Request for Proposal: Community Planning & Development System City of University Place, Washington

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1 Request for Proposal: Community Planning & Development System City of University Place, Washington CONTENTS 1. Invitation and Introduction 2. System Expectations and Scope 3. System Demonstration and Product Information 4. RFP Instructions and Schedule APPENDICES A. Assessment Criteria B. Vendor Proposal Cost Requirements

2 1. Invitation and Introduction The City of University Place (City) is issuing a request for proposal (RFP) to provide software and professional services in the configuration and deployment of a community development application supporting planning, building, fire and engineering permitting, pet licensing and code enforcement. University Place is located on the Puget Sound with a land area of 8.5 square miles. There are approximately 10,933 parcels and 15,553 addresses within the current City limits. The City s 2015 population is estimated at 31,440. University Place s Planning & Development Services department includes divisions responsible for land use planning, site development engineering, building construction, fire prevention, permitting and code enforcement. Pet licensing is the responsibility of the Public Safety department. 2. System Expectations and Scope The system will be used to support project and permit application submission and payment, plan review and revision, permit issuance, permit tracking, inspection requests and scheduling, and code enforcement. The expectation is that workflow and data management related to these internal operations and external citizen inputs will be integrated through the system, which must comply with these basic requirements: Browser based access Internet portal for citizen access and submission of applications, plans and inquiries Ability to process citizen payments securely Built in GIS integration with existing services provided by Pierce County GIS Enterprise integration achieved through built in configuration tools and web services Additionally, the system will have the capacity to: Automate workflows to comply with regulatory time lines, notifications and record management in accordance with state retention requirements. Track, schedule, and route inspections and results from mobile devices, including inspection calendar and time allotment by inspector and type. Provide a customer service interface that will support automated creation of over the counter permits. Calculate fees based on application inputs and user defined fields. Produce user defined reports that enable inquiry throughout the system s database and inclusion of data elements from any tables therein. Support customer or contractor accounts online for application, permit handling, inspection scheduling, and related processing, payment and submission. Support and use existing Geographic Information Systems (Pierce County GIS) as a primary data source and user interface for lookup, query, editing and processing of land records, parcels, parcel ownership, and associated SITUS addresses. Directly link to Washington State Labor & Industries (L&I) contractor database. The ability to import contractor data directly from Washington State L&I into the application is desirable, but not required. Also, the following functionality is considered desirable but not critical and should be addressed in the response: SharePoint strategy The City uses SharePoint. Integration with SharePoint at some level including document sharing, knowledge base and collaboration is desirable. Document Management The City has begun the process of evaluating enterprise content management systems (ECM). A stated ability to integrate with common ECM solutions (e.g. Laserfiche, EMC, Alfresco, OpenText, Perceptive) is desirable. 2

3 The ideal vendor will have experience with implementing community development solutions in mid size municipalities and knowledge of city government planning, permitting, code enforcement operations, related business transactions, and reporting. The City will also contract for implementation services for the duration of the project. It is strongly desired to keep the initial implementation as simple as possible; taking advantage of out of the box functionality whenever possible. A comprehensive set of assessment criteria can be found in Appendix A. 3. System Demonstration and Product Information Provide a general description of the proposed system (e.g. whitepapers, technical specifications, and/or user guides); including a functional overview of each module required to fully develop a community development system. If the proposed system is a SaaS service or subscription, then documentation related to the company s information security policy and service failover are required for the technical demonstration. Each vendor will be asked to give a technical demonstration, which will be given to members of the IT staff. The technical demonstration should cover the following system components: Overview of hosting environment User and data security setup Data ownership Installation procedures for browser add ons, desktop client components and mobile applications Administrative configuration features and tools Customization environment, workflow automation and report writers Pierce County GIS Services integration capability Integration components and capability Payment processing services and related compliance requirements (PCI) Data conversion process and procedures Each qualified vendor will be asked to give a second demonstration covering the system s business functionality. The functional demonstration will be given to members of the Planning & Development Services staff, and it should cover product features such as: User experience, including general application navigation and user interface Fee and payment setup and processing Customer/contractor account setup and features Application submission and payment processing Workflow automation and plan review Inspection processing Code enforcement case development and tracking Built in GIS interface capability Standard reports and report writing Third party applications (if applicable) Our Selection Committee will evaluate the product demonstrations based on how well demonstrated function meets business needs and policy. Scoring will be based on the following measures: Function available, very easy to access and use Function available Function available, but difficult to access and use Product characteristics including system navigation, standards conformity, and interface look and feel Preparedness of the vendor Completeness of the software demonstration 3

4 4. RFP Instructions and Schedule The purpose of this RFP is to determine if a long term, cost effective vendor solution exists relative to the community planning and development needs of the City of University Place. Response to this RFP does not commit the City of University Place to pay any costs incurred in the preparation of the response, demonstrations, or any other activities related to this response. All responses and accompanying documentation become the property of the City of University Place and will not be returned. This RFP does not obligate the City of University Place to contract for services or products specified herein. The City of University Place reserves the right to revise the RFP and/or to issue addenda to the RFP. The following schedule is to inform vendors of the estimated timetable of the system s evaluation and describe the content and appropriate format for each section of the vendor response. Please note the following dates when preparing your response to the RFP. Dates can be moved out by the City but time frames will not be shortened by date changes. The system demonstrations will be conducted as a progressive screening process. The technical demonstration will determine the vendor continuation in the selection process. The City s technical staff will determine the viability of the system and recommend the vendor for a functional demonstration. The technical demonstration will include review of all technical components, including proposed integration, and licensing structure as it pertains to administration and expansion of the system. SCHEDULE COMPLETION DATES RFP released to vendors February 22, 2016 Deadline to submit written clarification questions regarding the RFP March 1, 2016 Answers to questions provided to vendors March 7, 2016 RFP due (PDF) March 24, 2016 Schedule technical demonstrations (week of) April 4/11, 2016 Schedule functional demonstrations (week of) April 18, 2016 Qualified vendor selection and reference checks April 18, 2016 Vendor Award Announced April 25, 2016 Our Selection Committee will use the following evaluation criteria and weighting scheme to select a qualified vendor: Product Demonstration: Proposed Cost: Compliance with System Requirements: Technology and integration requirements Business and workflow requirements Data security and service continuity Professional Services: Implementation services Technical support Training services Company Background and Experience: References Customer satisfaction Total: 4 5 points 25 points 30 points 20 points 20 points 100 points

5 Prospective vendors are prohibited from discussing the RFP and the selection process with City staff, except as provided for in this RFP. Failure to abide may be grounds for disqualification from the process. All questions or clarifications regarding this RFP, the selection process and responses should be written and addressed to: 5

6 APPENDIX A Assessment Criteria The City will be assessing key features of a new permitting system, focusing on the following: System Technology The City will consider both on premise systems and hosted or subscription software as a service (SaaS) systems provided by the vendor. SaaS If proposing a SaaS system, the vendor will supply the service via the cloud and user security inherent in the application administration (user setup). External access to the system by customers or contractors will require authenticated accounts. User interface for both internal staff and external customers should be browser independent. On Premise If proposing an on premise, internally hosted system, the vendor must propose a system compatible with the City s existing technology, including compatibility with a Microsoft Windows Hyper V virtualization environment and Active Directory security. User Authentication User setup and access model shall provide secure access and system authentication, enabling web based authentication and authorization. Authentication may include cross domain single sign on (SSO) and/or Active Directory (AD) integration through ADFS, to meet City security standards. The City goal is to reduce the administrative overhead of distributing multiple authentication tokens to its user base. SaaS Data and Service Security Model The vendor will include an overview of the data security and service continuity strategy to support system assurance; explanation of the security countermeasures employed to protect the integrity of the information assets and services; and documentation of a comprehensive information security policy including, but not limited to: o Security protocols o Equipment disposal and media destruction process o Network security o Application security o Identification/user ID policy o System update and patch application protocol o System monitoring o Vulnerability scans and penetration testing o Audit trail and audit record management o Backup procedures o Disaster recovery User Interface The application, both hosted and on premise, should be accessible via an internet browser. The application should be browser independent and require no additional software installation, with the exception of a browser plug in, if required. Configurable Help There shall be a help file or user documentation that can be customized to the training and on going support needs of the user base and their workflow. Mobile Application Mobile services should be compatible with smart devices and form factor independent. No app store download should be required to access or use the service, with the exception of inspection processing by City inspectors and code enforcement officers, who may require offline data processing. Third Party Components Third party applications may be offered as add ons or services to meet the assessment criteria, including hardware and software. Implementation Services The City expects an initial business analysis and system integration approach that moves aggressively to define process improvements that can be readily implemented. Vendor support of business process improvement will continue during software implementation to update and refine new processes established in the initial work. 6

7 Project Management Vendor shall provide project management in support of all vendor work and will include coordination and support working with the City s project team. The role of the City staff is to provide subject matter expertise and participate in the project throughout the implementation process, relying on the vendor s extensive experience and resources in implementing systems in similar settings. Business Analysis Vendor shall provide business analysis in support of all vendor work and will include an initial assessment of the current planning, building, fire and engineering permitting, pet licensing and code enforcement processes, supporting technologies, and revealed opportunities for improvement. Business analysis will be based on previous efforts to identify and improve business workflows. Achieving these improvements may require changes to previously defined business processes as well as implementing updated and more enhanced technology. System Configuration and Functionality The City requires functionality to support the business requirements of its City Planning & Development Services department while improving current processing timeframes. We will require the following modules and/or functionality: Create & Track Permits/Projects/Code Enforcement Cases Ability to create cases and associated metadata for permits, projects, and code enforcement cases, including but not limited to permit/case status, time tracking, adding standard and custom conditions of permit approval, links to state web site, county parcel information, customer contact information and permit printing. Workflow Automation Ability to modify workflow so that reviews, inspections, statuses and notifications can be modified both automatically or manually based on the City of University Place s needs. Online Document Management Ability to create, store and easily retrieve Permit/Project/Code Enforcement documents within the system and import files. Citizen Project/Permit Application Processing (Online Citizen Permits) A user friendly, online web portal for citizens that is easy to understand and navigate, and with the ability to create user login accounts. Permit applications can be made through the web portal from any internet connection or mobile device. Allows users to process permit applications, review fee statuses, make fee payments and capture a receipt, view project updates and status, and schedule inspections. Contractor Account Management (Online Contractor Permits) A user friendly, online web portal available to contractors with the ability to create user login accounts. A single account would allow a contractor to manage all their permits and applications including scheduling inspections, processing permit applications, reviewing fee statuses, making fee payments and capturing receipts, and view project updates. Automated Permit Processing (Over the Counter Permits) Ability to automate the process for simple over the counter permits, such as water heater installations, and re roofs. Fee Calculation/Cash Receipting Ability to develop custom valuations and fee formula calculations. The capability to make fee payments and capture a receipt online, as well as pay at the counter. All cashiering transactions including payments, refunds, fee calculations, fees added, fees removed, or fees modified will be auditable. Plan Submission/Revision (Online) Ability to accept digital, scaled drawings/plans and supporting documentation to an online web portal where they can be distributed to appropriate staff members for digital review, redlining, and ultimately, approval. Provide a portal for customers to review redlined drawings and plans, make revisions, and resubmit. The system would track versions. Mobile Inspections Ability for inspectors and code enforcement officers to use smart devices in the field to receive dispatches, map and route inspections, schedule activities, photograph and document findings, and approve or deny inspections. Ability to download all assigned permit or 7

8 case related inspections for the day locally to a device so that an active data connection is not required in the field to complete an inspection. Upon returning to coverage area, the offline work, including status, photos and comments, can be uploaded to sync with the live system. Bond Processing Ability to track and process bonds and other financial guarantees. Reporting Includes standard reporting with the ability to query data and develop advanced custom reports based on the City of University Place s needs. Integrated report writer would drive dashboard development for performance metrics and workflow. Data Conversion The City expects to convert existing data from its legacy system (Paladin Interlocking LIS) and migrate it to the new system. The vendor will identify the data to be converted, including a map that cites specific data sources and destinations for each field. The vendor will also identify all data elements in the software that must be populated prior to productive use, including those with no source data in City s legacy system. Data from the following will need to be converted: Land records (Paladin and GIS) Code enforcement cases Building permits Planning and Engineering projects Fire permit data migration from Excel Addresses Review with Permits staff for additional data conversion requirements System/Data Integration The City requires system integration services to configure the selected software with other systems currently used at the City of University Place. The selected vendor will provide integration services and development of interfaces between the new system and the City s current systems identified below: Active Directory Microsoft Active Directory (AD) is the authoritative user directory that governs access to basic IT service such as and file sharing. AD is also used to control access to a broader set of business applications and IT systems. The new system must provide one or all of the following: o Two way user and group synchronization As users and groups are added to and removed from AD, these changes should be reflected in the third party application/system. o Access provisioning and de provisioning When user is added to AD, the relevant third party application/system should be automatically provisioned and vice versa. o Single sign on (SSO) Users should be able to sign onto Windows network once, and then easily gain access to the third party app/system. Pierce County GIS Service All land use, permitting and code enforcement functions will integrate fully with our GIS services and its subsequent layers in order to facilitate the timely and accurate accessing of parcel information. Ideally, this integration is functional through an embedded web map which is readily displayed within the browser, and has the ability to auto populate application and processing data by address query or mouse click on the map. Tyler Technologies EDEN and Tyler Cashiering System will provide automated integration with Tyler Technologies EDEN financial system and Tyler Cashiering to update financial records through a daily batch process using a web service. Application Training The City expects that the vendor will be able to provide in classroom and/or online (webinar) training for City staff members. The City also expects to receive a copy of any and all user documentation, including help files, ahead of software deployment. The following training will be required: Administrator Training Ability to provide advanced technical and security training for City system administrators. 8

9 End User Training Ability to provide end user training for City staff. Additional online training material, such as instructional videos that can be accessed as needed, is preferred. Post Deployment Training Ability to provide ongoing training opportunities postimplementation. 9

10 APPENDIX B Vendor Proposal Cost Requirements The following describes the minimum information to be contained for the cost of the system. Recognize that it is the intent of this section to obtain a complete system cost. Therefore, if this installation could potentially incur other costs in delivering the system that are not included in this section, those must be added as additional line items in the proposal s price. The total proposed cost must be broken down in the following manner: Software licensing o SaaS Subscription Service or Hosting Model (annual) o On premise initial and ongoing licensing and support costs Implementation services Integration development Data conversion End user training Travel and expenses If you are pricing different software delivery options (i.e. both SaaS and On Premise), please fully price each option independently. 10