Project Management Information System

The vendor is required to provide a contractor-hosted, web-based, software-as-a-service (SaaS) software program, which will be referred to as the program management information system (PMIS) that will be used by various county departments.
1. Business functional requirements
- Capital planning and cash flow
• Ability to plan portfolio of projects and manage multi-year capital plans
• Ability to plan at any level in the enterprise hierarchy and project cost breakdown structure
• Ability to define scoring metrics for projects and run calculations to prioritize projects
• Ability to version and do what if analysis of mix of projects
• Ability to save different versions of cashflows for capital plans
• Ability to update capital plan while in progress
• Ability to create a program-wide cash flow by combining project-level cash flows from active projects and cash flows for planned work scope items that are not yet associated with any project
• Ability to modify funding sources through iterations of the capital plans
• Ability to track funding sources and how it is used for capital planning
• Ability to export a capital plan to an excel spreadsheet.
- Portfolio and project management
• Ability for users to request new projects with customizable required attributes based on different templates for various divisions and project types
• Ability to create programs and projects from predefined and pre-configured templates where processes can be automatically included
• Ability to maintain standard project meta data such as name, number, phase, status, department, etc. as well as customizable metadata related to different pw divisions
• Ability to provide drop-down lists and validation tables on user-defined fields with the values configurable based on project type
• Ability to consolidate or reuse information from existing projects for newly created projects as a starting template
• Ability to track and report on projects through different phases of project lifecycle
• Ability to configure gateway approvals workflows at major phases of project lifecycle
• Ability to create/setup roles for gateways approval processes
• Ability to document lifecycle gateway status on projects
• Ability to sync calendars with microsoft outlook
• Ability to create a process to manage and approve project closeout
- fund management
• Ability to provide a process to create and allocate multiple portions of a fund/grant as awards for a specific scope of work of a project
• Ability to provide a process to assign one or multiple funds to a project
• Ability to track the status of grant from opportunity announcement to closeout
• Ability to add soft cost and other factors to the estimate
- Procurement management
• Ability to integrate with estimating database to pull from engineers' estimates bid items
• Ability to record at least the three lowest bids for each contract.
• Ability to create bidders list from previous & qualified vendors
• Ability to create minimum bid requirement checklist
• Ability to email correspondences to be stored by cc'ing a project email address
- Dashboards
• Ability to provide multiple dashboards which are configurable for individuals, managers, and executives with the ability to drill down into data
• Ability to allow users to configure a personal dashboard
• Ability to provide pre-built widgets for every module
• Ability to print a dashboard to pdf
• Ability to provide data in a format compatible with MS Power BI and other business analytics
• Ability to connect to 3rd party dashboard from within the system
2. System technical requirements
- General system
• Ability to implement PMIS solution using configuration only; pw is not interested in product customization
• Ability to provide out-of-box (OOTB) best practices and templates that can be configured, rather than having to create them from scratch
• Ability to utilize software-as-a-service (SaaS) application hosting approach that does not require the installation of any third-party applications (other than a web browser and desktop PMIS client app, if provided) or browser plug-ins
- Security and access
• Ability to ensure that only system users with the relevant access rights are permitted to enter or amend stored information
• Ability to encrypt data at rest and transit from PMIS to ERP, EAM (enterprise asset management software), ARCGIS (geographic information system), and another interface point, as well as communications to client browsers and mobile devices using current industry best practices and technology
• Ability to use FIPS 140-2 compliant encryption solution (federal agencies compliant) and, at minimum use industry standard cryptography available for the platform
• Ability to ensure that audit trail is not periodically overwritten
• Ability to run audit reports on all user profiles to review workflow approvals, data entries, and edit
- Performance, availability and scalability
• Ability to expand beyond agency divisions to other pw divisions and units
• Ability to enable client to leverage web-based & mobile device access to functionality that is available anytime and from anywhere that offers an internet connection within the framework of network security best practices
• Ability to provide 24/7 p1 incident support, including outages and levels of regular support depending on issue
- Compatibility and integration
• Ability to provide detailed technical documentation, including system database structure, configuration, API interface, and other administration functions
• Ability to geographically display a project location by integrating with ESRI ARCGIS (v 10.7.1 and higher), or using well-known-text (WKT)
• Ability to integrate with various PMD i, ii, & iii in-house and off-the-shelf software and databases managing miscellaneous processes including funding, contracts, etc.
• Ability to integrate with market-leading facility asset management system (e.g., Maximo, city work, etc.) for items including, but not limited to, asset and warranty data turnover or project-related requests
• Ability to integrate with content management systems
• Ability to integrate with 3rd party scheduling systems
• Ability to integrate with MS 365 (send notifications through email system along with file attachments and direct links to PMIS (e.g., MS outlook)
• Ability to integrate with 3rd party timesheet system
• Ability to integrate with Bluebeam
• Ability to integrate with cad
• Ability to feed cost data through manual entry, process workflow, data imports, and integration with another system
• Ability to integrate with LCP tracked
- Mobile application
• Ability to use mobile solution on a variety of mobile devices (laptop, tablet, smartphone, etc.) and operating systems (android, apple iOS, windows, etc.)
• Ability to use mobile solution in connected or disconnected mode with buffered data and automatically upload and download changes when a connection has been re-established
• Ability to access all modules of the system in the mobile app for both android and apple iOS
• Ability for users to complete action items, upload pictures in the mobile application for both android and apple iOS
- Other administrative requirements
• Ability to manage and configure the application and settings from within the tool through an admin account
• Ability to create different levels of administrator permissions
• Ability to create role base workflow approvers and create different levels of approves based on roles.
- Only the main document is available on our website. Additional documents can be accessed at the following website: https://www.bidexpress.com/solicitations/40158
- Contract Period/Term: 1 year
- Optional Proposers' Conference Date: April 15, 2025
- Questions/Inquires Deadline: April 22, 2025