RFP for Land Management, Permitting and Business License System. Vendor Questions

Transcription

1 Vendor Questions 1. What is the approved or anticipated budget for this project? This RFP is a preliminary step in the City s process to determine the feasibility and desirability of staying on its legacy platform vs. implementing a replacement one. Approved or anticipated budget is still to be determined based on this preliminary RFP process. 2. Does the City have a cloud strategy? What is it? The City does not have an official cloud strategy. The City will consider both cloud and onpremise solutions for any proposed system. 3. Will the City consider SaaS proposals? Yes, the City will consider SaaS proposals. 4. Do you have a current list of business licenses types? There are over 370 types based on the type of business being licensed. Some examples are: 5. Do you have a current list of business processes (permits, record types)? A narrative and flowchart diagram has been provided in the RFP that outlines the major business processes at the City that a Land Management Permitting Business License System must satisfy.

2 6. The RFP includes requirements for an IVR system. Are you currently using an IVR System? If so what IVR system are you using? The City is not currently using an IVR system. 7. Is the City using a Consultant on this project? If so can you please disclose who it is? This City is not currently using a consultant for this project. 8. Can you elaborate on the difficulty updating parcel data (tabular) that comes from the County Assessor s Office and the difficulty updating spatial data that comes from the County GIS Department? Concerning parcel (tabular) data, when receiving data from the County Assessor s office, the data fields require a custom script to map the data type correctly. This is a custom script that the City actively manages. Concerning spatial data, when data is received from the County GIS department, the data must be manually cleaned before being consumed by a REST service. 9. Is the City entertaining Web/Cloud only vendors? Yes. 10. Could the City please provide a Word version of the RFP to meet the City s requirement that responses must be submitted on this form or its copy as per page 20 of the RFP? MS Word version has been posted as addenda for download from the City s website under Bidding Information. 11. Would the City consider a comprehensive 100% cloud based solution designed specifically for the public sector that cannot be hosted in City facilities? How will both cloud and onpremise solutions be graded and evaluated against the other? The City will consider 100% cloud based solutions. Solution preference will not be based on whether or not a solution is cloud based or on premise. 12. Did the City evaluate solutions that could meet its requirements through vendor demonstrations leading up to the RFP release? If so, what types and names of solutions and vendors were evaluated (vendor hosted and on premise)? The City has not participated in demonstrations from vendors prior to this RFP Process. 13. Did the City use any vendor(s) to help develop the RFP? If so, will the City please share the name of the vendor(s)?

3 The City did not utilize any vendor services for the development of this RFP. 14. We have a Named User licensing structure. Our definition of named user is that of staff with access to the back office software system regardless if the access is concurrent or consecutive. Based on our definition, how many Named Users does the City anticipate having on the proposed solution? Based on the definition stated in this question, the City requires a solution that provides 50 named users. 15. The City states, "The systems must coexist in a Windows Active Directory environment. The City s preference is to only consider systems running Microsoft SQL," could this be amended for a Cloud Services Provider that has modules for Business Licensing, Planning & Land Development, Code Compliance, Building\Permitting, Reporting plus can integrate with Bluebeam and Active Directory? The City will consider a Cloud Services Provider that proposes a system that does not coexist in a Windows Active Directory and/or utilize Microsoft SQL. 16. Is there a Functional Requirements matrix that would lay out the City's functional needs above and beyond the Process flows described in the RFP? This RFP is a preliminary step in the City s process to determine the feasibility and desirability of staying on its legacy platform vs. implementing a replacement one. Should the latter prevail, the City would conduct a subsequent, comprehensive best and final process which would include the current RFP along with added detailed appendices containing comprehensive functional and technical requirements to which the vendor would respond. 17. The RFP mentions the need to maintain 10 years of data. Would the City also require the ability to view an audit trail of changes to the data for the past 10 years? The City does require the need to maintain 10 years of audit history 18. What is the City s current payment gateway? To understand your fee types, please provide a copy of your current fee schedule. Paypal is the City s Land Management, Permitting, and Business License payment gateway for web portal payments. Paypal charges a monthly fee of $25.00 and.10 cents per transaction. 19. What type of permits do you currently work with, and could we get samples or copies? How many permits are issued per year? Currently, permit types vary between those issued as part of a planning application such as a zoning clearance or home occupancy for a business (Current Planning Division), or building permit (Building & Safety Division).

4 The Building and Safety Division issued 1,653 permits in Fiscal Year 2018 (July 1, 2017 through June 30, 2018). However, this does not include all permits applied for as issuance is a status given implying the permit has been applied for, plans reviewed and approved, and the permit paid for and now ready for inspection. Sample permits have been posted as addenda for download from the City s website under Bidding Information. 20. Could we get sample lists of your current inspections being performed? How many inspections are performed per year? Inspections include building inspections, code inspections, rental inspections, and site visits by planners. Not including site visits, inspections totaled 13,013 for Fiscal Year (FY 18); 9,178 of those were building inspections. Currently there are 322 types of inspections; however, this may not reflect the future lists. Inspections are currently organized by residential and commercial building code in an order reflective of the order of a construction being build. For example, the list begins: 21. Could we also get samples of permit/license applications and forms the City will want to incorporate in the new system?

5 Sample permit and business license application have been posted as addenda for download from the City s website under Bidding Information.