RFQ-REQUIREMENTS ELECTRONIC PLAN REVIEW SOFTWARE.PDF

Maricopa County
RDSA-IT
REQUEST FOR QUOTE
REQUIREMENTS SPECIFICATION
Regional Development Services Agency
Electronic Plan Review Software
Replacement Project
Version #2 Last Revision Date: 3-22-2013
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Request for Quote Document Approval
Stakeholder Title Date Signature
Planning and Development
Lynn Favour Deputy Director for 3-26-2013 Verbal and email Approval
Development Services Branch
Lucinda Swann Air Quality Department
Permitting Division Manager
Environmental Operations
Robert Stratman Program Supervisor Permitting
Services for Environmental
Services Department
Division Manager | Waste and
Kevin Chadwick Water Management Division of 3-11-2013 Verbal Approval (Phone)
the Environmental Services
Department
Revision History
Date Version Description Author/Contributor
3-11-2013 #1 Original Version Hugh Iseman
3-22-2013 #2 After Stakeholder Review Hugh Iseman
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TABLE OF CONTENTS
Contents
1. Scope ....................................................................................................................... 4
2. Vendor Proposal Preparation Guidelines ................................................................. 4
3. Reference ................................................................................................................ 4
4. Business Rules ........................................................................................................ 4
5. Business Requirements ........................................................................................... 5
6. Functional Requirements ......................................................................................... 6
6.1 System Features .................................................................................................... 6
6.2 External Interface Requirements ......................................................................... 11
6.2.1 User Interfaces ........................................................................................... 11
6.2.2 Hardware Interfaces .................................................................................... 11
6.2.3 Software Interfaces ................................................................................... 111
6.2.4 Communications Interfaces ......................................................................... 12
6.3 Other Nonfunctional Requirements ..................................................................... 12
6.3.1 Performance Requirements ......................................................................... 12
6.3.2 Safety Requirements .................................................................................... 12
6.3.3 Security Requirements ............................................................................... 122
6.3.4 Software Quality Attributes ............................................................................ 13
7. Other Requirements ............................................................................................... 14
8. Design .................................................................................................................. 144
8.1 Design Considerations ..................................................................................... 14
8.2 Proposed Business Process Workflow ............................................................. 15
9. Vendor Additional Response to Request ................................................................. 17
10. Vendor Detailed Quote Information…………………...………………………………..18
10.1 Respondent Information……………………………………………………………18
10.2 Total Implementation Costs……………………………………………...…...……18
10.3 Hardware Requirement Documentation………………………………………….22
10.4 Software Documentation…………………………………………………………..22
10.5 Respondent Estimated Project Implementation Time…………………………..22
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1. Scope
To provide a replacement for the existing version of the Electronic Plan Review
Software (EPRS), this is currently ProjectDox version 7.2.2.13, from Avolve Software.
The current ERPS version is not compliant with new workstations being deployed in the
near future. The new workstations have 64 bit processors and are being deployed with
a version of Internet Explorer not supported by the current version of the EPRS.
2. Vendor Proposal Preparation Guidelines
This document represents the current requirements/requests from Maricopa County
regarding the possibility of using your latest product release to replace the existing
EPRS. Each requirement has a section for a response from each prospective vendor.
There is also a section (9.0) at the end of this document for additional information
related to any requirement. Section 10 is the detailed information for the vendor’s
quote.
We are looking to implement the selected product June 30, 2013. Please include in
your responses your time frame requested to perform any quoted work.
To this end we are requesting your response including your quote by April 5, 2013 at
5:00 pm. Maricopa County Management and Maricopa County Procurement will review
these quotes and let each vendor know their decision. If you have questions, please
contact: hughiseman@mail.maricopa.gov.
3. Reference
The link to where the original copy of this document is in the Project Management
SharePoint Site (Share Documents):
ProjectDox Replacement Software Project (folder) / Request for Quote – Requirements
Specification – Electronic Plan Review Software.docx (file)
4. Business Rules
4.1 Software Replacement must not be implemented into production during normal
Business Hours (M-F 8 AM to 5 PM).
4.2 During and 60 day post implementation, Vendor of the new software, must be
available with a 24 hour response to an issue.
4.3 Would be best if the current Electronic Plan Review Software be available and
be able to be switched back into production in case new software has an issue for
the first week after implementation.
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4.4 Current Projects to be transferred to new EPRS software, linked to AA workflow
task and workflow task status.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
4.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
4.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
4.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
4.4 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
5. Business Requirements
Below are some general requirements of the Electronic Plan Reviewing Software
(EPRS) that Maricopa County requires.
# Business Requirement Description
5.1 Ability to work with Windows and MAC Computers.
Ability to have two way communications between the Electronic Plan
5.2 Review Software (EPRS) and Accela Automation (AA).
Ability to invite internal staff and external dept. people to the project,
5.3 globally or on a project basis, through your EPRS.
Ability for the customers to invite others to the project, globally or on a
5.4 project basis, through your EPRS and those delegate by submitter in AA .
The chosen vendor to provide training for Maricopa County staff users and
5.5 IT staff.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
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5.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
5.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
5.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
5.4 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
5.5 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6. Functional Requirements
6.1 System Features
Feature Description and Priority Stimulus/Response
Sequences
6.1.1 Simultaneous Ability for multiple reviewers This is to give the
Multiple Reviewers. to review at the same time. flexibility that is currently
allowed in Accela
This is a High Priority. Automation.
6.1.2 Reassignment of Need to be able to easily This is to give the
existing Reviewers. reassign reviewers when flexibility that is currently
they are out of the office. allowed in Accela
Automation.
This is a High Priority.
6.1.3 Standard Need standard comments This is to allow the
Comments. that can be selected from a reviewer the ability to
drop down list to be used reuse, standard
for markup notation. comments that are
Standard comments will repeated comments
need to be segregated by commonly used.
groups for documents
reviewed by multiple
groups with different
standard comments.
This is a High Priority.
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6.1.4 Work with various Ability to upload This is to allow the
file formats. complicated plans in submitters to upload files
various formats, pdf, dwg, in various formats.
doc, docx, jpg, jpeg, jp2,
xls, xlsx, ppt, pptx, Vsd,
Vsdx… Also those new
formats are included in
updates to software in
keeping the releases from
other major software
companies.
This is a High Priority.
6.1.5 Not accept certain Ability to lockout (not This is to prevent the
file formats. accept) certain file formats submitters to upload files
like Tiff… in certain formats.
This is a High Priority.
6.1.6 Batch Stamping. Ability to perform Batch This will reduce manual
Stamping to a designated stamping currently
section of the submitted performed.
documents.
This is a High Priority.
6.1.7 Auto-archiving of Ability to auto-archive This will provide a
approve documents to approved documents to the reduction in labor over
SIRE EDMS. SIRE – Electronic what is currently being
Document Management done.
System (EDMS) we have.
This is a High Priority.
6.1.8 Markups on Ability to markups on a To make certain the
separate layers. separate layer on the replacement process
documents and that those matches the current
markups are placed on a process.
separate document able to
be sent to the submitter.
This is a High Priority.
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6.1.9 Output files that Ability to convert approved To provide submitters
are scalable. files to pdf or a file format enhanced flexibility.
that cannot be altered and
able to choose output size.
Standard ANSI paper sizes:
A: 8-1/2" x 11"
B: 11" x 17"
C: 17" x 22" (i.e. 17" x 24")
D: 22" x 34" (i.e. 24" x 36")
E: 34" x 44" (i.e. 26" x 48")
This is a High Priority.
6.1.10 Version Control, Ability to force resubmitted To make certain the
no matter what the files to versioning format. replacement process
submitter calls the file So reviewers do not need to cures an issue with the
name. coordinate which files are current process.
version 1, version 2, and
version 3 and do not have
to be the same name.
This is a High Priority.
6.1.11 Approved Version Ability to lock the approved To make certain the
– cannot be altered. version of the documents replacement process
from changes. matches the current
process.
This is a High Priority.
6.1.12 Compare Ability to compare different This would provide
different versions of versions of documents in needed capabilities for
documents in various file various file formats, such as current and future
formats. pdf, dwg, doc, docx, xls, reviews.
xlsx, ppt, pptx, Vsd, Vsdx…
This is a High Priority.
6.1.13 EPRS to trigger Ability of EPRS’s workflow This would provide
from an AA workflow to start in conjunction with enhanced capabilities to
event. AA’s workflow. Not need a what is now able to be
form to start the EPRS performed and would
workflow, but the trigger to solve current issues.
start a workflow in EPRS be
an AA event or action.
This is a High Priority.
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6.1.14 Written Ability of EPRS to provide a This would provide
documentation of mark- written document that has enhanced capabilities to
ups to the drawings that all the mark-up test and a what is now able to be
can be exported in a pdf snapshot of the area of the performed and would
format. drawing of concern for each solve current
mark-up. This document to requirements.
be able to be exported into
a pdf format for use to send
to the customer.
This is a High Priority.
6.1.15 Create an AA Ability of EPRS’s forms to This would provide
Project from an EPRS start (Initialize) a new AA enhanced capabilities to
form submittal (trigger). project. what is now able to be
performed and would
This is a Medium-High solve future issues.
Priority.
6.1.16 Sub related If 6.1.15 is able to be done, This would provide
issues with regard to have the ability of EPRS to enhanced capabilities to
6.1.15 accept Fees* and Schedule what is now able to be
Inspections so that it acts performed and would
as if these items were done solve future issues.
in AA. Also have the ability
to customize the web facing
user interface.
* Must meet Maricopa County
Financial Approval.
This is a Medium-High
Priority.
6.1.17 EPRS to accept Ability for EPRS to work This would provide
and have 3D drawing with 3D drawings and enhanced capabilities to
review functionality. provide the capabilities of what is now able to be
rotation, zooming on x-y-z performed and would
axis… solve future issues.
This is a Medium Priority.
6.1.17 Several projects Ability to perform a review This would provide
using the same and have same changes enhanced capabilities to
documents. apply to several different what is now able to be
Project Numbers. performed and would
solve future issues.
This is a Medium Priority.
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6.1.19 Using an EPRS Ability for Time Accounting This would provide
form to transfer Time in AA to be accessed and enhanced capabilities to
accounting information to performed from EPRS what is now able to be
AA. through forms. performed and would
solve future issues.
This is a Medium Priority.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.1.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.4 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.5 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.6 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.7 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.8 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.9 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.10 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
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6.1.11 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.12 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.13 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.14 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.15 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.16 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.17 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.18 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.1.19 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.2 External Interface Requirements
6.2.1 User Interfaces
Windows 7, IE 9 for Windows OS. Defined in Item 5.1
6.2.2 Hardware Interfaces
64 Bit hardware
6.2.3 Software Interfaces
Work with SIRE EDMS and Accela Automation and Accela Citizen Access
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6.2.4 Communications Interfaces
SMTP email (Outlook)
6.3 Other Nonfunctional Requirements
6.3.1 Performance Requirements
6.3.1.1 Vendor has a proven track record with other jurisdiction that also uses their
product in conjunction with Accela Automation and an EDMS such as SIRE.
6.3.1.2 The chosen vendor ‘s maintenance contract to include a level of service
agreement that states the response time on submitted issues from Maricopa County.
6.3.1.3 The chosen vendor ‘s maintenance contract to include training for upgrades,
on what are the differences and what are the new features for the upgrade
compared to the previous version.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.1.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.1.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.1.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.2 Safety Requirements
N/A
6.3.3 Security Requirements
6.3.3.1 To work with Microsoft Active Directory for authentication and also
ability to have users that are not in the current domain.
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Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.3.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.4 Software Quality Attributes
The replace product for the current EPRS must be able to show enhanced value over
the current EPRS. Specific areas of concern are:
6.3.4.1 PDF conversion of any eForms and/or files.
6.3.4.2 Auto-achieving of approved and other documentation into SIRE EDMS.
6.3.4.3 Ability to delegate a subset of Administrative capabilities that can be
assigned to another role.
6.3.4.4 Global Administration instead of Administration per project of users.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.4.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.4.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.4.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
6.3.4.4 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
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7. Other Requirements
7.1 Work with the RDSA-IT Staff to implement in a development,
training/testing and production environments.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
7.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
8. Design
8.1 Design Considerations
8.1.1 Create a singular workflow similar to the one in Accela Automation (AA)
and that both will be updated to the same workflow task or step when an
action is done in either product. That any field that is updated in one is
updated in the other product (that is designated to be updated).
8.1.2 Create forms, primarily to use as placeholders for fields that are in AA
but used for decision making in the EPRS.
8.1.3 Create scripts to facilitate workflow, forms and other communication
between AA and the EPRS.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
8.1.1 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
8.1.2 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
8.1.3 In Product Can be Customized Cost
Cannot Provide Add on module with Time
additional cost
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8.2 Proposed Business Process Workflow
The “OSS Building Electronic Plan Review Software Workflow Process” flowchart
displays the corresponding workflow tasks that are the same tasks as in the AA workflow
plus the additional tasks that are the EPRS workflows’ unique tasks.
The “OSS Building Electronic Plan Review Software Workflow and the AA workflow
comparison (Major Tasks)” displays that each of the tasks in the AA workflow correlates
to a major task in the EPRS workflow.
Proposed OSS Building Electronic Plan Review Software Workflow Process
Set Submitters
Start Permissions to
View Only #1
Update Pre-
Review to State B End Workflow
Info on Review (2nd Pre-review)
Options / ARS 11- Longer
1605 & Application than 10
has been received Submitter Days Submitter Re-
(email) Resubmit Notify Apply Notification
(email) (email)
Update Pre-review Set Submitters
Sessoin to State A Permissions to
(Initial Pre-review) View, Upload,
View Markups #1
OTC Revision Request
Minimal
Front Counter Pre-
requirements for
review Session - Failed End Workflow
applying not
AA Task #1
submitted(email)
The Assignment of the
Approved
Reviewer will be done in AA
Front Counter
Acceptance – AA
Task #2 The Assignment of the
Reviewer will be done in AA Change Group to
Submitter Payment
Notification (email) The Assignment of the Cashier / View Only
Initial Fee
Payment – AA person will be done in AA
Submitter Task #3 Additional Permits are
Notification of GO To Permits Submitter Resubmit Request
Waiting on Fee performs Revision 3 Month
Payment (email) Notification (email)
Intake and Routing The Assignment of the
AA Task #4 Reviewer will be done in AA
Submitter Notified
- Payment The Assignment
Received – Go To Department of the Reviewer will Assign Submitter
Permits (email) Review – AA Task be done in AA to Revision
#5
Submitter Notified The Assignment
of Payment of the Reviewer will Change Group
Received – No Go QC Reviewer – AA be done in AA Assignments
To’s (email) Task #6
Applicant Notified Submitter can
that Final payment Convert to PDF & Copy Set Submitters Download
is required.(email) Permit Issuance – Approved and Required Permissions to Approved
AA Task #8 Documents to SIRE’s
Download Documents and
EDMS
Permit (email)
Applicant Notified
that 15 Days has The Assignment of the Issuance
expired 2nd Notice person will be done in AA
(email) End Workflow
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OSS Building Electronic Plan Review Software Workflow
and AA Workflow Comparison (Major Tasks)
ER AA
Workflow Workflow
Start
The Assignment of the Front Counter Pre- Front Counter Pre-
Reviewer will be done in AA review Session review Session -
AA Task #1
The Assignment of the Front Counter Front Counter
Reviewer will be done in AA Acceptance Acceptance – AA
Task #2
The Assignment of the Cashier /
person will be done in AA Initial Fee Initial Fee
Payment – AA
Payment
Task #3
The Assignment of the Intake and Routing Intake and Routing
Reviewer will be done in AA AA Task #4
The Assignment of the Department Addressing
Reviewer will be done in AA Review Review – AA Task
#5
Building Plan
Review – AA Task
#5
Zoning Review –
AA Task #5
Drainage Review –
AA Task #5
Environmental
Services Review –
AA Task #5
Flood Control
District Review –
AA Task #5
MCDOT Review –
AA Task #5
The Assignment of the QC Reviewer QC Reviewer – AA
Reviewer will be done in AA Task #6
Collections – AA
Task #7
The Assignment of the Issuance Permit Issuance –
person will be done in AA Permit Issuance AA Task #8
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9. Vendor Additional Response to Request (Please specify request
number (ex: 6.3.3.1) when providing additional Information.)
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10. Vendor Detailed Quote Information
10.1 Respondent Information
RESPONDENT NAME
VENDOR NUMBER
ADDRESS
P.O. ADDRESS
TELEPHONE NUMBER
FACSIMILE NUMBER
WEB SITE
REPRESENTATIVE
REPRESENTATIVE E-MAIL
10.2 Total Implementation Costs
License Cost (please list as applicable to your software)
Software Quantity Module Concurrent / Cost Per Total Cost
Server License License
Are licenses concurrent or single use? (please describe):
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Other 3rd Party software products that must be licensed (list and briefly describe, if
applicable):
Software Quantity Module Concurrent / Cost Per Total Cost
Server License License
Software Maintenance Cost (10 years):
(8AM-5PM) FULL MAINTENANCE AND SUPPORT
Year 1 Year 2 Year3 Year4 Year5
Year 6 Year 7 Year 8 Year 9 Year 10
(24 X 7) FULL MAINTENANCE AND SUPPORT
Year 1 Year 2 Year3 Year4 Year5
Year 6 Year 7 Year 8 Year 9 Year 10
Briefly describe what is included with maintenance costs listed above:
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Please provide any other costs which are associated to software maintenance:
What are your 'specific' hours of support based on costs above?
Resource Cost:
Please list the vendor resource, cost per hour and number of hours below:
Resource Cost per Hour Number of Hours Cost
Project Manager
Business Analyst
Application
Developer
Senior Application
Developer
System Engineer
Other implementation services that must be purchased (list and briefly describe, if
applicable):
Service Description Cost
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Training Cost:
Please list the class name, type of training (classroom, webinar, train the trainer), who
the audience (Administrator, End User…) is, duration and cost per type:
Training Name Type of Training Audience Duration Cost
Total Cost =
Travel Cost:
Please describe any anticipated travel and costs associated with the project
implementation, consulting and training (per Diem cost is AZ per Diem):
Reason Airfare GSA per Duration Number of Cost
Diem (days) Trips
Total Cost =
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Other Costs:
Please list and describe any other costs, if applicable:
Other Cost Item Name Description Cost
Total Project Cost:
10.3 Hardware Requirement Documentation (Please Attach):
10.4 Software Documentation (Please Attach):
10.5 Respondent Estimated Project Implementation Time:
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