City of Placentia Request for Proposal Permit Tracking System

Transcription

1 City of Placentia Request for Proposal Permit Tracking System Question and Answer Sheet #1 The following were questions posed by interested parties and submitted to the City. The answers below are made available to all interested parties. Some questions may be redundant and reference a previous answer. Question 1: Please explain what type of integration is needed with the PubWorks solution. One or two work examples will help clarify this. Our interest is in understanding what data needs to flow from the permitting system to and from PubWorks, how frequently, etc. Answer 1: PubWorks is primarily a labor and materials database for operational management information. However, it is recognized that information inputted into PubWorks may be of benefit as it relates to City properties or other properties which had encroachment permits issues associated with them and are associated with a permit issued by another department. In as much as that information can be gleaned from the PubWorks system (such as location, work order number, date of work) it may be associated at a later date with permit information in the permit tracking is possible. Integration of these two systems is not critical. Question 2: To provide an accurate quotation please provide the following: a. How many users would be expected to access the system at the same time i.e. concurrently, for licensing purposes? b. How many inspectors would use the system? c. How many users are to be trained in each of Planning, Building and Public works? Answer 2: a. Due to the staff size of the primary departments, it is not expected that more than five people will access the system at the same time. b. The City has one building inspector that would have access to the system. c. Training would be required for more than the primary users. Approximately ten staff members will be recommended for training. Question 3: What is the source of property, address and ownership information to be migrated into the system? Answer 3: The City has a contract to purchase property information monthly from Data Quick as well as uses HdL for property related information. The City is switching to ESRI GIS for GIS related needs. Question 4: For Requirement #66 - Does the city have a map layer in your GIS system that defines inspection zones? Answer 4: The City does not use inspection zones at this time and does not have a layer. That question is not applicable at this time. Question 5: For Requirement #139 Outside of property updates, what type of transactional and incremental updates will be needed to import via batch loading? March 20, 2013 Placenta Permit Tracking RFP Page 1

2 Answer 5: The City does not expect such batch loading outside of property updates at this time nor in the near future. Question 6: Which Interactive Voice Recording System is used by Placentia? Answer 6: The City uses a Cisco IP Phone system with a Cisco Unified Personal Communicator accessory which has a voice messaging system that records and transmits via .wav files. Question 7: Has the City seen software demonstrations from vendors within the last 12 months? If so, please list which vendors have demonstrated their software? Answer 7: Staff from the Building and Planning Divisions have visited several other cities to review their permit tracking software and in the last two years have seen product demonstrations from HdL and Accela. Question 8: Does the City have an approved budget for the project? If so, please would you share the budget with vendors? Answer 8: The City is looking for the most cost effective system for its needs and does not view cost as the major evaluation consideration. The City initiated a Technology Fee on all building permits in 2010 which is estimated to generate approximately $30,000 to $35,000 a year for support of the system, technology upgrades and related digitization of City documents on an ongoing basis. The City has accumulated funds in order to purchase a permit tracking system and has approximately $100,000 on hand to assist with a software purchase, related training and overall technology needs. Question 9: Could the City please provide a copy of the Appendices in an Excel document? Answer 9: The City has the RFP document in a MS Word format and can provide it to those who request it. Question 10: On page (8), section 5D Conceptual Plan and Implementation, would the City prefer this entire section to be presented in and under 1 page, or is the request for the Project Schedule alone to be presented in and under 1 page? Answer 10: The request was for the Project Schedule along to be presented on one page or less. Question 11: How many concurrent users would need access to the system? Answer 11: Please see the answer for Answer 2 a. More users will have the ability to access but it is not expected that more than five (5) will required concurrent access. Question 12: How many total users will be accessing the system? Answer 12: Please see the answer for Answer 2 a. More users will have the ability to access but it is not expected that more than five (5) will required concurrent access. March 20, 2013 Placenta Permit Tracking RFP Page 2

3 Question 13: Is the City s preference to host the solution onsite at the City or to have it hosted off site? Answer 13: The City is open to either solution and will review the proposals accordingly for functionality, cost and ease of use. Question 14: The RFP mentions capability to integrate with specific existing software systems, such as HdL, PubWorks, ESRI GIS, and Laserfiche: Answer 14: In general, the City asked for this ability in an attempt to not purchase a stand alone program which has not connectivity to any other product through import/export functionality. The City understands that some programs may not have direct connectivity, but would like to hear from each vendor as to the ability to connect or import/export to the above other programs. How such connectivity would be used by the City at this time is undetermined since the City has never had an electronic permit tracking system we just don t want to be without such an ability if we find a lot of information can be imported into a permit tracking system from current applications thereby reducing Staff time. a. What is the City s current ESRI GIS environment? Does the City currently use an ArcGIS Server 10.0 or above? Answer 14a: The City is in the process of switching to an ESRI GIS environment from City GIS. The City is utilizing the Southern California Association of Governments (SCAG) to assist in this effort. The current version the City is using is Version 10.1 and we use ArcEditor. b. Is the City looking to replace the HDL business licensing system? If not, please describe the level of integration desired. Batch import/batch export process? Web Service? Answer 14b: The City is not looking to replace the HdL Business Licensing system. To the extent possible, the City would like to be able to conduct an import/batch export process if the need arises. c. Does the City want integration to the PubWorks work order system? If so, what level of integration is being requested? Batch import/export? Web service integration? Answer 14c: Please see Answer 1. d. Is the City interested in integration to your Finance System? If so, what is your Finance System? Is the City interested in a real time or nightly batch integration? Answer 14d: The City uses SunGard Public Sector Bi-Tech finance and human resources software solution. At this time the City does not need to integrate the systems but would look at the functionality of whether such integration makes sense for either payment or other informational needs. For example, if there is a way to import payment data from Bi-Tech to the selected system in a batch process for record keeping purposes that would be considered by the City in the review of the entire system s functionality. e. What other systems, if any would you like integration to not otherwise listed? Answer 14e: No other systems are known at this time. A full range of potential functionality, if possible by the submitted system, should be explained by the proposer. March 20, 2013 Placenta Permit Tracking RFP Page 3

4 Question 15: On page 5 the City mentions The new system will also allow the City to effectively respond to customer service requests, would the City like a Citizen Response module quoted as part of this proposal? Answer 15: Yes. Any additional module or increase in functionality above the basic permit tracking system should be quoted as a separate line item as a way for the City to review the full functionality of the system and make the best decision based on the functionality and cost. Question 16: Does the City want mobile inspection capability included in the quote for this proposal? Or is this a future option the City is looking into? Answer 16: As in Answer 15, the City would like all such capability to be quoted as a separate line item. Whether the City selects such an option initially will be made after all reviews are concluded and only as an accessory to the functionality of the base system. The City expects that any system should be expandable, upgradable and provide the City with a long lasting permit tracking option. a. On pages 36 and 37 of the RFP, the City describes the need for the wireless support for remote inspection as well as mobile mapping using tablet PCs, does the City plan to use ipads? Answer 16a: The City does not plan to use IPads initially but will look at that opportunity in the future. Ability to utilize mobile application will be reviewed as a component of the overall functionality of the proposed system. Question 17: Is the City interested in a quote for an electronic plan review module, with the ability to redline, comment, overlay compare, and edit electronic plans? If so, how many plan reviewers are at the City? Answer 17: As in Answers 15 and 16, the City would like all such capability to be quoted as a separate line item. Whether the City selects such an option initially will be made after all reviews are concluded and only as an accessory to the functionality of the base system. For this specific question, the City would require up to three plan reviewers to have access. Question 18: Does the City currently have an IVR system in place? Is the City interested in scheduling inspections and obtaining inspection information via a touch tone phone with IVR? Answer 18: No. No. Question 19: The RFP mentions on page 2 under Background, that all division s work-flow procedures are currently processed manually using Microsoft Office Software. For data conversion purposes, can you please clarify which Microsoft programs the City is using, what data the City would like converted (i.e. permits, inspections, code cases), as well as how many records would the City like converted? Answer 19: The City uses primarily Microsoft Excel and Word but all permits and inspections are paperbased. Some planning information, such as logs and indices may be Excel based. This is not expected to be a major issue. March 20, 2013 Placenta Permit Tracking RFP Page 4

5 Question 20: Does the City have a budget for purposes of this RFP? If so, what is it? Answer 20: Please see Answer 8. Question 21: Can the City please provide an exact user count, overall, by department, office/field, executive user, etc? Answer 21: The City has one full time planner in the Planning Division. The City has one full time building division employee, one part-time building official, one part-time building inspector, and one part-time clerical aide in the Building Division. The City may use, at times, contract planning staff. The Department is coordinated by the Assistant City Administrator acting as the Development Services Director. The Engineering Division (within Public Works) has one full-time management analyst and one full-time administrative assistant who will enter encroachment permit information when needed. In total, eight to ten staff positions, both full and part-time, will be the primary users with a concurrent user need not to exceed five. Question 22: Please list/clarify all interfaces required to or from the new, selected system; please include as much detail as possible. Interface name, direction, frequency, description Answer 22: Please see Answer 14. Question 23: Can the City elaborate on requirement #15, the capability to be integrated with the City s various database management systems, could more specifics be provided? Answer 23: Please see answer 14. The City does not have any specific database related to Planning, Building or Public Works at this time which would be applicable to the implementation of a new system. Question 24: Which version of ESRI is the City currently using? Answer 24: Please see Answer 14a. Question 25: What version of Laserfiche Document Management system is the City currently using? Answer 25: The City is currently running version 8.1. Question 26: What is the budget for this project? Answer 26: Please see Answer 8. March 20, 2013 Placenta Permit Tracking RFP Page 5