RFP Electronic Permitting System (Software and Implementation)
CLOSED
The City of Selma is soliciting proposals for a permitting software vendor to provide a fully
integrated, permit tracking software system for the processing of land use permits, including
building permits, zoning permits, building inspections, engineering permits (such as
encroachment and grading permits), business licenses and tracking code enforcement cases.
The system must be parcel-based with GIS capabilities and will preferably offer ESRI ArcGIS
integration. Online and mobile functionality is a requirement in order to provide a citizen portal
and contractor access, as well as functionality that will allow field staff to directly access site data
and edit permits and inspections.
VIEW BID DOCUMENT HERE
Q&A:
Section 3.1 shows due date of October 15th?
This is a typo. Please submit all proposals by October 6, 2021.
In reviewing the RFP pdf, we could not find Exhibit A, Scope of Services, or Exhibit B, Rate Schedule. Would you advise where to find these exhibits?
Exhibit A and B are mentioned only in the sample Professional Service Agreement starting on the 8th page. Those sections would be completed and executed with the awarded contractor. That portion of the RFP is for general information only at this time so that you are aware of what our contract will need to look like for services.
What system are you currently using?Gary V. Bufkin Computer Consulting Muni Permits System
Regarding data migration - which of the following data types do you want migrated: Permits, Licensing, Code Enforcement, Recurring Inspections?
All of the above.
Do you have documents that you would like migrated? If so, where do they reside? How many do you have?
Items that Code Enforcement would like migrated would be the actual notices, photos, or legal documents into the system. Unknown on how many items at this time. Building, planning, & engineering files stored in Laser Fiche.
Would you like it read-only for reference purposes, or active?
Active for all assigned staff and a public access that is preferably also active, but may consider a read-only public facing option.
What is the current database type (DB2, SQL, Excel, MS Access, etc.)?
Excel/Word. PDF
Location of database (desktop, local server, cloud, etc.).
Server with access through laptops, tablets and desktops.
How many records are on the database?
Unknown.
How many tables are on the database? Unknown
Can you provide a number of permit types/templates for the Building Services and Code Enforcement divisions?
Code Enforcement has 4 different templates in the system. (Courtesy Notice, Notice of Violation, Weed Abatement and Vehicle Abatement templates). Finance, Building, and Planning have an estimated 20-30 templates/permits/applications.
Can you provide the relevant fee schedules?
Fee schedules can be provided. Undergoing update currently.
When would you like to go-live with your new system?
TBD but no later than September 2022.
Do you have a confirmed/estimated budget for this project?
Software and implementation for 3 years not to exceed $225,000.
Can you confirm the response due date?
10/6/2021
Are you able to provide answers to our questions prior to last question response date?
Yes
What is the City's current process for processing permits?
Varies by department. Permits are partially tracked through finance department and part through an older software system.
Will the City need the vendor to provide data migration?
Yes.
Please share more information regarding the current challenges or pain points that the City currently experiences with the existing systems/processes in place today.
Responsiveness delays, management of documents, easily accessible information for the public.
Has the City seen any demos from vendors related to this project within the past six months? If so, which vendors? Unknown.
Is the City open to considering solutions that leverage a modern payment processing solution different from Elavon?
Potential for consideration, can be included in response to RFP.
Section 4.0 mentions that no exceptions to the provided Professional Services Agreement will be accepted, but Section 5.0 notes that there will be contract negotiations. To clarify, is the City open to vendors noting exceptions to the provided Professional Services Agreement with the proposal submission?
Yes, you may note potential conflicts your organization may have with the PSA, however changes would have to be negotiated within reason and ability to serve both parties.
Is the City looking to upgrade its financial management software?
Not immediately but yes, we are interested in updating financial software.
Does the City have a desired timeline for implementation project kickoff and go-live?
Project must be completed and launched at a minimum prior to our grant deadlines. The preferred timeline would have a go-live date before September 2022.
Does the City intend to use SB2 funding for this project?
Yes, the project is partially funded with SB2 and other grant funds. Payments made to the service provider, based on negotiated payment schedule, will be requested for reimbursement.
Section 3.1 states that the due date is Wednesday October 15th, but the cover and section 3.2 states that the due date is Wednesday October 6th. You please clarify, as October 15th is a Friday?
The deadline is October 6th.
If due date is October 6th, will the City consider extending the date to October 15th?
We are not considering an extension.
Has a budget been established for this project? If so, what is the budget amount?
Budget is not to exceed our grant funding amount.
Software and implementation for 3 years not to exceed $225,000.
Have the funds been approved or will it have to go through the City Council process?
Funds have been approved.
Is there a geographic preference for the implementation vendor?
No.
How many different unique permit types does the city currently use?
Estimated at 20-30 permits, applications and templates.
How many years of data does this system currently store?
Unknown.
Are there other data sources that contain data?
Yes, unsure as to the variety of data sources that will need to be migrated.
How much of this data is the City seeking to convert into the new system?
Unknown volume at this time.
The city lists a requirement for reporting. How many reports does the City intend to use?
Unknown at this time.
Has the City issued an RFP for a similar software solution within the past 18 months?
No.
Has the City received any product demonstrations prior to this RFP?
Yes, one over a year ago.
The City explains that there is current project “of developing an internal public-facing GIS service”(Page 3, section A). What is the projected timeline for the GIS project?
GIS project is also grant funded and expected to be launched within the year.
Exhibit C – Insurance: will the City consider the standard 1,000,000 per occurrence, 2,000,000 aggregate for the system implementation company, if proposing a solution provided by another vendor?
This would need to be reviewed by legal for possibility of negotiating different insurance requirements.