Cloud-based ADA Tracking and Self Evaluation Software

The Vendor is required to provide software as a service (SaaS) cloud-based Americans with disabilities act (ADA) compliance and tracking solution software will need to collect and report project information that will include, but not be limited to, self-evaluation, transition planning, and grievance tracking for physical property.
- System requirements – cloud based standalone ADA must meet or exceed the following:
•    System platform intelligence must be built around current (ADA) guidelines, rules, and regulations for government agencies; 
•    Core function of the system must be a facility ADA compliance tracking system and must not be an add-on to an asset management system. 
•    This system should be an off-the shelf system, city is not seeking a custom developed system; 
•    System must be able to store agency asset information that includes but is not limited to cost, location, age of asset, and work order management; 
•    System must be an intuitive and simple cloud-based platform and interface for data entry; 
•    Online forms must be configurable to fit the needs of city
•    System must have the capability of uploading attachments, including documents and photos; 
•    System must meet state data storage standards; 
•    System must include a very robust and thorough audit trail; 
•    System must integrate with Microsoft outlook to allow for notifications, communications, and calendar appointments to be sent via agency email; 
•    System supports role-based user groups with ability to establish least privilege (for example, but not limited to, grievance tracking, inspectors, administrators); 
•    Must be able to accommodate multiple simultaneous users; 
•    Number of users involved in the grievance submission and resolution process will be determined at time of implementation.
- Input data
•    Provide functionality to upload existing ADA audit and transition reports and associated data files into the software. 
•    During the bidding process vendors will be able to request temporary access to the city’s data to determine the quantity and price for this process.
 - Grievance tracking:
•    System will provide a customizable workflow to follow the grievance from submission to resolution and allow for multiple users to participate in the grievance process; 
•    Multiple users will have the ability to monitor the status of the grievance and add information while the grievance is under investigation; 
•    System will retain information for future reporting after the grievance becomes inactive or resolved.
- Maintenance and repair tracking:
•    System will track barrier removals needed to bring an asset up to ADA compliance;
•    System will allow scheduling of maintenance for assets to maintain ADA compliance;
•    System should assist with scheduling asset end-of-life transitions and failures.
- Transition plan:
•    Manages and maintains the history of changes;
•    GIS location;
•    Platform for public comment, public surveys, or public notices;
•    Links real-time to city GIS programs;
•    Ability to upload inventory lists.