Simplifying Software Selection Home for Selecting Building Access Management

Building Automation System

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 Software Selection > RFP Templates > Building Automation System Selection                                                   Frequently Asked Questions  -   RFP Checklist

Select Building Automation System Successfully

Building Management System (BMS) Selection Templates - 1,900+ Criteria - Updated Monthly - Pricing at Bottom

The most reliable way to identify user needs, determine software requirements, prepare an RFP,
evaluate proposals, hold demonstrations, and select building management system.

Choose BAS Accurately (avoid making the wrong decision!)

Save Time - These templates for selecting building management system contain over 1,900 selection criteria, saving you
weeks of time trying to identify requirements from scratch. All criteria are in quantitative format for choosing BAS systems.

Save Effort - Full sentence BMS requirements reduce the effort needed to answer vendor questions. Full input validation eliminates the need to clarify vendor responses. Automated response scoring eliminates the need to manually score thousands of vendor replies. Allow your staff to focus on their core job responsibilities.

Save Money - The templates listed below reduce or eliminate the need to bring in outside resources and/or pay for extra overtime to address false starts and do-overs caused by overlooked requirements. Select software more effectively.

Avoid Mistakes - Each template provides meaningful decision-making information, all based on your requirements, as needed during each step required to accurately choose building management system.  Quickly select the best building management system by using the quantitative BAS requirements and software selection templates discussed below  

Building Automation System Selection Criteria

Keep your project on target! All building management system requirements are reviewed and updated on a monthly basis. Easily customized, these templates are pre-loaded with over 1,900 criteria about:


Multi-Language Operation Building Access Management Lighting Control
Multi-Company System Capacities Surveillance Video
Multi-Location International Cross Time Zone Key Management
General Reporting System Security Alerts & Messages
Web Enable Functions BACnet Conformance Mobile Apps
Search Facilities Full Access Control Document Capture
Customizable Screens Card Reader Support Document Retrieval
Online Help Biometrics Workflow Processing
Dashboard Design Lockdown Security Cloud Administration
Payroll Dashboard Alarm Management ...and more
Building Control Dashboard Badge Management
Time Data Capture Vistor Management
Attendance Tracking Elevator Control
Payroll Threat Level Management
Payroll Deductions HVAC Control


Tools for Selecting Building Automation System Software

This Building Management RFP Toolkit Includes the following:

This video shows how these customizable, template-based tools help you at each step of the building automation system selection process to:
Save time and obtain better results.

Actual screens and questions from this RFP template are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, select, acquire, and implement the building management system solution best suited to your organization's needs.

This RFP Template with Evaluation and Comparison Toolkit include the following to Help Select BMS Successfully:

  In-Depth RFP Functionality - Obtain Meaningful Responses that are Easily Compared and Evaluated. This RFP Template INCLUDES the following capabilities:

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SAVE WEEKS, even MONTHS OF TIME by using over 1,900 feature criteria to quickly and accurately identify your exact needs, then simply delete the rest to easily create an unbiased building automation system RFP that best communicates your specific requirements to vendors!  Use this Excel-based, universally understood, and highly customizable template.  In addition, a detailed Feature to Cost Traceability function helps assure a smoother system inplementation and maximum ROI. View typical RFP Table of Contents.
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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other building management system RFPs, Infotivity RFP Masters template automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each building automation system RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable building management system system implementation schedules. View samples here.
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    Determine RISK and SUPPORTABILITY. Building Automation System RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed building automation system management software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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ENHANCEMENT COST TRACKING - This RFP template feature provides a facility for cross-referencing the cost of specific custom programming and/or scripting tasks with vendor invoices. This enables the RFP to become a very useful implementation cost management/audit tool. Ideal for Earned Value Management (EVM).
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CUSTOMIZABLE WEIGHTED GRADE SCORING - (automatically calculate suitability to unique company needs!)

Highly flexible weighted grade score based on user-defined weights down to the detail row and response level is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company's specific needs priorities. Calculate weighted scores by department, by workflow process, by application, or by activity to calculate a score that reflect the true value and impact of a proposed BAS system.

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    WORKFLOW TOPICS ensure the proposed BAS for management can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor building management system proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique building automation system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.

  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this building management system RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.
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"APPLES-to-APPLES" FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed building automation system features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.
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    "Building Access Management Response Evaluation Ratios (scores) indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is.. View a typical evaluation ratios here.
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RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "doability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.

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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed building automation system matches up to your business priorities. This graph compares the overall total scores for each proposed BAS system. This Score is based on all building automation system vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    Feature Delivery Methods This graph compares HOW each building automation system vendor is planning to deliver the proposed BAS system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this building automation system comparison are based on responses to building automation system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed BAS system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a building automation system which includes building access can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to building automation system Features only. This graph compares the potential support effort inherent in each proposed building automation system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed building automation system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed building automation system and whether or not the BAS can indeed be implemented by the proposing building automation system vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the building automation system RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing building automation system vendor. View sample 3-D Bar Chart comparison here.

  The Supporting Documents below are INCLUDED with this Building Automation System RFP:

COVER LETTER SAMPLES - Make the task easier with this building automation system RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique building automation system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on building automation system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing building automation system business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom building automation system RFP which includes building access questions. Included or Sold Separately
The BUILDING ACCESS MANAGEMENT SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the building automation system RFP and Evaluation/Comparison matrices.

      (See bottom of this page for pricing information.)

      A Detailed & Comprehensive List of:

Building Access Management System Features

Thousand plus of pre-defined building automation system RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

building automation system table of content

      Utilize an Extensive List of:

Building Automation System Fit/GAP Analysis

Precisely identify, collect, & prioritize all building automation system functional and process deficiencies between the software system currently in use and client/company current or projected needs. Easily document the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of BAS requirements useful in all later phases of the building management system evaluation/selection process, i.e., in RFP creation, Software Demonstrations, Price (BAFO) negotiation, and software system implementation. View details at Fit/GAP Analysis Details.

      Identify BOTH Building Automation System Features Availability and Deliverability

Unlike other RFP templates that try (and fail) to gather useful solutions data about complex building automation system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This BAS RFP Master function is useful during both the building management system selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable BAS functionality and vendor invoicing.

Scheduling functions sample questions

      Determine the Risk & Supportability of Proposed

BAS Solutions

Unlike other RFP templates, an building management system RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large BMS because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the building automation system overall capabilities section

      Effectively Manage Implementation

Enhancement Cost Tracker

This BAS RFP template provides an "Enhancement Cost" column for cross-referencing vendor invoices with the estimated cost of each custom custom script and/or source code modification proposed by the vendor. This makes the building automation system RFP an ideal tool for managing vendor invoices effectively. The uses of this are many: preventing payments to vendors from exceeding usable system progress, preventing vendor over-billing, and prevents proposed tasks from being omitted, and as an implementation audit tool.

      Workflow Topics Included.

The ability of the proposed BAS to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new BMS system. This building management system RFP Master examines all pertinent Workflow features in detail.

typical workflow criteria questions for building automation system

      Vendor Response Input Validation.

Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each building management system question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

compliance issues sample questions from the TAMS RFP Master template

      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Building Automation System Comparison

These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare building management system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors answers side by side to compare in the matrix

      Evaluation Ratios

Use an extensive set of ratio calculations to compare building automation system vendor proposals quickly and efficiently.

      Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed BAS. This is calculated as follows: The building automation system vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that building management system RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a building management system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed BAS to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.

      Feature Delivery Method Comparison:

An analysis of how each building automation system vendor is proposing to deliver the system feature/function contained in their building automation system proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) building automation system feature presents far less risk than that same building automation system feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.

      BMS Supportability Index Graph:

The Supportability Index is a forecast of how much building management system support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed building management system, and which business processes depend on the customized software.

      Overall Comparison Graph:

This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed building automation system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that building automation system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.

      Vendor Profile Score Graph:

The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the building automation system RFP. The BAS vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.

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BAS SOFTWARE REQUEST for PROPOSAL (RFP) TEMPLATE with RESPONSE EVALUATION and COMPARISON TOOLKIT Purchase and download just the Building Automation System RFP and matching Vendor Response Evaluation Matrix toolkits. This bundle includes: