                                                                                                                       Configuration

                                                                                                                                       Yes - System
                                                                                                       Functionality




                                                                                                                                                                  Not Possible
                                                                                                                                       Modification
                                                                                                        Yes - Base




                                                                                                                                                      Alternate
                                                                                                                         Yes - via




                                                                                                                                                      Solution
No.           Requirement                                                                                                                                                        Vendor Response


6.9.4.6      System must provide the ability to generate, save, route and print a Planning or
             General (document details of Using Agency payment), Funds Transfer, Award
             (document Archives & History grant), General (document matching funds)
             Standard Approval Forms (see Exhibit D, Standard Approval Forms for specific
             form).
6.9.4.7      System must provide the ability to merge the Standard Authorization for
             Payment Form template with Project data to dynamically construct the Standard
             Authorization for Payment Form.
6.9.4.8      System must allow data entry into predefined areas of the Standard
             Authorization for Payment Form.
6.9.4.9      System must allow an authorized user to override contents of the Standard
             Authorization for Payment Form (template, merged data or entered data).



6.10         Financial Management
6.10.1       New Funding -- and --
             Money Receipt -- and --
             Move Existing Monies
6.10.1.1     The system must manage appropriation/bond bill information by bill number
             (House/Senate designator, bill number, chapter, year), including but not limited
             to bill description/title, amount authorized by legislature, amount approved by
             Bond council, allotment of received monies (typically bond sale) by fund type
             (general, special, or revenue sharing), allocation by fund type (general, special,
             or revenue sharing), and the amount and identity of each Project allocation.


6.10.1.2     Desirable for the system to manage related appropriation/bond bill information
             for each project allocated by a specific bill, including but not limited to the project
             funding source, line-item designator, and the accumulated expenditures for the
             Project by a specific bill.
6.10.1.3     The system must manage descriptive and financial data on each fund by DFA
             established fund number (4 alphanumeric characters), including but not limited
             to fund type and title, legal authority, fund allotment amount, total fund amount
             allocated to Projects, and the identity of all original appropriation/bond bills
             authorizing the fund.
6.10.1.4     The system must manage Project funding information, including fund number,
             amount allocated, amount expended and receivable balance.
      11/10/2011                                                    Exhibit L - BRICKS Project Requirements                                                                                        63




                                                                                                                       Configuration

                                                                                                                                       Yes - System
                                                                                                       Functionality




                                                                                                                                                                  Not Possible
                                                                                                                                       Modification
                                                                                                        Yes - Base




                                                                                                                                                      Alternate
                                                                                                                         Yes - via




                                                                                                                                                      Solution
No.         Requirement                                                                                                                                                          Vendor Response


6.10.1.5    System must allow a Project to be funded from an infinite number of funding
            sources.
6.10.1.6    System must allow a single funding source to fund an infinite number of
            Projects.
6.10.1.7    The system must manage Project award information, including award number,
            award date, award description, original and revised award days, original and
            revised award amount, amount expended, and vendor.

6.10.1.8    System must provide the ability to generate, save, route and print a General
            (establish a Receivable), Funds - Receipt of Funds, Funds Recap Sheet, and
            Funds Transfer Standard Approval Forms for documentation and approval of
            funds movements through BoB and Using Agency sub-accounts (i.e., special
            coded Project Numbers) to fully track the funds (see Exhibit D, Standard
            Approval Forms for specific form).


6.10.1.9    System must be able to create an on demand status report listing the status of
            funding by Project with the ability to filter (i.e., selected Projects).

6.10.1.10   System must be able to create an on demand status report listing the status of
            funding by Using Agency with the ability to filter (i.e., selected Using Agencies).

6.10.1.11   System must be able to create an on demand status report listing the status of
            funding by Staff Architect with the ability to filter (i.e., selected Staff Architects).

6.10.1.12   System must be able to create an on demand status report listing the status of
            funding by Construction Administrator with the ability to filter (i.e., selected
            Construction Administrators).
6.10.1.13   System must be able to designate and track potential, promised or possible
            funding.
6.10.1.14   Desirable for the system to manage related fund information, including but not
            limited to fund federal ID number, description of how funds are to be expended,
            balances of cash and receivables, and fiscal year-to-date receipts and
            expenditures.
6.10.1.15   Desirable for the system to manage reappropriated monies via update of a
            fund's Bill Chapter and Year.
         11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                      64




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.           Requirement                                                                                                                                                 Vendor Response


6.10.1.16    Desirable for the system to manage related Project funding information for each
             funding source, including but not limited to funding source number, funding
             source type, line item designator, and funding source description.

6.10.1.17    Desirable for the system to manage related Project award information for each
             Project award, including but not limited to minute book number/date and
             expenditures.


6.11         Real Property
6.11.1       State Property Acquisition, Sale or Exchange
6.11.1.1     System must allow electronic or scanned documents and emails (i.e., Using
             Agency Purchase Contract, Advertisement and Letter, Newspaper confirmation,
             Proposals, Bid Tabulation Sheet, Notification of award to proposers, contract
             and cover letter, Service reports and documents, Closing documents {including
             Warranty Deed/Closing Statement/Agreed Order, Survey, Title Certificate,
             Appraisal, Relocator Arrangements, Utilities, Zoning, Taxes}, Order of
             Condemnation, Agreed Order for Payment, Settlement letter, Invoice) to be
             attached to a Real Property purchase/sale Project with access by Project
             number, Using Agency, county/city, etc.


6.11.1.2     System must be capable of maintaining a template of standard tasks and/or
             deliverables that can be configured by the RPM staff to track the Purchase or
             Sale actions in a Real Property Management (RPM) Project.
6.11.1.3     System must be able to automatically track and route documents and approvals
             for Real Property Management property purchase/sale.
6.11.1.4     System must be able to automatically notify when a Real Property Management
             property purchase/sale deliverable/task is overdue.
6.11.1.5     System must provide the ability to generate, save, route and print a Project
             Initiation, General, Planning, Closing Standard Approval Form to record legal
             documents and/or work required to perform project (see Exhibit D, Standard
             Approval Forms for specific form).
6.11.1.6     System must provide the ability to maintain Real Property Advertisement
             components for the possible type services an RPM Project may require (i.e.,
             Appraiser, Attorney, Surveyor, Environmentalist, Relocator) that can be included
             to create an RPM Advertisement.
       11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                        65




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.         Requirement                                                                                                                                                      Vendor Response


6.11.1.7    System must provide the ability to create a Real Property Advertisement and
            Letter, and Notification of Award to Proposers to communicate with various
            parties involved in a property purchase/sale Project.
6.11.1.8    System must provide the ability to maintain a database of professionals and
            companies contracted for specific activities in the sale/purchase of property (i.e.,
            Appraisers, Attorneys, Surveyors, Environmentalists, Relocators), including but
            not limited to name, principal location and billing address, contact person,
            city/counties of operation, profession/specialty, email address, phone, etc.


6.11.1.9    System must provide the ability to search the RPM contacts by
            profession/specialty, city/county, name, etc.
6.11.1.10   System must provide a method to maintain State-owned real property
            information managed by the Department of Finance and Administration/Office of
            Capitol Facilities, including but not limited to property type, location, value,
            address(es), land square feet, acres, and current lessee(s) that is viewed/printed
            by address or lessee.
6.11.1.11   System must provide the ability to record information of all Deeds for a property.

6.11.1.12   System must provide the ability to link Computer-aided Design drawings of a
            property, including infrastructure, building footprints and easements.
6.11.1.13   System must be able to automatically route service award approval based upon
            type service (i.e., Appraiser, Attorney, Surveyor, Environmentalist, Relocator)
            and contract value.
6.11.1.14   System must provide the ability to merge the Standard Authorization for
            Payment Form template with Project/RPM vendor data to dynamically construct
            the Vendor's Standard Authorization for Payment Form for documentation and
            approval of payments for services, advertising or purchase of property.

6.11.1.15   System must allow data entry into predefined areas of the Standard
            Authorization for Payment Form.
6.11.1.16   System must allow an authorized user to override contents of the Standard
            Authorization for Payment Form (template, merged data or entered data).

6.11.1.17   Desirable for the system to provide detailed and summary Real Property
            Management reports by Using Agency, city/county, etc.


6.12        Leasing
         11/10/2011                                                Exhibit L - BRICKS Project Requirements                                                                                       66




                                                                                                                     Configuration

                                                                                                                                     Yes - System
                                                                                                     Functionality




                                                                                                                                                                Not Possible
                                                                                                                                     Modification
                                                                                                      Yes - Base




                                                                                                                                                    Alternate
                                                                                                                       Yes - via




                                                                                                                                                    Solution
No.           Requirement                                                                                                                                                      Vendor Response


6.12.1       Agency of Non-State Owned Space
6.12.1.1     System must support multiple Leasing Form templates for Using Agencies to
             record and submit to the BoB the required information for a new/renew lease
             request.
6.12.1.2     System must provide a method to record, track and report on Using Agency
             leases, including but not limited to lease status (i.e., active, inactive, proposed),
             BoB remarks and information on BoB's RPM-1 form (see RPM Forms on BoB
             website at http://www.dfa.state.ms.us/Offices/BOB/RPMForms.htm).

6.12.1.3     System must allow electronic or scanned documents and emails (i.e., Using
             Agency justification letter, narrative of duties and responsibilities, letter
             explaining need to move, RPM forms, BoB issues letter, approval letter) to be
             attached to a lease with access by lease number, Using Agency, city, etc.

6.12.1.4     System must provide the ability to create BoB lease issues and approval letters
             to communicate with a Using Agency.
6.12.1.5     System must be capable of maintaining a template of standard tasks and/or
             deliverables that can be configured by the RPM staff to track a requested lease
             through approval.
6.12.1.6     System must be able to automatically route various type leases (i.e., new,
             renewal with increase in total cost, renewal without increase in total cost,
             additional space at same location with and without increase in total cost, vacant
             land, parking space, mini-storage, month-to-month and residential property)
             through the approval and execution process.
6.12.1.7     System must be able to automatically notify when a lease deliverable/task is
             overdue.
6.12.1.8     System must be able to identify upcoming lease expirations and facilitate email
             notification to the appropriate Using Agency contact.
6.12.1.9     System must provide the ability to generate, save, route and print a Leases
             Standard Approval Form for documentation and approval of lease approval by
             BoB (see Exhibit D, Standard Approval Forms for specific form).

6.12.1.10    System must, at a minimum, include the current scheduled and on-demand
             reports produced by the Agency Property Leasing System listed in Exhibit J.
         11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                       67




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.           Requirement                                                                                                                                                   Vendor Response


6.12.1.11    Desirable for the system to provide a method to manage information from the
             Market Rent Surveys (for more details, please refer to
             http://www.dfa.state.ms.us/BOB_main/RPMManual.pdf), including but not limited
             to city, zip, square feet, cost per square foot, and whether utility/janitorial is
             included in cost.
6.12.2       Penitentiary Farmland Management -- and --
             Wildlife Farmland Management -- and --
             Seat of Government Land
6.12.2.1     System must be able to automatically route various land management lease
             types (i.e., Penitentiary Farmland Management, Wildlife Farmland Management,
             Seat of Government Land) through the appropriate leasing activities.

6.12.2.2     System must be able to automatically notify when a land management lease
             deliverable/task is overdue.
6.12.2.3     System must be capable of maintaining various land management lease type
             templates of standard tasks and/or deliverables that can be configured by the
             RPM staff to track annual and/or as needed land management leasing and
             payment activities.
6.12.2.4     System must allow electronic or scanned land management lease documents
             and emails (i.e., Parchman Anticipated Schedule, Parchman Renewal/Reminder
             Letters {original and reminder}, advertisements and letters, Memo of
             Advertisement Expenses, Special Instructions to Bidders, Bid Packet materials,
             bid tabulation form, all bids, envelopes and checks, Parchman Department of
             Corrections award recommendation letter, notification of successful bidders,
             Parchman USDA & Tax Assessor notice of renewing leases, Parchman certified
             letter for unsuccessful bidders, appropriate documents for each winning bidder
             {letter and lease/lease extension agreements, Parchman UCC1F, CCC-36},
             Parchman filing checks, Parchman filing letters {original and recorded copy}) to
             be attached to a land management lease cycle with access by type lease,
             lessee, etc.
6.12.2.5     System must allow electronic or scanned land management lease documents
             and emails (i.e., Parchman rent payment checks, Parchman letter requesting
             Lessee checks for filing termination, Parchman termination filing checks,
             Parchman letter and UCC3F {original and recorded copy}, memo to notify
             Lessee of 10% penalty, certified letter of collection action to Lessee and
             Attorney General, Wildlife Areas to be bid, Wildlife executed new/renewal
             leases, Wildlife renewal letter) to be attached to a land management lease cycle
             with access by type lease, lessee, etc.
      11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                       68




                                                                                                                 Configuration

                                                                                                                                 Yes - System
                                                                                                 Functionality




                                                                                                                                                            Not Possible
                                                                                                                                 Modification
                                                                                                  Yes - Base




                                                                                                                                                Alternate
                                                                                                                   Yes - via




                                                                                                                                                Solution
No.         Requirement                                                                                                                                                    Vendor Response


6.12.2.6    System must provide the ability to define a standard annual original and follow-
            up Renewal/Reminder Letter (template) including tracts anticipated to be bid and
            approximate date of bid, that can be merged with the information for current
            Parchman Farmland Management lessees to easily create and save a
            Renewal/Reminder Letter for each lessee containing how much is owed and
            how much to pay to renew.
6.12.2.7    System must provide the ability to create Memo of Advertisement Expenses,
            Special Instructions to Bidders, Bid Packet materials, bid tabulation form,
            notification of successful bidders, Parchman USDA & Tax Assessor notice of
            renewing leases, Parchman certified letter for unsuccessful bidders, winning
            bidder letter and new/renewal agreements, Parchman UCC1F & CCC-36 filing
            letters {original and recorded copy}, Parchman letter requesting Lessee checks
            for filing termination, Parchman letter and UCC3F {original and recorded copy},
            memo to notify Lessee of 10% penalty, certified letter of collection action to
            Lessee and Attorney General) to communicate with various parties involved in a
            land management lease.


6.12.2.8    System must facilitate the creation and tracking of certified letters sent to each
            Parchman Farmland lessee.
6.12.2.9    System must provide ability to log lease payment checks and track against lien
            amount to recognize liens ready for termination filing.
6.12.2.10   System must be able to identify Parchman Farmland tracts to bid from prior
            contract non-payment.
6.12.2.11   System must provide the ability to define a standard advertisement and
            advertisement letter (template) for each land management type that includes
            modifiable fields (i.e., acreage amount, date/time bids due, days and dates ad to
            run, purchase order number, BoB contact information) to easily create and save
            the information related to an annual land management lease cycle.


6.12.2.12   System must provide the ability to manage an unlimited number and type of
            lease terms/clauses to facilitate construction of new and renewal lease
            contracts.
6.12.2.13   System must provide the ability to report/query/view the various stages of land
            management lease types, including but not limited to tracking status of
            documents, recordings, contracts, recording checks, rent payment and pay-off
            plus 25% for new year renewal checks, lien terminations, penalties, and
            prosecutions.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                                    69




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.           Requirement                                                                                                                                                    Vendor Response



6.13         Compliance                                                                            By statute, the BoB must perform certain activites. These include: annually inspect and report on the
                                                                                                   condition of the State Prison and select County Jails (6.13.1), conduct a detailed study, including "....(i) an
                                                                                                   inventory of every state building and other capital facility which is the property of the State of Mississippi; (ii)
                                                                                                   the location, date of construction or acquisition, the purpose for which used, outstanding indebtedness
                                                                                                   against such facility, if any, and cost of repairs for the preceding fiscal year; ...." (6.13.2), review and
                                                                                                   preapprove architectural or engineering service contracts entered into by any state entity (6.13.4), perform
                                                                                                   DFA's responsibity to maintain documentation of the Public Procurement Review Board (6.13.5), and inspect
                                                                                                   and report on the structural and physical condition of the Capitol Complex state buildings (6.13.7).


6.13.1       Incarceration Inspections
6.13.1.1     System must provide the ability to flag the County Jails for a specific semi-
             annual inspection from a list of County Jails approved to house State Inmates.

6.13.1.2     System must provide the capability to maintain a template of notification and
             completion inspection letters which will be merged with Jail Sheriff information to
             generate letters for the inspection of selected Jails.
6.13.1.3     System must provide the ability to assign open Prison Units to BoB staff from a
             list of State Prison Units for a specific annual inspection.
6.13.1.4     System must have the ability to select and print/email a specific inspection
             period's inspection report and floor plans for each Jail/Prison Unit selected for
             that inspection.
6.13.1.5     System must provide the capability to maintain a template notification letter to
             be merged with the combined with the State Prison Unit inspection assignments
             to be sent to the State Prison.
6.13.1.6     Desirable for system to support creation of standard report items (i.e., report
             index, front page, section dividers, etc.) and method to merge the items with the
             generated inspection materials to produce the report documents to be bound
             and distributed.
6.13.2       Inventory of Buildings
6.13.2.1     System must provide the ability to maintain an Inventory Memo, Add/Delete
             Sheet and Instructions (templates) that can be emailed to each Using Agency
             and made available on BoB website.
6.13.2.2     System must provide a BoB modifiable ability for Using Agencies to submit their
             Inventory of Building spreadsheets and Add/Delete Sheet information.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                      70




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.           Requirement                                                                                                                                                   Vendor Response


6.13.2.3     Desirable for the system to provide a method of acquiring and maintaining
             accurate, up-to-date email contact information for Using Agencies.

6.13.2.4     System must provide a method to track the receipt of the Inventory Packet and
             assist in the recognition of Using Agency contact and/or response failure.

6.13.2.5     System must provide a method for BoB to apply an escalation value for
             replacement value adjustments where Using Agency has not provided a specific
             value.
6.13.2.6     System must generate a summary chart of values for each Using Agency
             including the Total Buildings, Total Original Cost, Total Replacement Value,
             Total Square Feet and Percent of Square Feet (of total) with grand totals for
             each.
6.13.2.7     System must generate a summary chart of State Owned Buildings grouped by
             Institutions of Higher Learning, Community & Junior Colleges, Mental Health,
             Youth Service/Corrections/Public Safety/Agriculture/DFA, Miscellaneous
             Institutions & Agencies and Wildlife/Fisheries/Parks reflecting Total Original
             Construction Cost, Total Replacement Value, Total Square Feet and Total
             Number of Buildings with grand totals for each.


6.13.2.8     System must provide the ability to define a report cover page and index for the
             Inventory of Buildings report.
6.13.2.9     System must allow electronic or scanned documents and emails (i.e., Using
             Agency letter requesting building deletion from inventory with supporting
             documentation, Archives & History letter of approval for building demolition,
             Department of Environmental Quality letter of approval for building demolition) to
             be stored and accessible with Using Agency Inventory of Buildings information.


6.13.2.10    System must provide the ability to generate, save, route and print a General
             Standard Approval Form for documentation and approval of building deletion
             from inventory (see Exhibit D, Standard Approval Forms for specific form).

6.13.2.11    Desirable for the system to facilitate construction of the Inventory of Buildings
             report, including footers on all documents to accommodate page numbering.

6.13.3       Open Records
         11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                     71




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.           Requirement                                                                                                                                                   Vendor Response


6.13.3.1     System must be able to support easy access for document viewing and/or
             printing regardless of document type with the ability to control (via security)
             temporary and permanent accessibility.
6.13.4       Professional Contract Pre-Approval
6.13.4.1     System must provide the ability to generate/receive, save, route and print a
             Professional Contract Review form.
6.13.4.2     System must allow electronic or scanned documents and emails (i.e., proposed
             Professional Contract) to be stored by a specific Using Agency Master Code,
             that is accessible via Using Agency or date received/returned, at a minimum.

6.13.4.3     The system must be able to store and report information related to a specific or
             selected group of proposed Professional Contract(s), i.e., approved, approved
             with conditions, disapproved, reasons for rejection, etc.

6.13.4.4     System must provide the capability to maintain a template rejection letter to
             identify and communicate issues to the Using Agency.
6.13.5       Public Procurement Review Board (PPRB)
6.13.5.1     System must be able to support document development, routing, collaboration,
             and approval of PPRB agenda, meeting minutes and actions.

6.13.6       Legislature Special Issues
6.13.6.1     System must include a list of available standard business reports (provide a brief
             explanation of the content and purpose of each report).
6.13.7       State Building Inspections
6.13.7.1     System must provide the ability to assign Capitol Complex buildings to BoB staff
             from a list of Capitol Complex buildings.
6.13.7.2     System must provide the ability to maintain a template notification letter which
             will be merged with Capitol Complex Using Agency information to generate
             letters for the inspection.
6.13.7.3     System must have the ability to select and print/email a specific inspection
             report and floor plans for each Capitol Complex building.
6.13.7.4     Desirable for system to support creation of standard report items (i.e., report
             index, front page, section dividers, etc.) and method to merge the items with the
             generated inspection materials to produce the report documents to be bound
             and distributed.
        11/10/2011                                             Exhibit L - BRICKS Project Requirements                                                                                        72




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response



7            FACILITIES MANAGEMENT                                                                State Code assigns the supervision and care of state property (buildings and grounds),
                                                                                                  summarily referred to as the Capitol Complex, to the Department of Finance and
             REQUIREMENTS                                                                         Administration. DFA's Office of Capitol Facilities (CF) fulfills this responsibility. CF is
                                                                                                  organized to provide plant operation, grounds, carpentry and custodial care to the
                                                                                                  Capitol Complex. CF manages the use of the Capitol Complex for temporary
                                                                                                  (reservation) and long term (tenant lease) engagements. CF performs an annual
                                                                                                  determination of the number of square feet and total cost for each tenance by building
                                                                                                  and provides the DFA Office of Fiscal Management with the necessary information to
                                                                                                  establish recurring monthly lease payments via the Statewide Automated Accounting
                                                                                                  System, SAAS. See Exhibit K, System Sizing Metrics for additional details regarding the
                                                                                                  Capitol Complex.


7.1         On- Demand Maintenance
7.1.1       System must provide a configurable role-based portal for user entry of a work
            request via the web.
7.1.2       The system must have an automated process for submitting and monitoring
            work orders.
7.1.3       The system must allow users to review the status of a request via a web-based
            interface.
7.1.4       The system must be able to automatically generate a sequential work order
            number. The system must also give the user the ability to override the
            generated work order number.
7.1.5       The work order forms must be logically designed and easy to populate with pick
            lists, drop down tables and/or data items that automatically populate associated
            fields.
7.1.6       The system must be able to capture multi-level location information (i.e. building,
            floor, room, etc.).
7.1.7       The system must have the ability to manage work orders by location, Using
            Agency, person, etc.
7.1.8       The system must provide the ability to use industry standard building system
            classes.
7.1.9       The system must support user-defined assessment standards such as
            deficiency, repair, severity, priority and service codes.
         11/10/2011                                                 Exhibit L - BRICKS Project Requirements                                                                                   73




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.           Requirement                                                                                                                                                   Vendor Response


7.1.10       The Vendor must list and describe all the work order fields that the solution
             allows to be captured, such as date, location, work requested, action taken,
             status, priority, downtime, parts used, labor used, problem codes, cause (failure)
             codes, definable fields, etc.
7.1.11       The system must provide the ability to capture and manage technician
             information including skill set, pay rate, training hours, and staff availability.

7.1.12       The system must provide the ability to automatically route, receive, and
             complete work orders.
7.1.13       The system must be able to interface via a wireless / mobile device to receive
             and complete work.
7.1.14       The system must allow the ability for an operator to assign work orders to a
             department and/or personnel.
7.1.15       The system must permit establishment of severity levels and required response
             times.
7.1.16       The system must provide the ability to escalate a contact issue and schedule
             follow-up actions.


7.2          Preventive Maintenance
7.2.1        Maintenance schedules must be able to be based upon various recurring
             frequencies: calendar date, duration since last work completed, by readings and
             allow for end dates or after number of occurrences.
7.2.2        The system must allow the user to schedule alerts and reminders for any time
             period (daily, weekly, monthly, or yearly) on a fixed or floating schedule.

7.2.3        The system must allow the user to schedule periods of time when Preventive
             Maintenance work cannot be automatically scheduled.
7.2.4        The system must provide maintenance schedule analysis for balancing and
             optimizing with interactive calendaring.
7.2.5        The system must allow the user the ability to copy existing schedules and
             modify them as needed.
7.2.6        The system must provide comprehensive and easy-to-use forms and processes
             for creating and scheduling preventive maintenance tasks.
7.2.7        The system must have the capability to assign each preventive maintenance
             schedule to an unlimited number of building systems, assets or locations.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                       74




                                                                                                                   Configuration

                                                                                                                                   Yes - System
                                                                                                   Functionality




                                                                                                                                                              Not Possible
                                                                                                                                   Modification
                                                                                                    Yes - Base




                                                                                                                                                  Alternate
                                                                                                                     Yes - via




                                                                                                                                                  Solution
No.           Requirement                                                                                                                                                    Vendor Response


7.2.8        The system must be able to schedule preventive maintenance for an assembly
             or group of assets.
7.2.9        The system must be capable of automatic notification when Preventative
             Maintenance work orders are generated.
7.2.10       The system must be able to capture multi-level location information (i.e. building,
             floor, room, etc.).
7.2.11       The Vendor must explain what information the Preventive Maintenance
             application captures, such as equipment information, manufacturer, model,
             serial number, in and out of service dates, warranty service provider, etc.

7.2.12       The system must provide the ability to record and track contact information for
             the manufacturer.
7.2.13       The system must provide a method to easily query for all assets assigned to a
             preventive maintenance schedule.
7.2.14       For each building system asset or location assigned to a preventive
             maintenance schedule, the system must capture and track the latest date a
             preventive maintenance service was performed including any reading taken or
             deficiencies identified.


7.3          Maintenance Management
7.3.1        The system must provide the ability to organize any part by type (mechanical,
             custodial, tools, etc.), location, vendor, etc.
7.3.2        The system must allow the user quick and easy checkout of parts to a location,
             work order, or person.
7.3.3        The system must be able to handle the management of parts inventory.
7.3.4        The system must be able to generate purchase orders for needed parts or
             equipment.


7.4          Reservation Management
7.4.1         The system must provide the ability to check facility / room availability and
             capacity.
7.4.2         The system must allow requestors to select room setup and configuration.

7.4.3        The system must be able to track all facility / room requests and bookings.

7.4.4        The system must allow booking of single or multiple rooms at a single time.
         11/10/2011                                              Exhibit L - BRICKS Project Requirements                                                                                    75




                                                                                                                Configuration

                                                                                                                                Yes - System
                                                                                                Functionality




                                                                                                                                                           Not Possible
                                                                                                                                Modification
                                                                                                 Yes - Base




                                                                                                                                               Alternate
                                                                                                                  Yes - via




                                                                                                                                               Solution
No.           Requirement                                                                                                                                                 Vendor Response


7.4.5        The system must allow easy scheduling of recurring events at regular and
             irregular intervals.
7.4.6        The system must track contact information for groups using the facilities.
7.4.7        The system must track event setup start time and breakdown end time for
             schedules.
7.4.8        The system must display events on an interactive calendar including location,
             start time, and event status.
7.4.9        The system must track facility usage cost with billing, payments, and usage
             summary.
7.4.10       The system must support the set up of standard schedule fees for invoicing.

7.4.11       The system must automatically generate invoices for events.
7.4.12       The system must be able to create detailed and summary level reports on all
             reservations.


7.5          Financial Management
7.5.1        The system must provide the ability to track charges to the requesting
             organization and Capitol Facilities division budget levels.
7.5.2        The system must provide the ability to individually track labor, materials, and
             other costs.
7.5.3        The system must provide the ability to generate chargeback information.


7.6          Space Management
7.6.1        The system must be able to quickly query floors and organizations for their net,
             core, gross and remaining available areas as well as the amount of space that
             each organization occupies.
7.6.2        The system must manage area information including square feet and use
             classification based upon job class within an organization.
7.6.3        The system must be able to calculate charges for space allocations based on a
             floor-level or space-level space rate.
7.6.4        Desirable for the system to support integration with CAD drawings for graphical
             space management, including occupancy status.


7.7          Reporting
7.7.1        The system must provide a broad selection of standard reports for novice users.
        11/10/2011                                               Exhibit L - BRICKS Project Requirements                                                                                      76




                                                                                                                  Configuration

                                                                                                                                  Yes - System
                                                                                                  Functionality




                                                                                                                                                             Not Possible
                                                                                                                                  Modification
                                                                                                   Yes - Base




                                                                                                                                                 Alternate
                                                                                                                    Yes - via




                                                                                                                                                 Solution
No.          Requirement                                                                                                                                                    Vendor Response


7.7.2       The system must provide the ability to select and sequence report data.
7.7.3       The system must provide the ability for advanced users to design and retain new
            reports.
7.7.4       The system must provide the ability to generate graphs and tabular reporting.

7.7.5       The system must provide the ability to print reports, attach to email or download
            in HTML or PDF format.
7.7.6       The system must support extended reporting options such as Microsoft Word
            and Excel and OLAP tools such as Crystal Reports and COGNOS.
7.7.7       The system must provide historical analysis for any type of equipment, person,
            area, etc. such as identification or repeat or multiple problems per location or
            equipment.


7.8         Administration
7.8.1       The system must have the ability to create configurable executive dashboards.

7.8.2       The system must have the ability to manage equipment warranties.
7.8.3       The system must be able to record Service Agreements to define which service
            providers service which properties, at a minimum including contract name,
            effective date, expiration date, service provider identification, standard material
            and labor or per-occurrence charge rates.

7.8.4       Desirable for the system to capture information for vendor performance, such as
            response time, completion time, service type, services and/or materials provided
            and comments.


7.9         Capitol Complex (CC) Leasing
7.9.1       System must be capable of maintaining a Capitol Complex (CC) Lease
            Agreement template that can be configured by CF.
7.9.2       System must provide a method to record, track and report on CC leases,
            including but not limited to lease status (i.e., active, inactive, proposed), and
            information on CC Lease Agreement.
7.9.3       System must allow electronic or scanned documents and emails to be attached
            to a CC lease with access by CC lease number, lessee, building, etc.

7.9.4       System must provide the ability to create lease issues and approval letters to
            communicate with a lessee.
        11/10/2011                                            Exhibit L - BRICKS Project Requirements                                                                                     77




                                                                                                              Configuration

                                                                                                                              Yes - System
                                                                                              Functionality




                                                                                                                                                         Not Possible
                                                                                                                              Modification
                                                                                               Yes - Base




                                                                                                                                             Alternate
                                                                                                                Yes - via




                                                                                                                                             Solution
No.          Requirement                                                                                                                                                Vendor Response


7.9.5       System must be capable of maintaining a template of standard tasks and/or
            deliverables that can be configured by the CF staff to track a CC lease through
            approval.
7.9.6       System must be able to automatically route CC leases through the approval and
            execution process.
7.9.7       System must be able to automatically notify when a CC lease deliverable/task is
            overdue.
7.9.8       System must be able to identify upcoming CC lease expirations and facilitate
            email notification to the lessee.
7.9.9       System must, at a minimum, be able to generate a Fiscal Year Revenue
            Estimate report with annual and monthly cost by building and fund with sub and
            grand totals.

								
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