Exhibit E
Facility Software Requirements Checklist
No.
Feature
F/C/N:
F = Fully functional with normal configuration
C = Requires customization
N = Not available
$ = Include estimated fee if customization necessary
If the application requires customization to provide this functionality,
please insert a line below each requirement and explain.
1
General Application Requirements
1.1
Solution includes space management, space planning, strategic planning,
asset management, and maintenance management capabilities.
System is web based with user access through a standard web browser
System should be an “off the shelf” package with user definable
configuration allowing flexibility to match site specific processes
Supports industry standard area calculations (BOMA Method A or B)
Individual rooms can be allocated to one or more organizational entities
Includes both standard and user defined data for buildings and assets
Building data can be tracked by building, floor or room
System links data to AutoCAD drawings
Link to AutoCAD is a seamless and bi-directional
System links data bi-directionally to and from Revit files
Includes an easy-to-use, industry standard report writer
Navigation is primarily graphical, with consistently designed user interface
screens and consistent keystroke functionality throughout the application
Allows an unlimited number of user-definable data fields
System as delivered contains a significant number of facilities
management, space and asset reports
Ad hoc query capability includes the ability to query AutoCAD drawings
for such things as vacant spaces or spaces with certain characteristics or
occupancy
Has easy-to-use reporting tools that support generation of standard
reports and the ability to generate special queries, to sort and filter data in
a variety of ways
Strong query capability with a user friendly interface
Provides a "notes" capability throughout the application in order to record
activities and actions taken which are not accommodated within the data
structure itself
All system data can be compared by user-definable time periods
Users can construct and save customized queries
Has the ability to use maps, drawings and photos to graphically drill down
to critical data
User can customize web screens & pages to give them the user’s look &
feel, i.e., using the user’s logo, colors and fonts
Provides Conference Room Scheduling and Reservation capabilities, or
links to Conference Room Scheduling tools, including default and
alternate furniture layouts
System shall provide real time “Dashboards” (work in progress screens)
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.12
1.13
1.14
1.15
1.16
1.17
1.18
1.19
1.20
1.21
1.22
1.23
1.24
1.25
F/C/N
$
No.
1.26
1.27
2
2.1
2.2
2.3
2.4
3
3.1
3.2
3.3
3.4
3.5
3.6
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
Feature
that display work order statuses, assigned tasks, location of work and
assigned labor
System shall have the ability to interface with Lawson enterprise
accounting system
System shall have the ability to transfer data from County’s legacy
facilities software system (Facilities 360)
Totals:
Security Requirements
Security can be defined by both field, user and function
Security can restrict user access to drawing layers, data fields and to
specified reports or queries
Maintains a unique security profile for each user I.D. and groups of like
users
Can allow Contractors, as well as employees, to be system users without
jeopardizing system security
Totals:
Technical Requirements
System should have multiple published API’s and maintain architecture
that is consistent and supportive of interfacing with future Microsoft
products, development and the growth of Internet technologies
System does not rely on proprietary software for either graphical display
or navigation, for database functionality or for report development
The application must operate in a 64-bit environment with a Windows 7
professional operating system for desktops or compatible to Windows XP
if needed and minimum version of Windows 2008 for server
System must support a minimum version of Microsoft SQL 2008 R2
relational database management system. Please list other databases
supported.
System has database tools to repair and recover files and perform
preventive maintenance
Modules are tightly integrated and share a common data structure and
data tables
Exports and imports data to/from spreadsheets, databases and other
standard Microsoft products
Has disaster recovery capabilities
Incorporates interface with AutoCAD from AutoDesk rather than with a
proprietary drawing system
All modules share common tables, use similar start up screens, use
standard interface capabilities throughout and are written in a consistent
language and development environment throughout
Allows multiple users to access the various modules at the same time
without noticeable negative impact on the computer network response
time or product functionality.
Provides integrated Intranet/Internet connectivity with similar security and
"look and feel" as local access
Has a menu driven interface with pick lists and context sensitive on-line
help
Has the ability to handle large volumes of data, to archive data and to
import/export data in all tables
Is a "thin client" application
Page 2 of 7
F/C/N
$
No.
3.17
Feature
Provides intuitive online help
F/C/N
Totals:
4
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
4.18
4.19
4.20
4.21
4.22
4.23
4.24
4.25
4.26
4.27
5
5.1
Space and Occupancy Management Requirements
Tracks space and occupancy for multiple sites and buildings
Produces predefined space utilization reports on demand
Can track rental and operating costs per SF by space types
Can track space and the space occupant to different organizational
entities
Tracks attributes for rooms such as wall finishes, floor finishes, lighting
conditions, etc.
Tracks conference room characteristics such as AV equipment, room setup and capacity
Tracks the assignment of spaces to divisions, departments and
employees
Ability to classify all spaces by user defined codes for categories of
occupancy and assignment
Incorporates functional stacking and blocking capability
Ability to store and analyze space utilization data for each facility
Ability to monitor user-defined space standards by employee type or job
function
System can compare actual space standards to space allocations
Both graphical display and text reporting of vacant, underutilized or over
utilized spaces
Supports user defined space uses and space types
Tracks organizational hierarchy by matrix of department and division rollup
Bi-directional link to AutoCAD for area calculations, space labeling and
graphic displays of database queries
Allows for a distinction between occupancy and ownership of spaces
Supports prorating of building common and primary circulation space
Ability to generate preliminary restacking plans and to save various
versions of a plan for graphical review
Tools to allow a user to implement the appropriate measures to ensure
there is consistent documentation and good tracking for handling of space
requests
Tools to allow a user to develop recommendations for the appropriate
utilization of space, based on data collected
Ability to provide "net usage" square footage value by division or
department
Ability to attach photographs of the property to the property record
Has multiple, flexible, detailed data fields for properties and buildings
Has the ability to add additional fields as required.
Provides space use management capabilities
Provides the ability to associate personnel with assigned building parking
spaces
Totals
Strategic Planning Requirements
Supports the creation of future year space forecasts based on headcount
projections, percentage growth or total area
Page 3 of 7
$
No.
5.2
5.3
5.4
5.5
5.6
5.7
5.8
6
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
6.12
6.13
6.14
7
7.1
7.2
7.3
7.4
7.5
Feature
Capable of performing “what if” scenarios to facilitate the process of
running multiple space forecasts and selecting the right one
Scenarios are saved and do not automatically update current space
occupancy data
Can generate space projections based on baseline workspace demand
and forecasts and can adjust the projections based on feedback from
business leaders to generate new summaries
Can store and analyze space utilization data for each facility and each
department
Can produce re-stacking plans
Can produce interactive stacking diagrams whereby user can drag and
drop departments and graphically view immediate and future impact of
strategic plans
Can produce re-stacking plans for multiple buildings at once
Totals:
Asset Management Requirements
Tracks assets to organizational entities and to individual employees
Tracks the location of assets or equipment, both in the software database
and on an AutoCAD drawing
Ability to create an asset catalogue that includes digital photographs,
maintenance procedures and other text documents
Performs asset counts automatically
Tracks asset and equipment warranties with alerts for warranties due to
expire within a user specified time period
Tracks employee ownership of equipment such as laptops, pagers and
cell phones, used both off-site and on-site
Can zoom and print scaled drawings to show asset or equipment
locations within rooms
Tracks asset costs and depreciation
Ability to track assets throughout the purchase, use and retirement
process
Supports bar coding using industry standard formats
Maintains accurate inventories of assets in a warehouse
Capable of interacting with palm/handheld barcode readers
System shall manage the lifecycle of physical assets such as property,
buildings, and equipment, plus the ongoing expense of parts and supplies
and capable of generating long-range replacement schedule
Stores results from building condition inventories
Totals:
Maintenance Management Requirements
Contains predictive and preventative maintenance management data, and
connects data to assets on drawings.
Facilitates online work order requests, allows assignment and
prioritization of response, and provides online feedback to requestor and
managers.
Coordinates supervisors, technicians, workshops and outside vendors to
complete facilities maintenance tasks
Automates e-mail and Web messages, tracks deadlines, and supports
facilities maintenance process
Tracks and reports on critical data associated with service requests, such
Page 4 of 7
F/C/N
$
No.
7.6
7.7
7.8
7.9
7.10
7.11
7.12
8
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
8.11
8.12
8.13
8.14
8.15
8.16
8.17
8.18
8.19
8.20
8.21
Feature
as repair costs, response time, and work history.
Provides self-service request forms and work order status views for
internal customers.
Tracks progress of all maintenance requests from handheld wireless
devices
Maintains an inventory of building equipment with maintenance and cost
history
Schedules e-mail reminders for FMs and vendors for preventive
maintenance tasks
Creates maintenance tickets automatically for scheduled maintenance
jobs
Routes work orders to internal staff and vendors
Runs reports on various vendors and equipment to analyze costs
Totals:
AutoCAD Drawing Interface Requirements
Bi-directional interface between AutoCAD 2010 or higher and the system
database
Does not use a proprietary drawing system to display graphic information
Native AutoCAD drawings can be viewed over the web in read-only
format
New AutoCAD layers can be created and viewed
Incorporates space standards and monitors occupancy against those
standards
Can incorporate scanned AutoCAD drawings for reference purposes
Graphically displays spaces by occupancy status, i.e., vacant, occupied,
over capacity, under capacity, etc.
Graphically displays spaces that are shared by one or more
organizational entities and includes a user determined percentage of the
space in space reports
Displays space query results in color-coded or hatched formats
Can create, name and save graphical queries for future use
Can run automatic graphical queries across several or all floor plans
Calculates exact space footage from accurate scaled AutoCAD drawings
and changes the square footage calculation instantly if the drawing is
altered
Can produce a report of spaces that are on the drawings but missing from
the database
Can store AutoCAD drawings depicting occupancy from prior time periods
Links space boundaries (polylines) on drawings to space records in the
database
Recommended polylining process accounts for all space in the square
footage calculations
Displays the location of people and assets on drawings based on
locations recorded in the database
Can integrate furniture vendor layout drawings into the system as a
separate AutoCAD layer
Produces automatic legends on floor plans for color-coded department
occupancy
Can print scaled drawings in a variety of sizes including 8 ½ x 11
Drawings act as graphic reports, displaying text from the database on the
drawing
Page 5 of 7
F/C/N
$
No.
Feature
F/C/N
Totals:
9
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
9.13
9.14
9.15
9.16
9.17
9.18
9.19
9.20
10
10.1
10.2
10.3
10.4
11
11.1
11.2
11.3
Report Writer Requirements
Incorporates an industry standard report writer, including Microsoft Web
Reporting Services
Compatible with multiple printer types
Reports can be printed to the screen, to a printer or to a file
Reports can be previewed on screen before being sent to a printer
System is delivered with a large number of standard reports
System allows user to select paper size and orientation as part of the
report design
Ad hoc query functionality is user friendly
Reports can draw on information from all system modules
Users can create and save an unlimited number of custom reports
Users can create and save ad hoc queries
Reports and queries can be accessed, created and saved via the web
access
System has import/export capabilities with .tif, .pdf, and .xml formats
Standard reports, custom reports and queries can be shared with all
users, including web users
Reports can be limited to certain users based on security conditions
Related reports can be grouped together within a menu structure for ease
of use
Report appearance can be customized to include user logo, colors, fonts,
etc.
Ability to seamlessly use industry standard third party report writers if
necessary
Data can be exported in a variety of formats
System provides comparative analysis and tickler type reporting
capabilities
Users may construct and save customized queries, in the form of either
screens, forms, and/or reports
Totals:
Energy Efficiency Management Requirements
Ability to import data (either manually or automatically) from suppliers to
monitor and target usage of main utilities (electricity, gas, water, oil, fuel)
Full data validation is provided for both manual or automatic data entry
Tolerance checks highlight where invoices may be in error or where
usage or cost varies significantly from past performance
Provides analysis reporting, including trend analysis and comparison with
previous performance, comparison with targets or benchmarks, ranking of
buildings or facilities according to performance
Totals:
Training and Customer Support
Provide system training necessary to transition to production on a live
basis. The proposed price should include all necessary and
recommended training. Include a detailed training plan and total hours
Provide training for all levels of users from management to system
administrators to facilities maintenance staff
Provide a variety of training media including manuals, job aids and
Page 6 of 7
$
No.
11.4
11.5
11.6
Feature
instructional CDs
Provide report writer training
Provide support services agreement offering support through an unlimited
800 line from 7 am to 6 pm CST, Monday through Friday. After hours
support should also be available through a forwarded phone service
Provide remote diagnostic/monitoring support. These options must be
provided as well as on demand web-based support
Totals:
Totals:
Grand Totals
Page 7 of 7
F/C/N
$