Embed Size (px)
Citation preview
TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET – P.O. BOX 191
MANCHESTER, CONNECTICUT 04045-0191 860-647-3031
FAX 860-647-5206
REQUEST FOR PROPOSAL
RFQ 19/20-86
ONLINE PERMITTING
PROPOSALS DUE: MAY 19, 2020 AT 4:00 P.M.
2
TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET – P.O. BOX 191
MANCHESTER, CT 06045-0191 1. INTENT The Town of Manchester is seeking proposals to obtain on-line permitting software that includes the following components:
1. A web-based system that will allow individuals and businesses to register, apply and
pay for permits on-line. This system will provide secure access by the registered user to obtain the status of a permit. For purposes of this RFP, the on-line web-based system will be referred to as the “Public Portal.”
2. A traditional permit tracking system to manage internal work-flow for application
review, permit issuance, inspections and certificate of occupancy processes. Through this RFP process, the Town of Manchester will enter into a strategic partnership with a vendor with proven expertise in the permitting software field.
The proposals should contain comprehensive and effective solutions designed to achieve the Town of Manchester’s objectives as stated in this RFP. The proposal should include the following products and services:
Permitting software functional requirements including:
o A web-based portal o A traditional permit tracking software package
Implementation assistance On-going software maintenance and support Software training services References
The proposal should address each of the above points as defined in the Scope section of this RFP.
2. BACKGROUND INFORMATION The Town of Manchester is currently using a variety of different tracking methods for application submittal, permitting and inspections. The Town’s goal is to have one software system that would allow for online application submittal and tracking, application and permitting software that can easily be used by multiple departments and increased efficiency for both the Town’s customers and staff.
3
3. SUBMISSION DEADLINE All proposals must be received by 4:00 p.m., May 19, 2020. Five (5) hard copies and one electronic copy shall be placed in a sealed envelope and clearly marked RFP No. 19/20-86 for Online Permitting. Proposals shall be submitted to the Director of General Services as indicated: HAND DELIVERY U.S. POSTAL SERVICE MAIL DELIVERY Town of Manchester, Connecticut Town of Manchester, Connecticut Maureen Goulet Maureen Goulet Director of General Services Director of General Services Lincoln Center Lincoln Center 494 Main Street 494 Main Street, P.O. Box 191 Manchester, CT 06040 Manchester, CT 06045-0191 All proposals shall be opened and recorded as received. There will be no public reading of Proposals. Proposals received later than time and date specified will not be considered. All proposals shall remain firm and cannot be withdrawn for a period of 90 days after receipt of proposals. 4. QUESTIONS AND ADDENDA Questions regarding this RFP may be directed to Maureen Goulet, Director of General Services, via email [email protected] or by fax (860) 647-5206 no later than five (5) days prior to the date proposals are due. All information given by the Town except by this RFP, and written addenda (if necessary) shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any Proposer or prospective Proposer against the Town. Answers to questions, if appropriate, will be addressed in an addendum which will be issued by the Town of Manchester. This Request for Proposal and any addendum shall be issued on the Town web page http://generalservices1.townofmanchester.org/index.cfm/bids/. It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this Request for Proposal. No addendum shall be issued less than 2 calendar days before the due date unless it is to postpone the due date. 5. OBJECTIVE
The primary goal of the system is to save both the town and permit applicants time and money by automating and streamlining the process of applying for permits and to improve, standardize and integrate internal processes.
4
6. SCOPE
Permitting Software Functionality The Town of Manchester is looking to acquire the functionality that can be provided through an integrated system comprised of a web front-end and a traditional back-end system. The functions that comprise the scope of the integrated permitting system are the following:
Web Public Portal Public Inquiry
Applicant Registration (including confirmation that the contractor is licensed)
Application for Permit / Plan Approval Calculation of fees due Payment Ability to see the status of the application and any documentation associated
with the process Submitted documents publicly available Issuance of the permit and/or approval
On-line permit status information for registered users
Allow inspection requests
Ability to query from records electronic street file records for purpose of FOI requests and property records research
Ability to add web page links
Traditional Back-End Permitting Application
Link permits to projects and parcels
Include attachments with permit applications Connect to the Town’s GIS software
Routing of the permit application / plan review through various town departments. The routing should be easily customized depending on the type of application/review.
Calculation of fees due Calculation of payments Inspection scheduling and documentation Calendar integration with Microsoft Outlook Reporting
Property Maintenance case management
View alerts for code violations
Email integration to allow for communication with multiple contacts (owner, contractor, etc.)
Alerts regarding newly submitted information
Ability to add flags for: Address, Owner, Tenant and Contractor
5
Software The Town of Manchester wishes to acquire software that is pre-existing within the marketplace. The software should allow for some customization to provide functionality based on Manchester specific business practices.
Software Licensing The vendor must provide detailed descriptions of software and software support services to be delivered as part of this contract. The vendor should provide all of the related software licensing costs including initial acquisition of the licenses and annual maintenance costs. In addition, include any additional licensing cost due to third party software requirements.
Hosting Environment and Services The vendor should include information regarding any hosted services they provide. Include a description and the configuration of the hardware/software platform(s) for hosting of the software. Be sure to include all environments necessary for development, testing, production and reporting environments. The description must include a detailed layout of individual servers (application, database, web, etc.).
Also provide a summary of your disaster recovery/ business continuity provisions currently in-place.
Hardware/software recommendations The vendor should include information regarding a locally hosted solution if available. Describe your optimal platform/ configuration (servers, workstations, etc.). Be sure to include all environments necessary for development, testing, production and reporting environments. The description must include a detailed layout of individual servers (application, database, web, etc.).
Implementation Support Services The selected vendor will be required to provide implementation support services for the software. The vendor must provide an implementation plan to include a timeline from contract award to go-live. The vendor should also include information regarding Town of Manchester staff resources required for a successful implementation.
On-going Software maintenance and support Please provide a description of your software service level support agreements, your typical annual maintenance charges, and hourly rates for assistance, or any bundled plans you may offer.
Training The vendor should provide a detailed training plan. The training plan must be module/department specific and include specifics regarding your general approach to training. In addition, provide information regarding on-going training that is provided to your
6
user community (user groups, conferences, etc.) Indicate whether the training will occur remotely or locally at the Town of Manchester. Please include any special requirements and the costs associated with the training.
7. EVALUATION OF THE PROPOSED SOLUTION
In addition to defining a software and hardware solution in response to the Scope section above, the vendor will be asked to provide the content described below in order to allow the Town of Manchester to effectively evaluate how well the solution meets the needs of participating towns.
Functional Requirements The Town of Manchester has created functional requirements for each of the key business processes. The evaluation committee will use each vendor’s response to the Functional Requirements to judge how well the vendor’s proposed software will address each of the requirements described in the checklist. Please use one of the following in the Response column.
Y = Meets the requirement without any additional customization
N = Does not meet the requirement
T = Requires a Third Party software
C = Customization required to meet the requirement
If your response requires you to provide additional information, include a separate sheet titled Functional Requirements Notes. Include the item number with each comment to allow the section committee to quickly identify the additional information with the Functional Requirement.
Business Scenarios The Town of Manchester has created business scenarios for the vendor to respond to in writing. The business scenarios define important processes or sub-processes that the Permitting solution must address. The evaluation committee will use the responses to the business scenarios to judge the ability of the vendor’s proposed solution to meet the Town’s functional and technical requirements. The vendor must prepare a written response for each business scenario and must address each key point listed. The vendor’s written responses must reference the scenario ID of the business scenario.
7
Evaluation Criteria The following factors will be used by the evaluation team to evaluate the proposals and to determine the best proposer:
1. The response to the functional requirements.
2. The response to the business scenarios.
3. Company experience in municipal government especially in Connecticut.
Company references.
4. The general responsiveness of the RFP to meeting the objectives and scope as outlined in Sections III and IV.
5. Cost
The order in which the above factors are presented is no indication of the relative weight the evaluation factors have been assigned in the evaluation methodology
Software Demonstration A bidder may be required to give a software demonstration to the Evaluation Team, including demonstration of the business scenarios, or some subset of them, included in this RFP. It is within the Town of Manchester’s discretion whether to require a bidder to give a demonstration. Action by the Town in this regard shall not be construed to imply acceptance or rejection of a proposal. The Town of Manchester will contact a vendor’s primary contact should it decide to request a demonstration.
8. PROPOSAL FORMAT For consistency and to evaluate all responses, vendors must organize their responses as defined below:
Transmittal Letter and Forms Respondents shall submit a cover letter addressed to Maureen Goulet, Director of General Services, signed by an authorized principal or agent of the respondent which provides an overview of the respondent’s offer, as well as the name, title, and telephone number of the person to whom the Town of Manchester may direct questions concerning the proposal. The letter should also include a statement by the respondent accepting all terms and conditions contained in this RFP, signed by an officer or other individual with authority to negotiate and contractually bind the firm. The letter should contain a brief statement of the proposer’s understanding of the products and services the Town of Manchester is seeking to procure. The letter should also identify any requirements that the proposer has not addressed in the proposal and the justification.
8
Please provide the name, title, address, e-mail address, fax number and telephone number of the proposer’s primary contact for the project.
Table of Contents Provide a table of contents listing each section of the proposal and any additional materials submitted.
Executive Summary The executive summary should provide a concise summarization of the products and services being proposed to meet the Town of Manchester’s needs – and why it should be selected. The proposer should also summarize their qualifications and experience in public sector Permitting systems implementations, especially those in Connecticut. Response to RFP Scope The vendor should respond to the scope of products and services defined in the scope of work by providing the following information:
A description of the proposed Permitting Software solution
A description of the recommended technical architecture
A description of the proposed implementation support services
A description of the proposed training
Vendor Organization and Experience The vendor should provide the following information:
Provide a description of your company, including the scope of the business, organizational structure, office locations, personnel, company history, and financial information to establish your company’s financial viability.
Describe the size and scope of your Permitting software practice. Specifically address the size of your public sector client base, your commitment to the public sector as an industry, and the strength of your public sector-specific functionality.
Provide the names of five municipal references where your software has been in use for a minimum of one year. Include a contact person’s title, address, telephone number, e-mail address, and role performed on the project. Connecticut references are preferred but not required.
9
Cost Proposal The completed Cost Worksheet should be provided in a separate envelope marked “COST PROPOSAL”. The cost proposal should be included in the electronic response in a separate file entitled COST PROPOSAL.
9. FUNCTIONAL REQUIREMENTS
Please use one of the following in the Response column.
Y = Meets the requirement without any additional customization
N = Does not meet the requirement
T = Requires a Third Party software
C = Customization required to meet the requirement
Item # Requirement Response
PERMITTING
1 Ability to manage applications for multiple permit types: Building, Mechanical, Electrical, Plumbing, etc.
2 Ability to configure applications to capture data based on the permit type and the business rules of the department.
3 Ability for Town staff to add/modify/delete the application data as needed.
4 Ability to enforce different permissions based on the role of the staff. For example: Some staff members would have the ability to delete permits and others would not.
5 Ability to configure permit content to display information relevant to the each permit type and per the department’s business rules.
6 Ability to submit permit applications both via the internet (public portal) and internally (staff).
7 Ability for applicants to indicate permit location information using a map. For example, the applicant could indicate where on their property they intend to build a shed.
8 Ability for Town staff to change the permit location using a map after the application has been received.
9 Ability for applicant to upload supporting documentation when applying for a permit on the internet (public portal).
10
Item # Requirement Response
10 Ability to allow applicants and staff to select a property address based on an established list provided by or interfaced with GIS.
11 Ability to automatically retrieve property owner information based on an established list provided by or interfaced with GIS.
12 Ability to copy data from an existing permit to a new permit. For example, create multiple permits with the same contact information but different addresses
13 Ability to apply for related permits without creating an entirely new application. For example, a building permit for a new structure would also require an electrical and plumbing permit.
14 Ability to see related permits that are linked together similar to a parent-child relationship?
15 Ability to indicate and change the status of the permit (approved, partially approved, denied, pending, etc.)
16 Ability to cancel a permit application.
17 Ability to track the progress of the permit application status.
18 Ability to see the permit status both externally (public portal) and internally (staff).
19 Ability to create alerts for properties that would be displayed when a permit application is started. For example, permits are prohibited if there are outstanding taxes due or water and sewer fees.
20 Ability to print a permit upon approval of an application.
21 Ability to email a permit upon approval of an application.
22 Ability to customize the permit design for each type of permit.
23 Ability to easily see all permits issued for a particular property or owner/applicant.
24 Ability to access permit attributes using a map. For example, select a property on a map and see all permits associated with that property.
25 Ability to track and manage permits associated with a parcel, including the transfer of permits for a parcel that has been split or combined.
26 Ability to expire permits based on business rules.
11
Item # Requirement Response
27 Ability to query all expired permits and those nearing the expiration date and do a bulk notification by email.
28 Ability to ensure a contractor has met all of the requirements necessary prior to issuing a permit. These requirements must be established using the Town’s business rules.
29 Ability to notify staff of the status and expiration date of a contractor’s license during the permit application process.
30 Ability to configure the permit number format based on the type of permit and the department’s business rules.
31 Ability to initiate an alert to multiple departments when a permit application may impact operations. The alerts would be established based on department’s business rules.
32 Ability to manage permit fees based on the department’s business rules.
33 Ability to apply different fee structures for different types of permits.
34 Ability to waive fees.
35 Ability to void transactions.
36 Ability to calculate the state fee for applicable permits.
37 Ability to collect fees and produce daily reports.
38 Ability to produce a receipt that can be printed or emailed.
39 Ability to apply, pay and track the status of a permit using a mobile device.
INSPECTIONS
40 Ability to customize inspections depending on the type of permit and the department business rules.
41 Ability for staff to schedule inspections.
42 Ability for the applicant to request an inspection using the Public portal.
43 Ability for the applicant to search an inspector’s schedule for availability before requesting the inspection using the Public portal.
44 Ability to restrict the applicant’s ability to request an inspection based upon the permit type.
12
Item # Requirement Response
45 Ability for applicants to cancel a scheduled inspection using the Public portal.
46 Ability to automatically schedule inspections based on business rules. For example, automatically schedule annual inspections.
47 Ability for Town staff to accept or decline inspection requests made through the Public portal.
48 Ability to assign and reassign inspectors based on specific parameters. For example, an inspector is assigned one geographic portion of the town.
49 Ability to manually change the assigned inspector.
50 Ability to search and view inspectors schedules.
51 Ability to attach multiple records to an inspection. For example, pictures, letters, etc.
52 Ability to select and change the inspection status.
53 Ability to access inspection information by selecting a parcel on a map.
54 Ability to view an inspection checklist.
55 Ability to customize the inspection checklist based on the department’s business rules.
56 Ability to complete the inspection reports from a mobile device.
57 Ability to track inspection results.
58 Ability to configure a set of standard inspection comments that can be selected when completing the inspection.
59 Ability to enter free form text for inspection comments.
60 Ability to see all inspections conducted on a particular parcel.
61 Ability to query and report on inspection activity.
62 Ability to customize the inspection results report.
63 Ability to email inspection results to the applicant, contractor, owner or all of them.
64 Ability for the applicant/owner/contractor to see the inspections scheduled and the results of any inspections done using the Public portal.
65 Ability to search and select the applicable violation code/description based upon the business standard (International Building Code, National Fire Protection Association, etc.)
66 Ability to create and schedule re-inspections.
13
Item # Requirement Response
67 Ability for inspectors to add notes that are not available to the public (applicant, contractor, owner).
PROPERTY MAINTENANCE
68 Ability to create Property Maintenance cases.
69 Ability to assign and change the status of Property Maintenance cases.
70 Ability to attach multiple records to an inspection. For example, pictures, letters, etc.
71 Ability to track actions taken. For example, inspections conducted, letters sent, phone calls made, etc.
72 Ability to create and complete inspections that are linked to the case.
73 Ability to search and select violation code/description per the Town’s Property Maintenance Code.
74 Ability to enter free form comments.
75 Ability to enter comments that are only viewed by Town staff.
76 Ability to record the electronic signature of the inspector.
77 Ability to customize a report or letter.
Ability to print or email the report or letter to the owner or another involved party.
78 Ability to access all Property Maintenance cases by selecting a parcel on a map.
79 Ability to create and track the status of a Property Maintenance cases and inspections using a mobile device.
80 Ability to query and report on Property Maintenance cases.
81 Ability to track time lapse and completion of individual steps required of blight citation process.
PLANNING
82 Ability for applicant to apply online.
83 Ability to pay applications fees online.
84 Ability to upload multiple files when applying online (PDFs, Word, Excel, CSV, JPEGs)
85 Ability for Town staff to modify the application after it is received.
86 Ability for Town staff to modify, void, waive fees.
14
Item # Requirement Response
87 Ability to customize and modify application.
88 Ability to use digital signatures.
89 Ability to customize application numbers using the department business rules.
90 Ability for applicants to upload additional files as applications are reviewed and revised.
91 Ability to require that uploaded files are named according to the department business rules. For example: filenames would include the application number and revision date.
92 Ability for the public to view applications, plans, reports, staff comments, etc. using the Public portal.
93 Ability to access application information by selecting a parcel on a map.
94 Ability to organize applicants materials/documents into categories. For example, Meeting Packets, Staff Comments, Plan Revisions.
95 Ability for Town staff to upload plans, comments, etc. for viewing in the public portal.
Ability in the public portal for individuals to submit public comments on public hearing items. Public comment requirements would include:
Commenter’s name and address (required)
Comment would generate an email to the Senior Planner
Comments should be saved and viewable by the public
Commenter should receive a confirmation message/email that their comments were received.
96 Ability to automatically send an email to designated staff when an application has been submitted, when revisions have been made or files have been uploaded.
97 Ability to track statutory deadlines.
98 Ability to change statutory deadlines.
99 Ability to use a map to determine whether a parcel is within 500’ of an abutting town; is in an aquifer area; has wetlands on it; or is in a particular district of the Town.
15
Item # Requirement Response
100 Ability to automatically generate an email to designated staff when application status is changed to Complete.
101 Ability to generate custom workflow for application review. For example, choose the staff members that are required to review a particular application.
102 Ability to automatically email designated staff members when a workflow is started.
103 Ability to customize an email template to be used to initiate workflow to staff. The email needs to include both notes and a deadline for document submittal.
104 Ability for multiple staff to review/comment on the same application at the same time.
105 Ability to capture date stamped staff review comments within the software.
106 Ability to initiate multiple staff review processes and clearly identify comments from each review process.
107 Ability for the public to view staff review comments on the public portal.
108 Ability to easily see outstanding comments that are part of the staff review process.
109 Ability to print documents and plans.
110 Ability for department staff to communicate with the applicant either within the software or by generating an email.
111 Ability to indicate and change the status of the application (submitted, complete, under staff review, meeting scheduled, decision rendered, appeal period, under appeal, final plans stamped, etc.)
112 Ability to automatically general an email to the applicant/agent when their application has been scheduled for a meeting date.
113 Ability to generate a list of abutting property owners and their mailing addresses.
114 Ability to manually add to the list of abutting property owners and their mailing addresses.
115 Ability to automatically generate an abutter letter that would allow us to modify if needed.
116 Ability to enter a decision and update the application status after the application has been heard at a meeting.
16
Item # Requirement Response
117 Ability to upload revised plans after a decision has been entered.
118 Ability to mark the plans as “No additional comments.”
Plan Review
119 Ability to create, track and manage various plan review types and plan review applications per department business rules.
120 Ability to submit electronic plans for reviews.
121 Ability to link plans with applicable application.
122 Ability to upload and link supporting documentation to the associated plan review application.
123 Ability to assign plan reviewers based on department business rules and plan review type.
124 Ability to assign workflow based on the information submitted by the applicant during the plan review application process.
125 Ability to send notifications/alerts to the plan reviewers when a plan is waiting for their review.
126 Ability for plan reviewers to markup, annotate and electronically stamp the electronic plans.
127 Ability for reviewers to comment on plan reviews.
128 Ability to consolidate annotations and comments from multiple reviewers so that the plan’s owner will have access to one copy containing all of the mark ups.
129 Ability to assign a status to the plan review application.
130 Ability to upload revised/corrected plans.
131 Ability to see the history of the reviewer process and all comments associated.
132 Ability to configure and manage electronic stamp types. For example, electronic signatures, approvals, dates, etc.
133 Ability to track the method of plan submissions (paper or electronic)
134 Ability to manage fees based on department business rules.
General Requirements
135 Is the Public portal ADA Compliant per Section 508 of the Rehabilitation Act of 1973
17
Item # Requirement Response
136 Does the software provide a variety of help features including:
Spell check
Grammar check
Mail merge Help functionality
137 Does the software integrate with Microsoft Office 2010 and 2016 products (Word, Excel, Outlook, etc.)?
138 Does the software allow authorized users to create user defined fields?
139 Ability for the public to create a customer account/profile on the Public portal.
140 Ability for the public to update their customer account/profile with address changes, etc.
141 Will the solution allow the applicant (public and staff) to save an incomplete application and resume it at a later time?
142 Ability for an applicant to see all applications, permits, review comments, plans, etc. associated to their account using the Public portal.
143 Ability for Town staff to post public information such as notices, hearings, etc. on the Public portal.
144 Ability to select a parcel using a map in the public portal and see all applications, permits, inspections and documents associated with that parcel.
145 Ability to provide a town map in the public portal that displays locations of current applications.
146 Ability to implement security features to the Public portal such as CAPTCHA or two factor authentication.
147 Does the software prevent the deletion of data based on permissions?
148 Does the software integrate with GIS to allow for a master address list? We do not want users creating new addresses to ensure data integrity.
149 Does the software maintain a detailed audit trail for all modules? Details should include username, type of change made, date and time of change, etc.
150 Does the software allow users to choose the method of receiving notifications (email, text, etc.)?
151 Does the software have the ability to capture/accept electronic signatures?
18
Item # Requirement Response
152 Does the software allow for an unlimited number of contacts (applicant, owner, tenant, contractor, etc.) in each module?
153 Does the software integrate with GIS to automatically provide owner information when an
application or permit is initiated?
154 Does the software integrate with GIS to provide parcel information?
155 Does the software allow custom branding to allow web pages, etc. to look similar to existing Town web pages?
156 Does the software allow for workflow between departments and modules?
57 In the notes section of your RFP response, please describe how reporting is done in your product. Include details on how new reports are created and existing reports are modified.
158 Ability to export to PDF, Word, Excel and CSV file formats in all modules.
159 In the notes section of your RFP response, provide an explanation as to how account balancing of deposits is accomplished.
160 In the notes section of your RFP response, provide an explanation as to how final project costs and permit fee reconciliation is performed to include all permits related to a project.
Mobile Requirements
161 Ability for inspectors to perform functions in the field. For example, initiate and complete inspections, view all documents associated with a parcel, view attachments, etc.
162 Ability for the public to access the public portal using a mobile device.
163 Ability to attach documents, photos, etc. when using the mobile app.
164 Ability to capture electronic signatures.
165 In the notes section of your RFP response, describe how the mobile app works for inspectors when an internet connection is not available.
19
Item # Requirement Response
166
In the notes section of your RFP response, please describe any difference in functionality between the desktop version and the mobile version of the software. For example, users can initiate an inspection from the desktop version but not from the mobile version.
167 Ability to push notifications and alerts to mobile devices.
Interface Requirements
168 ESRI ArcGIS Server - We are currently using ArcGIS Server 10.4 but will be upgrading to ArcGIS Server 10.7.1.
169 Document Management solution – OnBase
170 State of Connecticut Contractor License Database?
171 BlueBeam
172 ESO Firehouse Software
System Administration and Configuration
173 Does the software offer role-based and function-based security controls?
174 Ability to assign multiple roles to one user?
175 Ability to disable or delete users yet maintain any historical records associated with that user?
176 Does the public portal restrict users from changing documents associated with other applicants?
177 Does the public portal require a login for applicants and contractors?
178 Can Town staff reset password for users registered on the public portal?
179 Does your software integrate with Active Directory?
180 Is the software compatible with Microsoft Office 2010 and 2016?
181 Do you offer a cloud hosted solution? If so, provide a description of your services to include the following:
a. Where are your servers hosted? b. What type of hardware are you using
to provide the hosted services? c. What type of network connection
(bandwidth) does the town need to connect to the hosted services?
d. Describe security procedures you have in place to ensure our data is secure.
20
e. Describe your backup and Disaster Recovery plan.
Describe any document storage/management requirements
182 Do you offer a town hosted solution? If so, provide hardware, software and network requirements. This should include any document storage/management requirements.
183 The Town would like to have a test environment available that would mirror the live system. This would be used for testing and training. Please describe how the system would be setup and updated.
184 f. Describe any requirements for client/user computers.
185 Describe how software updates are released. Include the process used to notify customers of the update and the changes included in the update.
186 Describe how your product is licensed and any
licensing requirements for the Town of
Manchester.
187 Describe any third-party software solutions that are required to make full use of your software. Include any licensing requirements.
188 Describe support services that will be provided following installation and go-live.
189 Describe your implementation plan and typical timeline. Include information on Town resources required for implementation and go-live.
190 Describe your typical training program for both administrators and end users. Include information for on-going training opportunities to include user groups, conferences, etc.
191 Describe mobile options including software, hardware and network requirements.
192 Does your software work on Apple IOS and Android devices?
193 Describe any technical requirements for the online portal. This should include browser and plugin requirements.
194 Describe any requirements for interface with the Town’s GIS system. We will be upgrading to ArcGIS for server Enterprise Standard 10.7.1. We are currently using ArcGIS for Server 10.4.
195 Describe any fee processor requirements.
21
10. BUSINESS SCENARIOS
Scenario 1: Describe how a Property Owner/Building Contractor/ Engineer/Development Professional would register using the front-end web portal application, and keep their information up-to-date.
Key Points:
1. Describe how a building contractor/professional would self-register via the web portal.
What information such as: contact information, professional information ie: license and insurance, etc. would be required?
2. For Building Permits, describe how the system would validate contractor entered
info to a database of information from the State Department of Consumer Protection. Can individuals register under multiple disciplines such as Plumbing AND Heating contractor?
3. Describe the assignment of user ids and passwords, and the ability of the individual to change their password, and how you handle lost passwords.
4. Describe how individuals can update their information after initial registration.
5. Describe how town office personnel could be notified of impending expirations of contractor license or insurance information. Could this reminder also be emailed to the registrant?
6. Describe how the owner and various professionals can be linked to the same project.
Scenario 2: Describe how a property owner could check the status of a permit
and the contractor information online.
Key Points: 1. Describe how a registered contractor enters property owner information via the web
front-end.
2. Describe how a property owner could check whether a permit has been issued to do
work on their property? What “public inquiry” options (users that do not have to be registered) could your system support? Describe options for homeowners to self- register (should we decide checking permit status not be a public feature).
3. Describe how homeowners can view actual plan review comments made by town office users. Describe typical plan review statuses assigned via the back-end permitting application, and how a homeowner can monitor the progress of their permit prior to issuance.
22
4. Similarly, describe how a homeowner can monitor inspection activity related to an open permit. Will they be able to see dates for scheduled and actually completed inspections? Can inspector field comments be masked from view by outside users?
5. Describe how homeowners are notified of final permit closure or violation(s) needing attention when their contractor is performing the work.
Scenario 3: Describe the on-line permit application and review process.
Key Points:
1. Describe how contractors or homeowners enter permit application data via the web
front-end. What drop-down options are presented to the user? Does the user have to scroll down to complete their entry, or are required items generally on one screen/window? Explain what kind of documents can be attached (such as CAD drawings) and how these attachments can be uploaded via the web front-end. Describe how the permit submitted would be authenticated by the originator (digital signature).
2. Describe how the system validates information as it is entered. Describe how the
system provides alerts for zoning restrictions, historical districts, flood plain, etc. Explain how system alerts can be over-ridden by town staff, but not by homeowners and contractors.
3. Describe your system’s workflow processes: how it is configured during
implementation and how towns can add to an approval/routing list if additional approvals are needed.
4. Describe how users can quickly ascertain the review status of an individual permit.
What data entry is required, and what displays (tabular or graphical) are presented?
5. Describe how the application works with the Town’s GIS system. Can all current and previous permits/applications be sorted by address/parcel?
Scenario 4: Describe how your system handles fee calculation and payment.
Key Points:
1. Describe how permit fees are maintained via tables in your system. How can fee information be changed after initial implementation?
2. Describe how your system supports multiple payment providers (your proposed
payment provider and those already used by a town).
23
3. Describe what actions a town could take in your system if they found the permit application fee paid and accepted on-line turned out to be too low and a higher value of construction was determined later in the review process.
4. Describe how refunds can be processed through your system via the fee payment
providers. Scenario 5: Describe how permits are issued and administered by town
staff. Key Points:
1. Describe how simple permits are issued, reviewed and approved internally (no routing to
other departments). Explain how the permit image and/or approval letter is archived for later viewing or printing.
2. Describe how a Building department employee could create their own report of permit
activity over a certain time period, with totals for estimated cost and permits by type of construction.
Scenario 6: Describe how complex permits are applied for and coordinated interdepartmentally.
Key Points: 1. Describe how staff members are notified of new permits, provided a time period for
comments, and enter comments.
2. Describe how applicants and applicant’s representatives are able to access staff comments. Are comments sent individually and automatically? Are applicants able to communicate back to staff via the portal?
3. Describe how the application tracks statutory time requirements to open hearings, take action, complete work, etc.
Scenario 7: Describe the public access portal Key Points:
1. Describe the front end of the application and how the public is able to interact with
submitted and approved permits.
24
2. Describe how members of the public can provide comment to various Board and Commissions on a public hearing application.
3. Describe how the application tracks statutory time requirements to open hearings, take
action, complete work, etc.
4. Can the public access permits through a GIS-linked map? Can the public sort permits by type/date/address, etc.
11. GENERAL PROVISIONS A. The Town of Manchester is an equal opportunity employer, and requires an affirmative
action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order 11246. By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.
B. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any
proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages.
C. All deliveries of commodities or services hereunder shall comply in every respect with all
applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.
D. The Town reserves the right to reject any and all proposals, to waive any informalities or
technical defects in any proposal or discontinue this process at any time and to negotiate fees and final scope of service with selected firm. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted.
E. The Town will not be liable for any costs incurred in the preparation of the response for
this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act after evaluation and award decisions have been made.
25
F. These specifications in their entirety are the property of the Town of Manchester. The Proposer shall not copy or disseminate any portion of these specifications without express written authorization from the Town of Manchester, except as necessary in the preparation of a proposal. Any authorized copies of these specifications or portions thereof shall include a similar paragraph prohibiting further copying or dissemination.
G. Assignment by the successful respondent to a third party of any contract based on the
Request for Proposal or any monies due is prohibited and will not be recognized by the Town of Manchester unless approved by the Town in writing.
H. Selected consultants shall at its own expense and cost, obtain and keep in force, insurance
per the attached limits during the duration of the project. Insurance coverage shall cover the
consultant, all of its agents, employees, subcontractors and other providers of services.
1. Firms providing professional services must provide A., B., or C. below, along with the
following: Errors and Omissions-aggregate limit of liability $1,000,000.
A. General Liability and Property Damage - $2,000,000 aggregate $1,000,000 each occurrence B. Workers’ Compensation – as required by Connecticut State Statute C. Auto Liability and Property Damage - $500,000 each occurrence $1,000,000 aggregate (necessary if automobiles/trucks are used by contractors)
The contractor shall indemnify and hold harmless the Town of Manchester and their agents and employees from and against all claims, damages, losses, and expenses, including attorney’s fee of counsel selected by the Town of Manchester, arising out of or resulting from the performance of the work, and/or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom and (b) is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.
26
COST PROPOSAL WORKSHEET List each cost component on the worksheet below. Include the costs for any of the following when applicable: software, licensing, annual fees (SaaS), implementation, training, support options (five years), and third party software.
Quantity Description Unit Price Line Total
TOTAL COST OF PROPOSAL
BIDDER
ADDRESS
SIGNED BY DATE
NAME (PLEASE PRINT)
TITLE
TELEPHONE
EMAIL ADDRESS
