ALL-IN-ONE CLOUD BASED CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT

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1 City of McMinnville, Community Development Department ALL-IN-ONE CLOUD BASED CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT Bid Document Nolan Ming 10/11/2017

2 ALL-IN-ONE ONLINE CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT Thursday, October 12, 2017 The City of McMinnville will receive sealed bids to purchase an ALL-IN-ONE ONLINE CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT for the Community Development Dept., per the specifications enclosed. Bids will be received no later than 2:00 p.m. local time, November 3, 2017, in the Office of the City Recorder, McMinnville City Hall, 101 East Main Street, McMinnville, Tennessee 37110, and then at said office publicly opened and read aloud. Bids will be awarded based on lowest and/or best bid. The city reserves the right to reject any and all bids. Bidders are requested to read the complete specifications invitation carefully, and submit their proposals in strict accordance with the requirements set forth therein. All prices shall be F.O.B. City of McMinnville, McMinnville Community Development Department, 101 East Main Street, P.O. Box 7088, McMinnville, TN All products shall be fully guaranteed by the bidder against defects. Any defect which may occur as the result of either faulty material or workmanship within the period of the manufacturer s standard warranty, or defects encountered during delivery, shall be corrected without expense to the City of McMinnville. By virtue of bidding, the bidders guarantee the price quoted in the bid will remain firm until delivery, including the time from when the bids are opened until a purchase order is issued, such time not to exceed thirty (30) days. Any questions regarding this bid invitation must be submitted in writing, and be received a minimum of five (5) days prior to the bid opening date. Changes, if any, will be sent in writing to all invited bidders. If there are any questions regarding the specifications, you may contact Nolan Ming at (931) Sincerely, Nolan Ming Community Development Director

3 ALL-IN-ONE CLOUD BASED CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT The City of McMinnville, TN Community Development Department is requesting proposals for software and services to implement an all-in-one cloud based citizen service platform for planning & zoning, building permitting, inspections, property maintenance code enforcement, stormwater and floodplain management. The objective is to identify and recommend a cloud based solution that meets the requirements listed below. The preferred proposal will provide implementation, integration and training. INSTRUCTIONS The proposer must return the RFP with all information necessary to properly analyze the proposer s response in full, in the same numerical order in which it was issued. Proposer s notes, exceptions, and comments may be rendered on an attachment, provided the same format of this RFP is followed. All proposals shall be returned in a sealed container/envelope marked PERMITTING SYSTEM and submitted to Shirley Durham, City of McMinnville 101 East Main St P.O. Box 7088 McMinnville, TN by November 3, 2017 at 2:00 PM. Proposals must be submitted in a sealed envelope and contain one (1) original proposal showing original signatures and seals, and one (1) copy of the complete proposal. In addition to the original and one paper copy, the Proposer must also include a digital copy containing only the information on the paper copy version of the proposal in PDF format and the media must be clearly labeled with the Company Name and RFP name. Submittals will not be accepted by fax or electronic mail. The City will not be obligated for the expenses of any provider arising out of preparation and/or submittal of responses to this RFP. Any, and all proposals to this RFP are to be prepared at the cost and expense of the respondents, with the express understanding that there may be no claims whatsoever for the reimbursement of any costs, damages, or expenses relating to the procurement from the City or any other party for any reason (including cancellation of this RFP). Proposals must be made in the official name of the individual, firm, or corporation under which the business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the business entity submitting the proposal. All proposals should be complete and carefully worded and must convey all the information requested by the City. If errors or exceptions are found in the proposal, or if the proposal fails to conform to the requirements of the RFP, the City will be the sole judge as to whether that variance is significant enough to reject the proposal. Proposals should be prepared simply and economically. All data, materials, and documentation shall be available in clear, concise form. The City reserves the right to reproduce proposals for internal use in the evaluation process. The City of McMinnville reserves the right to reject any, and all proposals for any reason. The proposer agrees that in carrying out this contract, compliance will be maintained with all applicable federal, state, and local laws, specifically including, without limitations, with the provision of the Americans with Disabilities Act (ADA) and all rules and regulations promulgated thereunder. Proposer further agrees that in connection with the performance of this contract, not to discriminate against any employee or applicant for employment because of race, religion, color, sex, age, handicap, political affiliation or national origin. A. GENERAL REQUIREMENTS 1. Accept online requests, route through workflows, manage approvals, collect payments, and issue permits. Yes/No 2. Permit request submissions flow electronically from intake to departmental reviews, automatically assigning to the next available employee. Yes/No

4 3. Public inspection requests, inspection scheduling, mobile field inspections, and inspection reporting. Yes/No 4. Assistance with implementation of software. Yes/No 5. Configuration of additional record types as needed. Yes/No 6. Training and implementation supervision with department staff. Yes/No 7. Migrate legacy data to new system. Yes/No 8. Integrate Master Address Table for weekly import of all location information. Yes/No 9. Integrate with ArcGIS. Yes/No 10. Integrate with contractor database to import licensed contractor information. Yes/No 11. Import transactions into finance/accounting system. Yes/No 12. Cloud based. Yes/No 13. The ability to send an internally generated message to the appropriate party for resolution if corrections or additional information is needed. Yes/No 14. View all active approvals in department. Yes/No 15. Easily see any unassigned or overdue work. Yes/No 16. Easily reassign a workload to someone else. Automatically notify new reviewer. Yes/No 17. Customers can submit applications online. Yes/No 18. Customers can pay fees online. Yes/No 19. Customers can message reviewers online. Yes/No 20. Customers get automatic notifications of any activity on their application, reducing status inquiry volume. Yes/No 21. Customers can also track the status of their application in real-time. Yes/No 22. Message applicants from within the platform to document requests for missing documentation, progress updates, and other customer correspondence. Yes/No 23. Applicants can message staff back with information or feedback. Yes/No 24. Customers can request the inspection date they prefer. Assign inspectors manually, or automatically. And if there s any need for a date change, the applicant will automatically be updated via . Yes/No 25. Inspectors can log results digitally from a tablet onsite with results immediately available for the applicant to view. Yes/No

5 B. GENERAL SPECIFICATIONS 1. Bids shall be addressed and submitted in accordance with the "Call For Bid Cover Letter". The words PERMITTING SYSTEM, the date, and bid opening time must be stated on the face of the bid. 2. It is the bidder s responsibility to see that their proposals arrive on time. Late proposals, telegram or telephone bids will not be considered. 3. Bidder shall compute pricing less Federal and State Taxes. It is understood that any applicable taxes will be added to the proposedprices, unless the purchaser furnishes appropriate tax exempt forms. 4. Iran Divestment Act T.C.A et. Seq By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to C. PRICES AND PAYMENTS 1. All bid prices shall be F.O.B. destination on a delivered and accepted basis at the City of McMinnville Community Development Department, 101 East Main Street, P.O. Box 7088, McMinnville, TN Total price on Bidder's proposal sheet must include all items listed in these specifications. Listing any items contained in this specification as an extra cost item will automatically be cause for rejection. If you have questions or need more information please contact Nolan Ming, Community Development Director, at

6 Proposal Form Community Development Department ALL-IN-ONE ONLINE CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT Date: Bid Submitted By: Company Address Fax Number Warranty Information: Delivery Information: (State number of Calendar days for delivery after date purchase order is received.) calendar days. Set Up Cost: $ Annual Recurring Cost: $ Total Bid Price: $ References: Municipality Municipality Municipality Signature: (Job Title)

7 Public Notice The City of McMinnville will receive sealed bids to purchase an ALL-IN-ONE ONLINE CITIZEN SERVICE PLATFORM FOR PERMITTING, LICENSING, INSPECTIONS, AND ENFORCEMENT for the Community Development Dept., per the specifications enclosed. Bids will be received no later than 2:00 p.m. local time, November 3, 2017, in the Office of the City Recorder, McMinnville City Hall, 101 East Main Street, McMinnville, Tennessee 37110, and then at said office publicly opened and read aloud. Bids will be awarded based on lowest and/or best bid. The city reserves the right to reject any and all bids. The City of McMinnville does not discriminate based on race, color or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) Southern Standard 1 time October 13, 2017 Shirley Durham, City Recorder