RFP - Permitting System RFP 06-10-2013Request for Proposals
for
Permitting System Software
and Implementation Services
June 10, 2013
THIS PAGE INTENTIONALLY LEFT BLANK
Issue Date: June 10, 2013
RFP Response Due Date: June 28, 2013
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT Permitting System RFP June 10, 2013
1 | Page
TABLE OF CONTENTS
1.0 RFP Overview .............................................................................................................................. 3
1.1 Purpose of RFP .................................................................................................................................... 3
1.2 Selection Process and RFP Timeline ................................................................................................... 4
1.3 RFP Coordinator .................................................................................................................................. 5
1.4 Proposal Preparation Costs ................................................................................................................ 6
1.5 RFP Amendment and Cancellation ..................................................................................................... 6
1.6 Questions Pertaining to the RFP ......................................................................................................... 6
1.7 Intent to Propose ................................................................................................................................ 6
1.8 Proposal Submittal ............................................................................................................................. 6
1.9 Public Records Law ............................................................................................................................. 7
2.0 La Quinta Overview and Current Environment ............................................................................. 8
2.1 City Overview ...................................................................................................................................... 8
2.2 Community Development Department Overview .............................................................................. 8
2.3 Public Works Department Overview .................................................................................................. 9
2.4 Current Technical Environment ........................................................................................................ 10
2.5 Technical Infrastructure .................................................................................................................... 10
2.6 Number of Users ............................................................................................................................... 11
2.7 Transaction Volumes ........................................................................................................................ 12
3.0 New System Objectives ............................................................................................................. 13
3.1 General System Characteristics ........................................................................................................ 13
3.2 Entitlement Application Fee Calculation and Tracking ..................................................................... 14
3.3 Public Works Improvement Plan Application Fee Calculation and Processing ............................... 16
3.4 Building Permit Application Fee Calculation and Processing ........................................................... 18
3.5 Permit Duplication ............................................................................................................................ 19
3.6 Inspection Scheduling ....................................................................................................................... 20
3.7 Inspection Activity and Results ......................................................................................................... 20
3.8 Final Project Close‐Out ..................................................................................................................... 20
3.9 Reporting .......................................................................................................................................... 21
3.10 Data Conversion ............................................................................................................................. 21
3.11 System Interfaces ........................................................................................................................... 21
3.12 Additional Features ........................................................................................................................ 22
4.0 Proposal Submission Requirements ........................................................................................... 23
General Instructions ............................................................................................................................... 23
4.1 Proposal Format ............................................................................................................................... 23
4.2 Cover Letter ...................................................................................................................................... 24
4.3 Table of Contents .............................................................................................................................. 25
4.4 Executive Summary .......................................................................................................................... 25
DRAFT Permitting System RFP June 10, 2013
2 | Page
4.5 Section 1.0 – Company Background ................................................................................................. 25
4.6 Section 2.0 – Company Qualifications .............................................................................................. 25
4.7 Section 3.0 ‐ References ................................................................................................................... 26
4.8 Section 4.0 ‐ Proposed Solution ........................................................................................................ 26
4.9 Section 5.0 ‐ Implementation Approach........................................................................................... 27
4.10 Section 6.0 – Other Requirements ................................................................................................. 28
4.11 Section 7.0 ‐ Pricing ........................................................................................................................ 29
4.12 Section 8.0 – Additional Information .............................................................................................. 30
5.0 Proposal Evaluation ................................................................................................................... 31
6.0 General Requirements ............................................................................................................... 32
6.1 Collusion ........................................................................................................................................... 32
6.2 Gratuities .......................................................................................................................................... 32
6.3 Required Review and Waiver of Objections by Proposers ............................................................... 32
6.4 Nondiscrimination ............................................................................................................................ 32
6.5 Proposal Withdrawal ........................................................................................................................ 33
6.6 Proposal Errors ................................................................................................................................. 33
6.7 Incorrect Proposal Information ........................................................................................................ 33
6.8 Prohibition of Proposer Terms and Conditions ................................................................................ 33
6.9 Assignment and Subcontracting ....................................................................................................... 33
6.10 Right to Refuse Personnel .............................................................................................................. 33
6.11 Proposal of Additional Services ...................................................................................................... 34
6.12 Licensure ......................................................................................................................................... 34
6.13 Conflict of Interest and Proposal Restrictions ................................................................................ 34
6.14 Contract Negotiations ..................................................................................................................... 34
6.15 Execution of Contract ..................................................................................................................... 34
6.16 Right of Rejection ........................................................................................................................... 35
6.17 Disclosure of Proposal Contents ..................................................................................................... 35
6.18 Proprietary Information ................................................................................................................. 35
6.19 Severability ..................................................................................................................................... 36
6.20 RFP and Proposal Incorporated into Final Contract ....................................................................... 36
6.21 Proposal Amendment ..................................................................................................................... 36
6.22 Consultant Participation ................................................................................................................. 36
6.23 Warranty ......................................................................................................................................... 36
6.24 Rights of the City ............................................................................................................................. 37
Appendix A – City Professional Services Agreement ........................................................................... 38
Appendix B – Proposal Section 4 ‐ Response Requirements Template ................................................ 55
Appendix C – Pricing Templates ......................................................................................................... 65
DRAFT Permitting System RFP June 10, 2013
3 | Page
1.0 RFP Overview
1.1 Purpose of RFP
The City of La Quinta (City) has issued this Request for Proposal (RFP) to identify, select and
implement a proven public sector software application to manage the City’s permit fee
calculation and issuance process, plan review process and inspection scheduling / tracking
processes. The City seeks a qualified firm (Proposer) with the experience, expertise, and
qualifications to provide a fully integrated, proven state‐of‐the‐art solution.
The City desires to implement a system to emphasize efficiencies and limit the manual
processes required to support current functions in the Community Development and Public
Works Departments. The new solution will replace the current permitting issuance process
that utilizes the City’s Sungard HTE system, and will also automate many supporting processes
(including Access and Excel) for a variety of other Community Development and Public Works
Department activities. In addition to the software modules, the City is seeking a Proposer to
provide the professional services that will ensure a successful implementation. The
professional services should include the following:
Software installation and configuration
Training
Data Conversion
Documentation
Project Management
The City seeks to establish a business relationship with a Proposer capable of supporting a
successful implementation, on‐going system maintenance and support, and continual system
evolution. The City is open to consideration of hosted solutions as well as traditional in‐house
systems.
The procurement and implementation of the new system will provide the City the opportunity
to streamline existing business processes (i.e. reduce paper processes; implement use of
automated workflows), implement new business processes, and enhance reporting capabilities
to support the City’s long‐term needs. One of the City’s core goals is to create a permit center
that will allow customers to obtain permits at one location without the need to make multiple
trips to different counter locations.
The City recognizes that some existing internal business processes may differ from the design of
the new system, and the City is prepared to modify its internal business processes in order to
gain the full advantages of a new system.
DRAFT Permitting System RFP June 10, 2013
4 | Page
The City desires to go‐live on the new system in February 2014, and the City expects the
Proposer to provide services to support this timeframe. The contract resulting from this
procurement will include a licensing agreement, software maintenance agreement, and a
professional services agreement. The professional services agreement will include, at a
minimum, the following components: installation, configuration, project management,
conversion, training, and documentation. The City prefers to independently purchase the
hardware and database software if a traditional in‐house system is chosen.
Proposers should be aware that the City is underway in the process of selecting a vendor to
replace the current financial management system, with implementation of core financial
systems scheduled for January 1, 2014.
1.2 Selection Process and RFP Timeline
Over the past several months, a team of City staff members has been researching available
permitting software solutions in anticipation of a potential procurement. As a result of this
research, the City has identified a short‐list of Proposers to receive this RFP. Once responses to
this RFP are received, the City will determine the top Proposers to continue in the selection
process. The top Proposers will be invited to complete an on‐site proof of capabilities (POC)
process. Upon the completion of the proof of capabilities and reference checks, the City
intends to identify a finalist. Even though the City intends to select a single finalist, the City
reserves the right to select more than one finalist in the event that the City is not able to agree
on a single vendor.
The scripted proof of capabilities (POC) is not intended to be a generic demonstration of the
application, but rather a demonstration of specific product functionality deemed most critical
to the City using data provided by the City. Proposers must be prepared to invest the time and
resources in the POC to be successful with this procurement. The City will provide the scripts,
data, and other relevant documentation approximately seven (7) business days prior to the
scheduled POC. Table 1, RFP Schedule of Events, represents the City’s best estimate of the
schedule that will be followed.
DRAFT Permitting System RFP June 10, 2013
5 | Page
RFP EVENT DATE/TIME
City Issues RFP June 10, 1013
Deadline for Proposer Questions June 14, 2013
City Issues Responses to Proposer Questions June 19, 2013
Deadline for Proposal Submission June 28, 2013
City Completes Evaluation of Proposals July 9, 2013
Finalists Notified and Provided Proof‐of‐Capabilities (POC) Packet July 10, 2013
POC Demonstrations July 22 – 31, 2013
Contract Negotiations August 5 ‐30, 2013
Award of Proposal and Contract Execution September 17, 2013
Project Start Date September 18, 2013
Table 1 – RFP Schedule of Events
The City desires to begin implementation of the new system on or before September 18, 2013,
as noted in Table 1. The City is prepared to make the resources available to allow for a
February 24, 2014 implementation of the new system. The City recognizes that this is an
aggressive implementation schedule and is looking for proposers to craft an approach that
meets the City’s objective. If Proposers are not able to meet this timeline, they are encouraged
to propose an alternative timeline for the City to consider.
The City reserves the right, at its sole discretion, to adjust this schedule, as it deems necessary.
Notification of any adjustment to the RFP Schedule of Events will be provided to all Proposers
who submitted their Intent to Propose (see Section 1.7).
1.3 RFP Coordinator
All communications concerning this RFP must be submitted in email to the RFP Coordinator
identified below. The RFP Coordinator will be the sole point of contact for this RFP.
Mr. Chris Escobedo, Assistant to the City Manager
Email ‐ cescobedo@la‐quinta.org
Proposer contact with any other person in the City is expressly forbidden and may result in
disqualification of the proposer’s bid.
DRAFT Permitting System RFP June 10, 2013
6 | Page
1.4 Proposal Preparation Costs
The City will not pay any costs associated with the preparation, submittal, or presentation of
any proposal.
1.5 RFP Amendment and Cancellation
The City reserves the unilateral right to amend this RFP in writing at any time. The City also
reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued,
it will be provided to all Proposers submitting their Intent to Propose (See Section 1.7).
Proposers will respond to the final written RFP and any exhibits, attachments, and
amendments.
1.6 Questions Pertaining to the RFP
Specific questions concerning the RFP should be submitted in writing, via e‐mail to the RFP
Coordinator (see Section 1.3) before the date identified in Table 1 RFP Schedule of Events.
Proposer questions should clearly identify the relevant section of the RFP and page number(s)
related to the question being asked.
Copies of all written questions and the City’s responses will be emailed to all Proposers
submitting their Intent to Propose (see Section 1.7).
1.7 Intent to Propose
Each Proposer who plans to submit a proposal should register by email to the RFP Coordinator
(see Section 1.3). The email should indicate the Proposer's intent to respond to this RFP. The
email should include:
Proposer name
Name and title of Proposer main contact
Address, telephone and facsimile number, and email address
Submittal of the Intent to Propose email is necessary to ensure receipt of RFP amendments,
responses to vendor questions, and other communications regarding the RFP. The Intent to
Propose is not intended to bind Proposers to submitting a proposal.
1.8 Proposal Submittal
Proposals will be submitted no later than 2:00pm on the Proposal Deadline date detailed in
Table 1 RFP Schedule of Events. Proposers assume the risk of the method of dispatch chosen.
The City assumes no responsibility for delays caused by any delivery service.
DRAFT Permitting System RFP June 10, 2013
7 | Page
Proposers will respond to the RFP and any exhibits, attachments, or amendments. A Proposer's
failure to submit a proposal as required before the deadline will cause the proposal to be
disqualified. Proposals may not be delivered orally, by facsimile transmission, by email, or by
other telecommunication or electronic means. Proposers must submit in a sealed package one
(1) original signed Master, five (5) copies, and one (1) electronic copy (a single .pdf file is
strongly encouraged). The package should be clearly labeled as follows:
Mr. Chris Escobedo, Assistant to the City Manager
Proposal for Permitting System Software and Implementation Services
Name of Proposer
Proposer’s Address
Proposer’s Contact Person
Proposer’s Telephone Number
The proposal package should be mailed, couriered, or hand delivered to the City of La Quinta –
City Hall Front Desk, 78‐495 Calle Tampico, La Quinta, CA 92253. All proposals must be
received by the City by 2:00pm on the date shown in Table 1 RFP Schedule of Events. Proposals
received after this time and date will be returned unopened. Postmarks will not be accepted as
proof of receipt.
1.9 Public Records Law
Pursuant California Government Code Section 6250, public records may be inspected and
examined by anyone desiring to do so, at a reasonable time, under reasonable conditions, and
under supervision by the custodian of the public record. All submitted proposals are subject to
this code section.
DRAFT Permitting System RFP June 10, 2013
8 | Page
2.0 La Quinta Overview and Current Environment
This section of the RFP provides an overview of the City’s current operations, organization, and
technical environment. This information is provided to assist the Proposers in responding to
this RFP.
2.1 City Overview
Incorporated in 1982, the City of La Quinta (City) serves more than 38,000 residents and
employs approximately 60 staff members. The City has a Council‐Manager form of government
with a separately‐elected Mayor serving a two‐year term and four Councilmembers elected at
large to staggered four‐year terms.
The City Council appoints the City Manager and the City Attorney. Department heads are
appointed by the City Manager. The City Council appoints members of the City Commissions.
The City of La Quinta is retooling and rebuilding the City workforce for the “City of the Future.”
The City Manager and Executive Staff desire to enhance and update existing City processes –
focusing on customer service and efficiency; develop and train staff and management to
improve service delivery and improve internal operations and utilize technology to the highest
and best use feasible. To that end, the City is looking for an IT permitting system partner with a
robust product offering that uses industry best practices and shares the City’s vision for
continuous improvement and a highly engaged and well trained workforce. The ideal Proposer
will also assign a project manager who possesses sufficient interpersonal skills to partner with
City staff for a successful implementation that is within schedule and budget.
2.2 Community Development Department Overview
The Community Development Department oversees the various technical and administrative
functions of land use. Responsibilities include processing applications for land development,
architectural and landscaping review, long range City planning, and land use management. The
Department organization chart is presented below in Figure 1.
Figure 1 – Community Development Department Organization Chart
DRAFT Permitting System RFP June 10, 2013
9 | Page
Building Division
The Building Division is responsible for the administration and enforcement of building codes
and ordinances for construction, use and occupancy within the City of La Quinta. This is
accomplished through implementation of local, state and federal building, plumbing,
mechanical and electrical codes. The Building Division handles plan checks, the issuance of
permits and continuous inspections of new construction, remodels, additions and demolition to
existing residential and commercial structures located within the City.
Planning Division
The Planning Division supports the Planning Commission, Architecture and Landscape Review
Committee and Historic Preservation Commission. The Planning Division processes
development applications, coordinates intergovernmental activities to ensure coordination
with developments and special projects; reviews, evaluates and prepares studies relating to
planning, zoning, land use issues and environmental issues.
Code Compliance and Animal Control Division
Code Compliance administers a citizen initiated enforcement program that investigates and
corrects violations of the City’s Municipal Code that govern the use and maintenance of private,
residential property and commercial property. Code Compliance investigates and conducts
inspections involving vehicle abatement, blight and nuisance, vector control, weed abatement,
unsafe, illegal or unlicensed construction or conversions, and illegal dumping. Code Compliance
also issues, inspects and monitors various permits including massage therapy, home
occupation, pool drain and garage sale permits.
The Animal Control Division provides field services responding to reports of stray, lost/found,
and injured animals in distress and transports them for medical treatment and shelter when
needed, seven days a week. The staff investigates animal abuse and neglect reports, nuisance
complaints of barking and aggressive dogs, and enforces animal licensing and leash laws.
2.3 Public Works Department Overview
The Public Works Department oversees all aspects of City‐controlled infrastructure, including
streets, signals, street lighting, storm drains, and sewers. The Department is responsible for
both the installation of infrastructure through its Capital Improvement Program (CIP), and for
the maintenance of existing infrastructure through its Maintenance Division.
In addition, the Department is responsible for coordinating activities related to land
development, including public/private boundaries, land development requirements, and
provision of necessary infrastructure to support associated development. The Department
organization chart is presented below in Figure 2.
DRAFT Permitting System RFP June 10, 2013
10 | Page
Figure 2 – Public Works Department Organization Chart
Development Services Division
The Development Services Division of the Public Works Department reviews various
improvement plans and reports for entitlement of development projects, performs new project
entitlement review including preparing conditions of approval, coordinates with the Public
Works Engineering Services Division for transportation review, infrastructure plans and
development projects, provides technical review of land actions including lot line adjustments
and parcel mergers, provides improvement plan and map checking services for private
development projects, processes final maps, writes Subdivision Improvement agreements
Development Impact Fee reimbursement agreements and issues encroachment, grading, haul
and street closure permits. Additionally, encroachment permits are issued in support of Capital
Improvement Program (CIP) and maintenance activities.
2.4 Current Technical Environment
The City’s Information Services Analyst is responsible for managing the City’s technology
infrastructure that includes all hardware, printers, monitors, software applications, databases,
servers, data storage, the phone system, and internet access.
2.5 Technical Infrastructure
The following table identifies current technology standards for the City. Vendors will be
required to confirm requirements or propose alternatives.
Technology Current Standard
AS 400 (Sungard System) Database DB2
AS 400 (Sungard System) OS V6R1M0
Server OS Windows Server 2008 R2
Desktop OS Microsoft XP and Windows 7
Server Hardware HP
Desktop Hardware HP
DRAFT Permitting System RFP June 10, 2013
11 | Page
Technology Current Standard
Desktop / Laptop OS Windows 7
Office Productivity Microsoft Office 2010
Browser IE 9, Chrome, or Firefox
Email Server/Client MS Exchange Server 2003
Virtual Environment VMware
Storage Area Network (SAN) HP LeftHand
Active Directory Yes
Laserfiche Version 8.1
ArcGIS Version 10.0
Digital Map Products Online GIS
AutoCAD Version LT2010
GoRequest Online Service Request System
Table 2 – Technical Infrastructure
2.6 Number of Users
The following table identifies general user information.
Category Current Number of Users Future Number of Users
Full Time On‐site Users 12 12
Part Time On‐site Users 0 6
Mobile Users 9
Remote Users 9
Table 3 – Number of Users
DRAFT Permitting System RFP June 10, 2013
12 | Page
2.7 Transaction Volumes
The following table provides transaction volumes for the City’s various permitting and
related activities.
Building Permit Activity Total Number
2012 Total Permits Issued 1,399
2013 Total Permits Issued (Projected) 1,593
Planning Division Activity Total Number
2012 Planning Applications 294
2012 Plan Checks 203
Code Compliance Activity Total Number
2012 Inspections and Cases Completed 2,942
2012 Compliance Follow Ups 7,669
Animal Control Activity Total Number
2012 Calls for Service 4,251
Public Works Permit Activity Total Number
Permits 94
Plan Checks 48
Table 4 – Transaction Volumes
DRAFT Permitting System RFP June 10, 2013
13 | Page
3.0 New System Objectives
The City is seeking a commercial off the shelf (COTS) solution that is a fully integrated, real‐time
solution and preferably a windows‐based, web‐enabled application. The City intends to modify
its existing processes to implement best business practices to support the business functions.
The new system should provide the following basic capabilities:
Transaction processing in real‐time with immediate availability for inquiry and reporting
Fully integrated system where data is entered only once and is then fully accessible
throughout City departments and via the website
Ability to use mobile technology for inquiry and updates
Robust security capabilities with the ability to integrate to Microsoft Active Directory
Workflow capabilities as appropriate for applicable transactions / processes
User friendly reporting allowing staff to create / obtain reports with minimal training
Robust audit and transaction logging
Interdepartmental permitting tracking and plan review
Citizen Access (Transparency)
The remainder of this section identifies key features, functions, and capabilities the City is
seeking from the new system. Proposers must respond to each item listed in their response
explaining the current capabilities of their solution to meet the needs of the City, as well as
identifying features and functions that can improve the existing processes.
3.1 General System Characteristics
The City seeks a new system that provides the following general system characteristics:
Ability to generate email from within the application to parties included on the
application or to other contacts, and to view the associated email correspondence from
within the application record.
Ability to import Word, Excel, PowerPoint and PDF documents to attach to the
application, with the ability to view the attachments from within the application record.
Comprehensive search ability into active and historic records by street name, street
number, APN, developer, contractor, plan check number, building permit number,
owner name, general project description, tract number, parent parcel number, business
name, street segments, intersections, longitude/latitude coordinates, etc.
Contain master files for architects, contractors, owners, tenants, engineers and
developers including contact information (including multiple telephone numbers and
email addresses) and license numbers.
DRAFT Permitting System RFP June 10, 2013
14 | Page
Ability to add warnings or flags with notices or restrictions.
Audit trails to record user activity.
Ability to calculate applicable fees, accept payments (cash, check or credit card), and
generate a payment receipt.
Ability to issue refunds or adjustments to fees.
Utilize the City’s Finance system accounting codes associated with fees.
Provide an online knowledge base to assist users with application use.
Interface with the State licensing databases to determine if contractor, professional
architects, engineers, surveyors and landscape architects are active at the time of
permit issuance.
Interface with City’s Finance system to validate business license information at the time
of permit issuance.
Interface with the County of Riverside database to validate parcel related information.
Maintain multiple fee schedules with effective dates.
Ability to manage developer deposits, hourly billing against said deposits, and
notifications to developer of the need for additional funds.
Provide user defined fields for added information flexibility.
Track cumulative project time.
Ability to utilize current GIS digital products is preferred or similar.
Ability to utilize current “Go Request” product is preferred or similar online request
service.
Ability to track and alert when insurance is expired for construction projects.
Ability to track improvement bond and deposit information.
3.2 Entitlement Application Fee Calculation and Tracking
The new system will support the plan review process for commercial, industrial and residential
development. Planning fees are calculated using a flat fee or an hourly bill rate with a minimum
fee per fee type. In addition, the City provides a multiple application discount and will pass
through to the applicant any fees imposed by other agencies and any discrete costs incurred
from the use of outside service providers required to process the specific application.
Each application may be reviewed internally by Public Works and Community Development
Departments. Review by outside organizations may include the contracted Water service
provider, the Fire Department, the Health Department, Engineering Consultant, Landscape
Architect, School District, natural gas provider, Electrical provider and Riverside County. An
internal meeting is held biweekly to review the project status. The City desires a tracking
system that allows both internal departments and outside agencies to log‐in and enter their
comments.
DRAFT Permitting System RFP June 10, 2013
15 | Page
Application reviews:
o Track application submission date, date(s) notices were forwarded to the
required reviewers both inside and outside of the City, and calculate the date the
comments are due from the reviewers. Provide reminders to identify late
comments. Provide the ability to view the status of comments.
o Include comments from those required to provide project reviews that are
outside of the City and submit comments by email. Record the email contents as
comments and/or conditions for approval.
o Allow consolidation of all plan review comments and conditions for approval into
one document; the consolidation may be repeated as additional comments and
conditions are received.
o Provide access to view the conditions of approval.
o Provide ability to view and list all required approvals with the status of approval.
o Provide reminders to commenters regarding approaching due dates.
Depending on the type, size and location of a project, approval may then by granted by the
Community Development Department, the Architectural and Landscape Review Committee, the
Historic Preservation Commission, the Planning Commission and/or the City Council. Project
activity tracking by agency agenda dates is desired.
The following is a list of the types of projects approved at each level:
Community Development Department – Acts on minor development reviews, tentative
parcel maps, and associated negative declarations, use permits or variances (excluding
project requiring an Environmental Impact Report).
Planning Commission ‐ The Planning Commission is coordinated by the Planning
Department and the meetings are held twice a month. The Commission’s primary function
is to carry out the powers and duties as prescribed in the Planning and Zoning Laws of the
State of California and the City of La Quinta zoning ordinance, as well as serve as an advisory
board to the City Council. The Planning Commission’s duties include developing and
maintaining the City’s General Plan, consideration of new development applications, design
review of new developments, development of specific plans, and similar planning duties.
Architectural and Landscape Review Committee ‐ The Architectural and Landscape Review
Committee meets monthly. The Committee’s primary function is to serve as an advisory
body to the Planning Commission by making recommendations regarding project design
and landscaping.
Historic Preservation Commission ‐ The Historic Preservation Commission meets monthly
and serves as an advisory body to the City Council and Planning Commission in all matters
DRAFT Permitting System RFP June 10, 2013
16 | Page
relating to the identification, protection, restoration and retention of historic sites with the
City.
City Council ‐ The City Council acts on General Plan/Specific Plan/Area‐Wide Plan
Amendments, rezonings, prezonings/annexations, development agreements, and
associated environmental reviews, and takes final action on appeals of Planning
Commission decisions.
The typical processing timeframes are 90 to 120 days depending on the complexity of the
project.
3.3 Public Works Improvement Plan Application Fee Calculation and
Processing
The Public Works Department receives improvement plan applications for review. The purpose
of this review is to evaluate the infrastructure needs of the proposed development to
determine the impacts of the proposed development on the current City infrastructure,
including, streets, storm drains, sewer, etc. The outcome of this review is the identification of
public improvements needed to serve the new project, along with a list of conditions outlining
which of these improvements must be satisfied by the project applicant. Depending on the size
and scope of public improvements to be completed by the applicant, the City may require
bonds and / or cash deposits to ensure the final completion of said public improvements.
Also, the Department is responsible for evaluating grading plans, soils conditions, traffic studies,
and other engineering‐related activities associated with the proposed development project.
The City charges certain fees for the processing of improvement plans. This processing may
require project review and approvals from City departments and from organizations outside of
the City including the County, State, etc. In addition, this processing may trigger additional
studies and approvals (ex: traffic study), depending on the outcome of the review. When the
conditions of approval are established and construction is underway, inspections are
conducted.
For application processing, the system must provide the ability to:
Include the plan check number in the development permit module if the project
requires plan check.
Provide the ability to require a “special inspection” (for example, a third party may be
required to be on site).
Provide the ability to add or overwrite fees to support specific negotiations for
developer(s).
Present subtypes in a drop down menu based on the specific class code.
DRAFT Permitting System RFP June 10, 2013
17 | Page
Permit expiration:
o Track the permit expiration date as delineated in the City’s ordinances.
o Provide a report with the permits that will expire within a specified number of
days and export the information into a Word mail merge to generate permit
expiration letters to applicants.
o Change the status of an expired permit.
o Allow the expiration date to be extended. Record the original expiration date,
the modified expiration date and create an audit record identifying the user that
made the change.
Provide a master file for contractors and subcontractors ( i.e. architects, engineers, soil
engineers, electricians, mechanical, plumbing, etc.).
The City generally collects two types of fees at the time a building permit is issued ‐ Permit Fees
and Development Fees.
Permit Fees are charged for each type of permit issued such as building, plumbing, electrical
and/or mechanical. The permit fee is based on the valuation of the project and calculated
from fee tables established in the City’s code. Permit fees provide for the checking of plans,
field inspection of the materials and methods of construction, and compliance with the
approved plans.
Development Fees are applied to new developments and are collected in order to construct
or provide facilities or services that benefit the entire community.
A comprehensive ability to calculate various fees is required. The screen should prompt the
operator to enter the appropriate fee criteria based on the type of fee. Fees calculations
include:
Permit type and subtype.
Flat fee.
Percentage of other fees.
A flat fee plus a percent of the number of square feet.
Valuation.
Special district fees applicable to property located within geographic zones.
Various “each” fees for the number of fixtures, sprinklers, bedrooms, lawn sprinklers,
etc.
Fees based on quantity variables (one rate “up to”, another rate “over” a specific
quantity) and on building use.
SMIP (Strong Motion Instrumentation Program).
Encroachment permit fees and encroachment bonds.
Ability to apply special inspection fees, i.e. an hourly rate for inspections outside of
DRAFT Permitting System RFP June 10, 2013
18 | Page
normal business hours.
The ability to override calculated fees.
The ability to defer fees and a method to track deferred fees (i.e. the fee payment is
deferred for 2 years).
The ability to update fee schedules based on a percentage basis or rate change.
The ability to collect and track bonds and deposits.
The ability to refund portions of the fees.
3.4 Building Permit Application Fee Calculation and Processing
Building permit application processing may require project review and approvals from City
departments, and from organizations outside of the City including the County, Homeowners
Associations, etc. When the conditions of approval are established and construction is
underway, inspections are conducted.
For application processing, the system must provide the ability to:
Include the plan check number in the building permit module if the project requires Plan
Check (multiple building permits may be associated with one Plan Check activity).
Provide the ability to require a “special inspection” (for example, a third party may be
required to be on site while epoxy is applied).
Provide the ability to add or overwrite fees to support specific negotiations for
developer(s).
Present subtypes in a drop down menu based on the specific class code.
Permit expiration:
o Track the permit expiration date as delineated in the City’s ordinances.
o Provide a report with the permits that will expire within a specified number of
days and export the information into a Word mail merge to generate permit
expiration letters to applicants.
o Change the status of an expired permit.
o Allow the expiration date to be extended. Record the original expiration date,
the modified expiration date and create an audit record identifying the user that
made the change.
Provide a master file for contractors and subcontractors ( i.e. architects, engineers, soil
engineers, electricians, mechanical, plumbing, etc.).
Provide the ability to print the previously issued certificates of occupancy for the
location.
The City generally collects two types of fees at the time a building permit is issued ‐ Permit Fees
and Development Fees.
DRAFT Permitting System RFP June 10, 2013
19 | Page
Permit Fees are charged for each type of permit issued such as building, plumbing, electrical
and/or mechanical. The permit fee is based on the valuation of the project and calculated
from fee tables established in the City’s code. Permit fees provide for the checking of plans,
field inspection of the materials and methods of construction, and compliance with the
approved plans.
Development Fees are applied to new developments and are collected in order to construct
or provide facilities or services that benefit the entire community.
A comprehensive ability to calculate various fees is required. The screen should prompt the
operator to enter the appropriate fee criteria based on the type of fee. Fees calculations
include:
Permit type and subtype.
Flat fee.
Percentage of other fees.
A flat fee plus a percent of the number of square feet.
Valuation.
Special district fees applicable to property located within geographic zones.
Various “each” fees for the number of fixtures, sprinklers, bedrooms, lawn sprinklers,
etc.
Fees based on quantity variables (one rate “up to”, another rate “over” a specific
quantity) and on building use.
SMIP (Strong Motion Instrumentation Program).
Encroachment permit fees and encroachment bonds.
Ability to apply special inspection fees, i.e. an hourly rate for inspections outside of
normal business hours.
The ability to override calculated fees.
The ability to defer fees and a method to track deferred fees (i.e. the fee payment is
deferred for 2 years).
The ability to update fee schedules based on a percentage basis or rate change.
The ability to refund portions of the fees.
3.5 Permit Duplication
To streamline building permit application processing, the ability to create multiple permits from
one master permit is required.
DRAFT Permitting System RFP June 10, 2013
20 | Page
3.6 Inspection Scheduling
Inspections are currently requested by calling a specified city telephone number the day before
an inspection is requested, and the request is recorded by voice mail. The City desires the
ability to allow inspections requests from the City’s web site. The system should generate a
daily inspection report including the results of the last inspection. For assistance with
problematic inspections, provide the ability to flag an inspection request so that all inspection
results will print on the new inspection request form.
3.7 Inspection Activity and Results
The inspectors need the ability to research inspection history and record inspection results in
an efficient manner with the following features / functions:
Provide the ability to research inspection history and view corrections.
View all permits associated with a project.
Easily enter standard inspection results (i.e. approved, denied, not ready, and re‐
scheduled) as well as free form comments.
Print inspection history.
Attach photos and documents to inspection results.
3.8 Final Project Close-Out
The City’s development process typically includes requirements for the completion / installation
of certain public infrastructure improvements, along with specific conditions of approval.
Thus, as a part of the close‐out process for development projects, the City conducts ongoing
inspections to determine the status of these items. Depending on the level of completion, the
City may, during the course of the development project, complete a partial acceptance and
approve the reduction of certain securities posted by the applicant (i.e. surety bonds, cash
deposits). Thus the new system must accommodate the City’s process by providing the ability
to track partial acceptances and the refund / reduction of cash deposits and / or bonds.
The process for closing out projects includes a final evaluation of the status of required public
improvements being completed by the project applicant, along with the status of other
conditions of approval. Final project close‐out steps typically include the completion of
conditions of approval, along with the City’s acceptance of public improvements. Depending on
the size and scope of the project, these close‐out approvals may be done by City staff, the
Planning Commission, and/or the City Council.
DRAFT Permitting System RFP June 10, 2013
21 | Page
The Certificate of Occupancy is issued after final inspections are conducted. The following
features / functions are desired:
Allow rules to prevent the Certificate of Occupancy from issuance until the required
parties have signed off on the final inspections.
Generate the City’s format for the Certificate of Occupancy including the property
address with building number, unit or suite; APN, building permit number, and
applicable information that may include the occupancy group, design occupancy load,
type of construction, living units, and the name of the owner, the building code version
date and building occupancy load.
Update the permit record to include the date the Certificate of Occupancy was issued.
3.9 Reporting
Activity reports are required with various frequencies (monthly, quarterly and annual).
Comparative reports with the current month compared to the same month last year, and year‐
to‐date information for the current year and previous year are typical report formats. The
ability to easily generate ad hoc reports and the ability to export data to Excel is desired.
Activity reports by class code, type, contractor, project, etc. are examples of ad hoc reports that
may be necessary.
3.10 Data Conversion
Conversion of the existing building permit data is required. The AS 400 database version is DB2
and the OS is V6R1M0, and the data can be provided in Excel or other delineated format.
3.11 System Interfaces
Provide the ability to integrate the permitting application with the following systems in use:
GIS – City GIS, an online GIS application, is provided by Digital Map Products. The City also
utilizes ESRI to maintain certain data layers in the Public Works Department.
Laserfiche Document Management – for document data storage and access within the
permitting application.
GoRequest – online service request / inquiry provided by GovOutreach. Allows residents to
submit questions or requests for service directly via the website, and allows employees to
directly enter requests received by phone, email, or in‐person.
DRAFT Permitting System RFP June 10, 2013
22 | Page
3.12 Additional Features
The City desires to obtain a new system that can provide additional features to provide
enhanced services. Proposer should provide information about the features available within the
system and provide separate pricing for each feature. If the proposed system offers additional
enhancements that may be of interest to the City, include the description and cost of those
features.
E‐Government (Public Access Portal)
o The ability to request inspections online through the City’s web page and to be
able to check the status of inspections.
o E‐Permitting – Allow electronic permit issuance and fee collection for simple
permits, (i.e. water heater or garage sale) through the City’s web site with PCI
compliancy.
o View permits on line.
o View plan check status.
o Entitlement review status.
o Public Records Request
Mobile Access
o Provide the inspectors with system access using a mobile device to both inquire
and update while working in the field.
o Allow the inspectors to provide inspection results to the applicant while working
in the field.
Provide inspectors and office workstations with real time access of inspectors route and
inspection status. Electronic Plan Check
o Provide the ability for developers to submit plans electronically through the
City’s web page.
o Allow for resubmission of changes as necessary.
o Route to multiple reviewers.
o View and mark up CAD layers, PDF, DWG, etc. file types.
o Review and compare marked up drawings; maintain version control.
o Track review times and progress.
DRAFT Permitting System RFP June 10, 2013
23 | Page
4.0 Proposal Submission Requirements
General Instructions
The City discourages lengthy and costly proposals. Proposals should be prepared simply and
economically and provide a straightforward, concise description of the Proposer’s company,
qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP.
Emphasis should be on completeness and clarity of content. Glossy sales and marketing
brochures are not necessary or desired.
Proposals should be organized consistent with the outline provided in this section of the RFP.
Proposers must follow all formats and address all portions of the RFP set forth herein providing
all information requested. Proposers may retype or duplicate any portion of this RFP for use in
responding to the RFP, provided that the proposal clearly addresses all of the City’s information
requirements.
4.1 Proposal Format
Proposals must be structured, presented, and labeled in the following manner:
Cover Letter
Table of Contents
Executive Summary
Section 1.0 – Company Background
Section 2.0 – Company Qualifications
Section 3.0 – References
Section 4.0 – Proposed Solution
Section 5.0 – Implementation Approach
Section 6.0 – Other Requirements
Section 7.0 – Pricing
Section 8.0 – Additional Information
Failure to follow the specified format, to label the responses correctly, or to address all of the
subsections may, at the City’s sole discretion, result in the rejection of the Proposal.
Proposals should not contain extraneous information. All information presented in a Proposal
must be relevant in response to a requirement of this RFP, must be clearly labeled, and, if not
incorporated into the body of the Proposal itself, must be referenced to the appropriate place
DRAFT Permitting System RFP June 10, 2013
24 | Page
within the body of the Proposal. Any information not meeting these criteria will be deemed
extraneous and will not be factored into the evaluation.
Proposals should be prepared on standard 8 1/2" x 11" paper and printed on 2 sides. All
proposal pages should be numbered. Foldouts containing charts, spread sheets, and oversize
exhibits are permissible. All responses, as well as any reference material presented, must be
written in English. All monetary amounts must be detailed in United States currency.
4.2 Cover Letter
The vendor proposal must provide a written transmittal of the proposal in the form of a cover
letter. The letter must be signed by a company officer empowered to bind the Proposer to the
provisions of this RFP and any contract awarded pursuant to it. The cover letter will reference
and respond to each of the following bulleted items:
Proposer’s legal name and corporate structure.
A high‐level statement of the Proposer’s credentials to deliver the services sought under
the RFP.
Primary proposal contact name, mailing address, e‐mail address, and telephone
number.
Identification of use of subcontractor(s), if any, and scope of work to be performed by
subcontractor(s).
Identification of any pending litigation against Proposer.
Disclosure of any bankruptcy or insolvency proceedings in the last 10 years.
A statement indicating the proposal remains valid for at least 120 days.
A statement that the Proposer or any individual who will perform work for the Proposer
is free of any conflict of interest (e.g., employment by the City).
Statement of acknowledgement that the City’s legal documents have been reviewed
and accepted with or without qualification. If qualifications are involved, those items
requiring adjustment or modification must be identified and listed along with suggested
modifications to the contract. If no modifications are noted, the City will assume that
the proposer is capable of performing all normal tasks and services without reservation
or qualification to the contract.
Signature of a company officer empowered to bind the Proposer to the provisions of
this RFP and any contract awarded pursuant to it.
The Proposal cover letter is mandatory; thus failure to provide the information as required may
result in the proposal being considered nonresponsive and rejected.
DRAFT Permitting System RFP June 10, 2013
25 | Page
4.3 Table of Contents
All pages are to be numbered and figures, tables, charts, etc. must be assigned index numbers
and identified in the Table of Contents.
4.4 Executive Summary
This section of the Proposer’s proposal should provide a brief and concise synopsis of
Proposer’s proposal and a description of the Proposer’s credentials to deliver the services
sought under the RFP. The Executive Summary is limited to 3 pages.
4.5 Section 1.0 – Company Background
This section of the Proposer’s proposal should identify the following.
1.1 ‐ A brief description of the Proposer’s background and organizational history.
1.2 ‐ A statement of how long the Proposer has been performing the services required by
this RFP.
1.3 ‐ Identify the location of headquarters, technical support, and field offices.
1.4 ‐ Identify the location of office that would service the City.
1.5 ‐ A description of the organization’s number of employees and longevity.
1.6 ‐ Identify whether there have been any mergers, acquisitions, or sales of the Proposer
company within the last five years (if so, an explanation providing relevant details).
1.7 – Identify if the organization is a subsidiary to a larger parent company. If so, whom?
1.8 ‐ Documentation that shows that the Proposer’s annual company revenues and profit
for the last 3 company fiscal years. It is acceptable to include this information as an
appendix in the proposal.
The Background section should not exceed 3 pages.
4.6 Section 2.0 – Company Qualifications
In this section, the Proposer should identify company qualifications and experience in
implementing solutions similar to what the City is seeking.
2.1 ‐ Describe your firm’s familiarity with public sector permitting systems and business
processes, and experience with the requirements of the State of California.
2.2 – Describe your experience in implementing your system in Community Development
Departments within California municipalities.
DRAFT Permitting System RFP June 10, 2013
26 | Page
2.3 – Discuss your existing client base including identifying the number of existing clients
using the version/release of the software you are proposing. Clearly identify the
number of California public agency installations.
The Company Qualifications section should not exceed 5 pages.
4.7 Section 3.0 - References
The Proposer must provide a minimum of 5 references, with at least 3 of the references for
systems that have been implemented in the last 3 years. The City strongly prefers references
from California agencies that provide services of similar size and complexity to the City. The
Proposer’s reference information must include the following information and be presented in a
substantially similar format as the table below.
Reference #
Customer Name
Customer Contact Name, Title,
Address, Phone, and E-mail
Brief Project Description
# of Users
Current Status of Project
Current Software Release Version
Database Environment
Modules Implemented
Go-Live Date
Implementation Period (months)
Implementation Cost
Table 5 – Reference Template
4.8 Section 4.0 - Proposed Solution
In this section of the proposal, the Proposer should identify the proposed solution up to and
including the following:
4.1 ‐ Proposed solution overview identifying origin of system, release history, current
release being proposed, and number of operational installations for the proposed software
solution.
4.2 ‐ Provide a written response to each module/item identified in Section 3, using the
format in Appendix B. The level of detail must be sufficient to allow the evaluators to
understand your product’s features, functions, and capabilities. Proposers are allowed to
supplement their response to Section 3 using additional product information as an attachment
to their proposal. However, at a minimum, Proposers must provide a written summary
DRAFT Permitting System RFP June 10, 2013
27 | Page
response at the module level such that the evaluators can obtain an adequate understanding to
score a response. The response must identify any features described that are not included in
the most current release level including the expected release date. If the proposer is selected
to provide a product demonstration, the current application release level in production must be
used ‐ piloted or beta tested application versions are not acceptable.
4.3 ‐ Identify any additional proposed modules or services that were not identified in
Section 3 and provide a description of the features and functions of each proposed module.
4.9 Section 5.0 - Implementation Approach
The Proposer should identify the proposed implementation approach, clearly identifying each
phase, the timeline proposed, roles and responsibilities to be performed by the Proposer and
those to be performed by the City.
5.1 – Provide a project organizational chart highlighting the key people being assigned to
accomplish the work required by this RFP and illustrating the lines of authority, and
designate the individual responsible for the completion of each service component and
deliverable of the RFP. Provide brief resumes for the project manager and assigned
project personnel assuming the proposed timeline.
5.2 ‐ Describe your implementation methodology and approach. This includes the tools and
techniques that will be used, proprietary methodologies that the firm will employ, the
staffing model and other elements the Proposer deems relevant for this engagement.
5.3 – Describe the roles and responsibilities of both the City staff and Proposer staff during
each phase/component of implementation. In addition, provide an estimated level of
effort for the City staff during implementation.
5.4 – Describe your training methodology and how you ensure users are prepared to
implement, operate and manage the new system. Provide sample training
documentation.
5.5 – Describe your project management methodology and activities that will be performed
during implementation.
5.6 – Describe your change management methodology and activities that will be performed
during the implementation.
5.7 – Describe your user acceptance methodology and the responsibilities of City staff
during testing.
5.8 – Describe your conversion methodology that will be used to implement the new
system. As part of this, recommend what should be converted.
DRAFT Permitting System RFP June 10, 2013
28 | Page
5.9 ‐ Describe what documentation is to be delivered during the implementation.
5.10 – Provide detailed task/activity listing that identifies resources, level of effort, and
timeline.
4.10 Section 6.0 – Other Requirements
In this section of the proposal, the Proposers should address the following items in a concise
manner.
6.1 – Describe ongoing maintenance, release/upgrade, and support services. At a
minimum, Proposers should address the following items:
Help desk processes and procedures to include methods of support (i.e. online,
telephone, etc.)
Hours of support (stated in Pacific Standard Time)
After‐hours support
Escalation procedures
Response time commitments
6.2 – Identify if there are solution user groups and/or user conferences.
6.3 ‐ Describe ongoing training resources available to users.
6.4 ‐ Describe user and administration documentation that is available to the City. Provide
representative samples of user and administration documentation.
6.5 – Recommend a hardware configuration and specifications for the new system. In
addition, identify the backend database that will be required. As part of Proposer
response, confirm your acceptance of the City’s technical standards. If your proposed
solution deviates from the standards, please justify your recommendation.
6.6 – Describe the new system client (i.e. client/server, thin client, zero client, etc.) and any
desktop requirements for the City.
6.7 ‐ Describe requirements for maintaining a test environment separate from the
production environment.
6.8 ‐ Describe the frequency that application patches and releases have been made
available within the past two years. In addition, clearly identify the roles and
responsibilities of the City to complete updates.
6.9 ‐ Describe how the new system supports document management and the ability to
leverage the City’s investment in Laserfiche.
DRAFT Permitting System RFP June 10, 2013
29 | Page
6.10 – Discuss your company’s philosophy and approach to ongoing research and
development of the new system.
4.11 Section 7.0 - Pricing
The City is seeking a clear and comprehensive understanding of all costs associated with the
implementation and ongoing maintenance of the proposed system. In this section, the vendor
must itemize all costs associated with the implementation and ongoing maintenance. The City
will evaluate proposals based on the “Total Cost to Implement (TCI)” and the “Total Cost to
Operate (TCO)”. TCI will include all costs required for a successful implementation. The TCO
will be calculated based on TCI plus 5 years of annual maintenance fees.
The City will provide Proposers an electronic (Excel) spreadsheet with a pricing template that
must be completed to present pricing. The format of the pricing template is presented in
Exhibit C.
The Proposer’s Price Sheet must identify all costs required to complete a successful
implementation (“One‐Time Costs”). At a minimum, the Price Sheet should delineate the
following items:
Application Module Licensing
3rd party products required for New System (i.e. software, hardware)
Professional Services
Software Installation and configuration
Conversion
Training
Documentation
Project Management
Change Management
The City intends to purchase the new system hardware and database software independently.
However, Proposers should clearly define the hardware and software required to support the
installation of Proposer’s software. The City is also open to hosted solutions or cloud
computing.
Proposers are encouraged to identify any assumptions that will help ensure the City
understands the price sheet. This can be done at a line item level or as a written response in
addition to the price sheet.
DRAFT Permitting System RFP June 10, 2013
30 | Page
The City is interested in understanding and evaluating other products and services of the
Proposers. If Proposers believe they have additional products and services that may be of
interest to the City, please itemize that information in the Price Sheet (“Optional Proposed
Modules and Services") and include a brief written response describing the offering.
4.12 Section 8.0 – Additional Information
In this section, the Proposer should provide the following additional information to help the
City evaluate the proposed solution and services.
Provide an example of the user and administrative manuals
Provide an example of a training manual
Provide your standard software licensing and maintenance agreements
DRAFT Permitting System RFP June 10, 2013
31 | Page
5.0 Proposal Evaluation
An Evaluation Committee shall review all proposals to determine which Proposers have
qualified for consideration. The evaluation will include at least an initial review and a detailed
review. The initial review will evaluate all submissions for conformance to stated specifications
to eliminate all responses that deviate substantially from the basic intent and/or fail to satisfy
the mandatory requirements. Only those proposals that meet or exceed the intent of the
mandatory requirements will be further evaluated.
Submitted proposals will be evaluated on the following criteria:
Quality, clarity, and responsiveness of proposal
Ability to meet the needs of the City
Proven technical ability to design, install and support the proposed system
Demonstrated ability to work in a cooperative and collaborative manner with
clients
Anticipated value
Perceived risk or lack thereof
Company financial stability
References for each application proposed
Results of interviews, demonstrations, and site visits
Ability to prepare and execute a contract in a timely manner
Well thought out timeline and roadmap for February go live
The City reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all Proposers. The purpose of
any such discussions shall be to ensure full understanding of the proposal. Discussions shall be
limited to specific sections of the proposal identified by the City and, if held, shall be after initial
evaluation of Proposals is complete. If clarifications are made as a result of such discussion, the
Proposer shall put such clarifications in writing.
DRAFT Permitting System RFP June 10, 2013
32 | Page
6.0 General Requirements
6.1 Collusion
By submitting a response to the RFP, the Proposer represents and warrants that its response is
genuine and made in the interest of or on behalf of any person not named therein; that the
Proposer has not directly induced or solicited any other person to submit a sham response or
any other person to refrain from submitting a response; and that the Proposer has not in any
manner sought collusion to secure any improper advantage over any other person submitting a
response.
6.2 Gratuities
No person will offer, give or agree to give any City employee or its representatives any gratuity,
discount or offer of employment in connection with the award of contract by the City. No City
employee or its representatives will solicit, demand, accept or agree to accept from any other
person a gratuity, discount or offer of employment in connection with a City contract.
6.3 Required Review and Waiver of Objections by Proposers
Proposers should carefully review this RFP and all attachments, including but not limited to the
Consultant Services Agreement, for comments, questions, defects, objections, or any other
matter requiring clarification or correction (collectively called “comments”). Comments
concerning RFP objections must be made in writing and received by the City no later than the
"Deadline for Proposer Questions" date detailed in Table 1, RFP Schedule of Events. This will
allow issuance of any necessary amendments and help prevent the opening of defective
proposals upon which contract award could not be made.
Protests based on any objection will be considered waived and invalid if these faults have not
been brought to the attention of the City, in writing, by the Deadline for Written Comments.
6.4 Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated
against in the admission or access to, or be discriminated against in treatment or employment
in the City’s contracted programs or activities on the grounds of disability, age, race, color,
religion, sex, national origin, or any other classification protected by federal or California State
Constitutional or statutory law; nor will they be excluded from participation in, be denied
benefits of, or be otherwise subjected to discrimination in the performance of contracts with
the City or in the employment practices of the City’s contractors. Accordingly, all Proposers
entering into contracts with the City will, upon request, be required to show proof of such
DRAFT Permitting System RFP June 10, 2013
33 | Page
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
6.5 Proposal Withdrawal
To withdraw a proposal, the Proposer must submit a written request, signed by an authorized
representative, to the RFP Coordinator. After withdrawing a previously submitted proposal, the
Proposer may submit another proposal at any time up to the deadline for submitting proposals.
6.6 Proposal Errors
Proposers are liable for all errors or omissions contained in their proposals. Proposers will not
be allowed to alter proposal documents after the deadline for submitting a proposal.
6.7 Incorrect Proposal Information
If the City determines that a Proposer has provided, for consideration in the evaluation process
or contract negotiations, incorrect information which the Proposer knew or should have known
was materially incorrect, that proposal will be determined non‐responsive, and the proposal
will be rejected.
6.8 Prohibition of Proposer Terms and Conditions
A Proposer may not submit the Proposer's own contract terms and conditions in a response to
this RFP. If a proposal contains such terms and conditions, the City, at its sole discretion, may
determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.
6.9 Assignment and Subcontracting
The Contractor may not subcontract, transfer, or assign any portion of the contract without
prior, written approval from the City. Each subcontractor must be approved in writing by the
City. The substitution of one subcontractor for another may be made only at the discretion of
the City and with prior, written approval from the City.
Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract
under this RFP, will be the prime contractor and will be responsible for all work performed and
will be responsible for all costs to subcontractors for services provided by the Proposer. The
Proposer is prohibited from performing any work associated with this RFP or using contractors
for any service associated with this RFP offshore (outside the United States).
6.10 Right to Refuse Personnel
The City reserves the right to refuse, at its sole discretion, any subcontractors or any personnel
provided by the prime contractor or its subcontractors. The City reserves the right to interview
DRAFT Permitting System RFP June 10, 2013
34 | Page
and approve all Proposer’s staff. Proposer’s staff may be subject to the City’s background and
drug testing processes at any time.
6.11 Proposal of Additional Services
If a Proposer indicates an offer of services in addition to those required by and described in this
RFP, these additional services may be added to the contract before contract signing at the sole
discretion of the City.
6.12 Licensure
Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary,
applicable business and professional licenses. The City may require any or all Proposers to
submit evidence of proper licensure.
6.13 Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly
or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange
for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in
connection with the procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another
governmental entity from making a proposal, being considered for award, or being awarded a
contract under this RFP.
Any individual, company, or other entity involved in assisting the City in the development,
formulation, or drafting of this RFP or its scope of services will be considered to have been
given information that would afford an unfair advantage over other Proposers, and said
individual, company, or other entity may not submit a proposal in response to this RFP.
6.14 Contract Negotiations
After a review of the proposals and completion of the demonstration and POC, the City intends
to enter into contract negotiations with the selected Proposer. These negotiations could
include all aspects of services and fees. If a contract is not finalized in a reasonable period of
time, the City will open negotiations with the next ranked service provider.
6.15 Execution of Contract
If the selected Proposer does not execute a contract with the City within fifteen (15) business
days after notification of selection, the City may give notice to that service provider of the City’s
DRAFT Permitting System RFP June 10, 2013
35 | Page
intent to select from the remaining Proposers or to call for new proposals, whichever the City
deems appropriate.
6.16 Right of Rejection
The City reserves the right, at its sole discretion, to reject any and all proposals or to cancel this
RFP in its entirety.
Any proposal received that does not meet the requirements of this RFP may be considered to
be nonresponsive, and the proposal may be rejected. Proposers must comply with all of the
terms of this RFP and all applicable State laws and regulations. The City may reject any proposal
that does not comply with all of the terms, conditions, and performance requirements of this
RFP.
Proposers may not restrict the rights of the City or otherwise qualify their proposals. If a
Proposer does so, the City may determine the proposal to be a nonresponsive counteroffer,
and the proposal may be rejected.
The City reserves the right, at its sole discretion, to waive variances in technical proposals
provided such action is in the best interest of the City. Where the City waives minor variances in
proposals, such waiver does not modify the RFP requirements or excuse the Proposer from full
compliance with the RFP. Notwithstanding any minor variance, the City may hold any Proposer
to strict compliance with the RFP.
6.17 Disclosure of Proposal Contents
All proposals and other materials submitted in response to this RFP procurement process
become the property of the City. Selection or rejection of a proposal does not affect this right.
All proposal information, including detailed price and cost information, will be held in
confidence during the evaluation process. Upon the completion of the evaluation of proposals,
the proposals and associated materials will be open for review by the public to the extent
allowed by the California Public Records Act, (Government Code Section 6250‐6270 and 6275‐
6276.48). By submitting a proposal, the Proposer acknowledges and accepts that the contents
of the proposal and associated documents will become open to public inspection.
6.18 Proprietary Information
The master copy of each proposal will be retained for official files and will become public record
after the award of a contract unless the proposal or specific parts of the proposal can be shown
to be exempt by law (Government code §6276). Each Proposer may clearly label part of a
proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the City
for honoring such a designation. The failure to so label any information that is released by the
DRAFT Permitting System RFP June 10, 2013
36 | Page
City will constitute a complete waiver of all claims for damages caused by any release of the
information. If a public records request for labeled information is received by the City, the City
will notify the Proposer of the request and delay access to the material until seven working
days after notification to the Proposer. Within that time delay, it will be the duty of the
Proposer to act in protection of its labeled information. Failure to so act will constitute a
complete waiver.
6.19 Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the
validity of the remaining terms and provisions will not be affected; and, the rights and
obligations of the City and Proposers will be construed and enforced as if the RFP did not
contain the particular provision held to be invalid.
6.20 RFP and Proposal Incorporated into Final Contract
This RFP and the successful proposal will be incorporated into the final contract.
6.21 Proposal Amendment
The City will not accept any amendments, revisions, or alterations to proposals after the
deadline for proposal submittal unless such is formally requested, in writing, by the City.
6.22 Consultant Participation
The City reserves the right to share with any consultant of its choosing this RFP and proposal
responses in order to secure a second option. The City may also invite said consultant to
participate in the Proposal Evaluation process.
6.23 Warranty
The selected Proposer will warrant that the proposed software will conform in all material
respects to the requirements and specifications as stated in this RFP, demonstrated in both the
software demonstration and subsequent proof‐of‐capabilities. The requirements as stated in
this RFP will become part of the selected software vendor's license and the software vendor will
warrant to the requirements. The selected Proposer must warrant that the content of its
proposal accurately reflects the software's capability to satisfy the functional/technological
requirements as included in this RFP. Furthermore, the warranty, at a minimum, should be
valid for the duration of the implementation and until final acceptance (as will be defined
during the negotiation process) of all application modules included in the implementation.
DRAFT Permitting System RFP June 10, 2013
37 | Page
6.24 Rights of the City
The City reserves the right to:
Make the selection based on its sole discretion
Reject any and all proposals
Issue subsequent Requests for Proposals
Postpone opening proposals if necessary for any reason
Remedy errors in the Request for Proposal process
Approve or disapprove the use of particular subcontractors
Negotiate with any, all, or none of the Proposers
Accept other than the lowest offer
Waive informalities and irregularities in the proposals
Enter into an agreement with another Proposer in the event the originally
selected Proposer defaults or fails to execute an agreement with the City
An agreement will not be binding or valid with the City unless and until it is approved by the
City Council and executed by authorized representatives of the City and of the Proposer.
DRAFT Permitting System RFP June 10, 2013
38 | Page
Appendix A – City Professional Services Agreement
It is recognized that the formal basis of any agreement between the City and the service
provider is a contract rather than a proposal. In submitting proposals, Proposers must indicate
that they are prepared to complete the City’s Agreement for Professional Services, which is
presented on the following pages.
The winning proposer will be expected to accept these terms and conditions unless they
otherwise take exception in their cover letter.
DRAFT Permitting System RFP June 10, 2013
39 | Page
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and
entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal
corporation, and (“Consultant”). The parties hereto agree as
follows:
1.0 SERVICES OF CONSULTANT
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide those services related to
, Project No. , as specified in the “Scope of Services”
attached hereto as Exhibit “A” and incorporated herein by this reference (the “services” or
“work”). Consultant warrants that all services will be performed in a competent,
professional and satisfactory manner in accordance with the standards prevalent in the
industry for such services.
1.2 Compliance with Law. All services rendered hereunder shall be provided in
accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the
City of La Quinta and any Federal, State or local governmental agency of competent
jurisdiction.
1.3 Licenses, Permits, Fees and Assessments. Except as otherwise specified
herein, Consultant shall obtain at its sole cost and expense such licenses, permits and
approvals as may be required by law for the performance of the services required by this
Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and
taxes, plus applicable penalties and interest, which may be imposed by law and arise from
or are necessary for the performance of the services required by this Agreement.
1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that
(a) it has thoroughly investigated and considered the work to be performed, (b) it has
investigated the site of the work and fully acquainted itself with the conditions there
existing, (c) it has carefully considered how the work should be performed, and (d) it fully
understands the facilities, difficulties and restrictions attending performance of the work
under this Agreement. Should Consultant discover any latent or unknown conditions
materially differing from those inherent in the work or as represented by City, Consultant
shall immediately inform City of such fact and shall not proceed except at Consultant's risk
until written instructions are received from the Contract Officer (as defined in Section 4.2
hereof).
1.5 Care of Work and Standard of Work.
a. Care of Work. Consultant shall adopt reasonable methods during the life of the
Agreement to furnish continuous protection to the work performed by Consultant, and the
equipment, materials, papers and other components thereof to prevent losses or damages,
and shall be responsible for all such damages, to persons or property, until acceptance of
DRAFT Permitting System RFP June 10, 2013
40 | Page
the work by City, except such losses or damages as may be caused by City's own
negligence. The performance of services by Consultant shall not relieve Consultant from
any obligation to correct any incomplete, inaccurate or defective work at no further cost to
City, when such inaccuracies are due to the negligence of Consultant.
b. Standard of Work. Consultant acknowledges and understands that the services
and work contracted for under this Agreement require specialized skills and abilities and
that, consistent with this understanding, Consultant’s services and work will be held to a
heightened standard of quality and workmanship. Consistent with Section 1.4 hereinabove,
Consultant represents to City that it holds the necessary skills and abilities to satisfy the
heightened standard of work as set forth in this Agreement.
1.6 Additional Services. In accordance with the terms and conditions of this
Agreement, Consultant shall perform services in addition to those specified in the Scope of
Services (“Additional Services”) when directed to do so by the Contract Officer.
Consultant shall not perform any Additional Services until receiving prior written
authorization from the Contract Officer. It is specifically understood and agreed that oral
requests and/or approvals of Additional Services shall be barred and are unenforeceable.
Failure of Consultant to secure the Contract Manager’s written authorization for Additional
Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or
time due, whether by way of compensation, restitution, quantum meruit, etc. for
Additional Services provided without the appropriate authorization from the Contract
Manager. Compensation for properly authorized Additional Services shall be made in
accordance with Section 2.2 of this Agreement.
1.7 Special Requirements. Additional terms and conditions of this Agreement, if
any, which are made a part hereof are set forth in Exhibit “D” (the “Special
Requirements”). In the event of a conflict between the provisions of the Special
Requirements and any other provisions of this Agreement, the provisions of the Special
Requirements shall govern.
2.0 COMPENSATION
2.1 Contract Sum. For the services rendered pursuant to this Agreement,
Consultant shall be compensated in accordance with Exhibit “B” (the “Schedule of
Compensation”) in a total amount not to exceed
Dollars ($ ) (the “Contract Sum”), except as provided in Section
1.6. The method of compensation set forth in the Schedule of Compensation may include
a lump sum payment upon completion, payment in accordance with the percentage of
completion of the services, payment for time and materials based upon Consultant's rate
schedule, but not exceeding the Contract Sum, or such other methods as may be specified
in the Schedule of Compensation. Compensation may include reimbursement for actual
and necessary expenditures for reproduction costs, transportation expense, telephone
expense, and similar costs and expenses when and if specified in the Schedule of
Compensation. Regardless of the method of compensation set forth in the Schedule of
Compensation, Consultant’s overall compensation shall not exceed the Contract Sum,
except as provided in Section 1.6 of this Agreement, “Additional Services.”
DRAFT Permitting System RFP June 10, 2013
41 | Page
2.2 Compensation for Additional Services. Additional services approved in
advance by the Contract Manager pursuant to Section 1.6 of this Agreement, “Additional
Services,” shall be paid for in an amount agreed to in writing by both City and Consultant
in advance of the Additional Services being rendered by Consultant. Any compensation for
Additional Services amounting to five percent (5%) or less of the Contract Sum may be
approved by the Contract Officer. Any greater amount of compensation for additional
services must be approved by the La Quinta City Council. Under no circumstances shall
Consultant receive compensation for any Additional Services unless prior written approval
for the Additional Services is obtained from the Contract Officer pursuant to Section 1.6 of
this Agreement.
2.3 Method of Billing. Any month in which Consultant wishes to receive
payment, Consultant shall submit to City no later than the tenth (10th) working day of
such month, in the form approved by City's Finance Director, an invoice for services
rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the
services provided, including time and materials, and (2) specify each staff member who
has provided services and the number of hours assigned to each such staff member. Such
invoice shall contain a certification by a principal member of Consultant specifying that the
payment requested is for work performed in accordance with the terms of this Agreement.
City will pay Consultant for all expenses stated thereon which are approved by City
pursuant to this Agreement no later than thirty (30) days after invoices are received by the
City’s Finance Department.
3.0 PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance. All services rendered pursuant to this Agreement
shall be performed diligently and within the time period established in Exhibit C (the
“Schedule of Performance”). Extensions to the time period specified in the Schedule of
Performance may be approved in writing by the Contract Officer.
3.3 Force Majeure. The time period specified in the Schedule of Performance for
performance of the services rendered pursuant to this Agreement shall be extended
because of any delays due to unforeseeable causes beyond the control and without the
fault or negligence of Consultant, including, but not restricted to, acts of God or of the
public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes,
freight embargoes, acts of any governmental agency other than City, and unusually severe
weather, if Consultant shall within ten (10) days of the commencement of such delay
notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall
ascertain the facts and the extent of delay, and extend the time for performing the services
for the period of the forced delay when and if in his or her judgment such delay is justified,
and the Contract Officer's determination shall be final and conclusive upon the parties to
this Agreement. Extensions to the Schedule of Performance which are determined by the
Contract Officer to be justified pursuant to this Section shall not entitle the Consultant to
additional compensation in excess of the Contract Sum.
DRAFT Permitting System RFP June 10, 2013
42 | Page
3.4 Term. Unless earlier terminated in accordance with Sections 8.7 or 8.8 of this
Agreement, the term of this agreement shall commence on _________, ____, 20__ and
terminate on ____________, ___ 20___(initial term). This agreement may be extended for
_____ additional year(s) upon mutual agreement by both parties (extended term).
4.0 COORDINATION OF WORK
4.1 Representative of Consultant. The following principals of Consultant are hereby
designated as being the principals and representatives of Consultant authorized to act in its
behalf with respect to the work specified herein and make all decisions in connection
therewith:
a.
b.
c.
It is expressly understood that the experience, knowledge, capability, and reputation
of the foregoing principals were a substantial inducement for City to enter into this
Agreement. Therefore, the foregoing principals shall be responsible during the term of this
Agreement for directing all activities of Consultant and devoting sufficient time to
personally supervise the services hereunder.
The foregoing principals may not be changed by Consultant and no other personnel
may be assigned to perform the service required hereunder without the express written
approval of City.
4.2 Contract Officer. The Contract Officer shall be or
such other person as may be designated by the City Manager of City. It shall be
Consultant's responsibility to assure that the Contract Officer is kept informed of the
progress of the performance of the services and Consultant shall refer any decisions,
which must be made by City to the Contract Officer. Unless otherwise specified herein,
any approval of City required hereunder shall mean the approval of the Contract Officer.
4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge,
capability and reputation of Consultant, its principals and employees were a substantial
inducement for City to enter into this Agreement. Except as set forth in this Agreement,
Consultant shall not contract with any other entity to perform in whole or in part the
services required hereunder without the express written approval of City. In addition,
neither this Agreement nor any interest herein may be assigned or transferred, voluntarily
or by operation of law, without the prior written approval of City.
4.4 Independent Contractor. Neither City nor any of its employees shall have any
control over the manner, mode or means by which Consultant, its agents or employees,
perform the services required herein, except as otherwise set forth. Consultant shall
perform all services required herein as an independent contractor of City and shall remain
at all times as to City a wholly independent contractor with only such obligations as are
consistent with that role. Consultant shall not at any time or in any manner represent that
it or any of its agents or employees are agents or employees of City.
DRAFT Permitting System RFP June 10, 2013
43 | Page
4.5 City Cooperation. City shall provide Consultant with any plans, publications,
reports, statistics, records or other data or information pertinent to services to be
performed hereunder which are reasonably available to Consultant only from or through
action by City.
5.0 INSURANCE
5.1 Insurance. Prior to the beginning of and throughout the duration of the Work
performed under this Agreement, Consultant shall procure and maintain, at its cost, and
submit concurrently with its execution of this Agreement, Commercial General Liability
insurance against all claims for injuries against persons or damages to property resulting
from Consultant's acts or omissions rising out of or related to Consultant's performance
under this Agreement. The insurance policy shall contain a severability of interest clause
providing that the coverage shall be primary for losses arising out of Consultant's
performance hereunder and neither City nor its insurers shall be required to contribute to
any such loss. A certificate evidencing the foregoing and naming City and its officers and
employees as additional insured (on the Commercial General Liability policy only) shall be
delivered to and approved by City prior to commencement of the services hereunder.
The following policies shall be maintained and kept in full force and effect providing
insurance with minimum limits as indicated below and issued by insurers with A.M. Best
ratings of no less than A-:VI:
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Consultant shall carry automobile liability insurance of $1,000,000 per accident
against all claims for injuries against persons or damages to property arising out of the use
of any automobile by Consultant, its officers, any person directly or indirectly employed by
Consultant, any subcontractor or agent, or anyone for whose acts any of them may be
liable, arising directly or indirectly out of or related to Consultant's performance under this
Agreement. If Consultant or Consultant’s employees will use personal autos in any way on
this project, Consultant shall provide evidence of personal auto liability coverage for each
such person. The term “automobile” includes, but is not limited to, a land motor vehicle,
trailer or semi-trailer designed for travel on public roads. The automobile insurance policy
shall contain a severability of interest clause providing that coverage shall be primary for
DRAFT Permitting System RFP June 10, 2013
44 | Page
losses arising out of Consultant's performance hereunder and neither City nor its insurers
shall be required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as appropriate shall be
written on a policy form coverage specifically designed to protect against acts, errors or
omissions of the consultant and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on
behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Consultant shall carry Workers' Compensation Insurance in accordance with State
Worker's Compensation laws with employer’s liability limits no less than $1,000,000 per
accident or disease.
All insurance required by this Section shall be kept in effect during the term of this
Agreement and shall not be cancelable without written notice to City of proposed
cancellation. The procuring of such insurance or the delivery of policies or certificates
evidencing the same shall not be construed as a limitation of Consultant's obligation to
indemnify City, its officers, employees, contractors, subcontractors, or agents.
5.2 Remedies. In addition to any other remedies City may have if Consultant fails
to provide or maintain any insurance policies or policy endorsements to the extent and
within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the premiums
for such insurance from any sums due under this Agreement.
b. Order Consultant to stop work under this Agreement and/or withhold any
payment(s) which become due to Consultant hereunder until Consultant demonstrates
compliance with the requirements hereof.
c. Terminate this Agreement.
Exercise of any of the above remedies, however, is an alternative to any other
remedies City may have. The above remedies are not the exclusive remedies for
Consultant's failure to maintain or secure appropriate policies or endorsements. Nothing
herein contained shall be construed as limiting in any way the extent to which Consultant
may be held responsible for payments of damages to persons or property resulting from
Consultant's or its subcontractors' performance of work under this Agreement.
5.3 General Conditions pertaining to provisions of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by
Consultant:
1. Consultant agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials,
DRAFT Permitting System RFP June 10, 2013
45 | Page
employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior
to 1992. Consultant also agrees to require all contractors, and subcontractors to do
likewise.
2. No liability insurance coverage provided to comply with this Agreement
shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of
subrogation prior to a loss. Consultant agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all contractors and
subcontractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval,
modification and additional requirements by the City, as the need arises. Consultant shall
not make any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City’s protection without City’s prior written
consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional insured
endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to
the execution of this Agreement. In the event such proof of any insurance is not delivered
as required, or in the event such insurance is canceled at any time and no replacement
coverage is provided, City has the right, but not the duty, to obtain any insurance it deems
necessary to protect its interests under this or any other agreement and to pay the
premium. Any premium so paid by City shall be charged to and promptly paid by
Consultant or deducted from sums due Consultant, at City option.
8. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Consultant or any subcontractor, is intended to apply
first and on a primary, non-contributing basis in relation to any other insurance or self
insurance available to City.
9. Consultant agrees to ensure that subcontractors, and any other party
involved with the project that is brought onto or involved in the project by Consultant,
provide the same minimum insurance coverage required of Consultant. Consultant agrees
to monitor and review all such coverage and assumes all responsibility for ensuring that
DRAFT Permitting System RFP June 10, 2013
46 | Page
such coverage is provided in conformity with the requirements of this section. Consultant
agrees that upon request, all agreements with subcontractors and others engaged in the
project will be submitted to City for review.
10. Consultant agrees not to self-insure or to use any self-insured retentions
or deductibles on any portion of the insurance required herein (with the exception of
professional liability coverage, if required) and further agrees that it will not allow any
contractor, subcontractor, Architect, Engineer or other entity or person in any way
involved in the performance of work on the project contemplated by this agreement to self-
insure its obligations to City. If Consultant’s existing coverage includes a deductible or
self-insured retention, the deductible or self-insured retention must be declared to the City.
At that time the City shall review options with the Consultant, which may include
reduction or elimination of the deductible or self-insured retention, substitution of other
coverage, or other solutions.
11. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Consultant ninety (90)
days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City will negotiate additional compensation
proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
13. Consultant acknowledges and agrees that any actual or alleged failure on
the part of City to inform Consultant of non-compliance with any insurance requirement in
no way imposes any additional obligations on City nor does it waive any rights hereunder
in this or any other regard.
14. Consultant will renew the required coverage annually as long as City, or
its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or terminated
for any reason. Termination of this obligation is not effective until City executes a written
statement to that effect.
15. Consultant shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. A coverage binder or letter from Consultant’s
insurance agent to this effect is acceptable. A certificate of insurance and/or additional
insured endorsement as required in these specifications applicable to the renewing or new
coverage must be provided to City within five (5) days of the expiration of coverages.
16. The provisions of any workers’ compensation or similar act will not limit
the obligations of Consultant under this agreement. Consultant expressly agrees not to
use any statutory immunity defenses under such laws with respect to City, its employees,
officials and agents.
DRAFT Permitting System RFP June 10, 2013
47 | Page
17. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
18. These insurance requirements are intended to be separate and distinct
from any other provision in this agreement and are intended by the parties here to be
interpreted as such.
19. The requirements in this Section supersede all other sections and provisions
of this Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Section.
20. Consultant agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Consultant for the cost of additional insurance coverage required by this agreement. Any
such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
21. Consultant agrees to provide immediate notice to City of any claim or loss
against Consultant arising out of the work performed under this agreement. City assumes
no obligation or liability by such notice, but has the right (but not the duty) to monitor the
handling of any such claim or claims if they are likely to involve City.
6.0 INDEMNIFICATION.
6.1 General Indemnification Provision.
a. Indemnification for Professional Liability. When the law establishes a
professional standard of care for Consultant’s Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of
its officials, employees and agents (“Indemnified Parties”) from and against any and all
claims, losses, liabilities of every kind, nature and description, damages, injury (including,
without limitation, injury to or death of an employee of Consultant or subconsultants),
costs and expenses of any kind, whether actual, alleged or threatened, including, without
limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation
expenses, and fees of expert consultants or expert witnesses incurred in connection
therewith and costs of investigation, to the extent same are cause in whole or in part by
any negligent or wrongful act, error or omission of Consultant, its officers, agents,
employees or subconsultants (or any entity or individual that Consultant shall bear the legal
liability thereof) in the performance of professional services under this agreement. With
respect to the design of public improvements, the Consultant shall not be liable for any
DRAFT Permitting System RFP June 10, 2013
48 | Page
injuries or property damage resulting from the reuse of the design at a location other than
that specified in Exhibit A without the written consent of the Consultant.
b. Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant
shall indemnify, defend and hold harmless City, and any and all of its employees, officials
and agents from and against any liability (including liability for claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened, including, without
limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation
expenses, and fees of expert consultants or expert witnesses) incurred in connection
therewith and costs of investigation, where the same arise out of, are a consequence of,
or are in any way attributable to, in whole or in part, the performance of this Agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but
not limited to officers, agents, employees or subconsultants of Consultant.
6.2 Standard Indemnification Provisions. Consultant agrees to obtain executed
indemnity agreements with provisions identical to those set forth herein this section from
each and every subconsultant or any other person or entity involved by, for, with or on
behalf of Consultant in the performance of this agreement. In the event Consultant fails to
obtain such indemnity obligations from others as required herein, Consultant agrees to be
fully responsible according to the terms of this section. Failure of City to monitor
compliance with these requirements imposes no additional obligations on City and will in
no way act as a waiver of any rights hereunder. This obligation to indemnify and defend
City as set forth herein is binding on the successors, assigns or heirs of Consultant and
shall survive the termination of this agreement or this section.
a. Indemnity Provisions for Contracts Related to Construction. Without
affecting the rights of City under any provision of this agreement, Consultant shall not be
required to indemnify and hold harmless City for liability attributable to the active
negligence of City, provided such active negligence is determined by agreement between
the parties or by the findings of a court of competent jurisdiction. In instances where City
is shown to have been actively negligent and where City’s active negligence accounts for
only a percentage of the liability involved, the obligation of Consultant will be for that
entire portion or percentage of liability not attributable to the active negligence of City.
b. Indemnification Provision for Design Professionals.
1. Applicability of Section 6.2(b). Notwithstanding Section 6.2(a)
hereinabove, the following indemnification provision shall apply to Consultants who
constitute “design professionals” as the term is defined in paragraph 3 below.
2. Scope of Indemnification. To the fullest extent permitted by law,
Consultant shall indemnify, defend, and hold harmless City and City’s agents, officers,
officials, employees, representatives, and departments (“Indemnified Parties”) from and
against any and all claims, losses, liabilities of every kind, nature and description, damages,
injury (including, without limitation, injury to or death of an employee of Consultant or
subconsultants), costs and expenses of any kind, whether actual, alleged or threatened,
DRAFT Permitting System RFP June 10, 2013
49 | Page
including, without limitation, incidental and consequential damages, court costs, attorneys’
fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in
connection therewith and costs of investigation, that arise out of, pertain to, or relate to,
directly or indirectly, in whole or in part, the negligence, recklessness, or willful
misconduct of Consultant, any subconsultant, anyone directly or indirectly employed by
them or anyone that they control.
3. Design Professional Defined. As used in this Section 6.2(b), the
term “design professional” shall be limited to licensed architects, registered professional
engineers, licensed professional land surveyors and landscape architects, all as defined
under current law, and as may be amended from time to time by Civil Code § 2782.8.
7.0 RECORDS AND REPORTS.
7.1 Reports. Consultant shall periodically prepare and submit to the Contract
Officer such reports concerning Consultant's performance of the services required by this
Agreement as the Contract Officer shall require.
7.2 Records. Consultant shall keep such books and records as shall be necessary
to perform the services required by this Agreement and enable the Contract Officer to
evaluate the cost and the performance of such services. Books and records pertaining to
costs shall be kept and prepared in accordance with generally accepted accounting
principals. The Contract Officer shall have full and free access to such books and records
at all reasonable times, including the right to inspect, copy, audit, and make records and
transcripts from such records.
7.3 Ownership of Documents. Originals of all drawings, specifications, reports,
records, documents and other materials, whether in hard copy or electronic form, which
are prepared by Consultant, its employees, subcontractors and agents in the performance
of this Agreement, shall be the property of City and shall be delivered to City upon
termination of this Agreement or upon the earlier request of the Contract Officer, and
Consultant shall have no claim for further employment or additional compensation as a
result of the exercise by City of its full rights of ownership of the documents and materials
hereunder. Consultant shall cause all subcontractors to assign to City any documents or
materials prepared by them, and in the event Consultant fails to secure such assignment,
Consultant shall indemnify City for all damages suffered thereby.
In the event City or any person, firm or corporation authorized by City reuses said
documents and materials without written verification or adaptation by Consultant for the
specific purpose intended and causes to be made or makes any changes or alterations in
said documents and materials, City hereby releases, discharges, and exonerates Consultant
from liability resulting from said change. The provisions of this clause shall survive the
completion of this Contract and shall thereafter remain in full force and effect.
7.4 Release of Documents. The drawings, specifications, reports, records,
documents and other materials prepared by Consultant in the performance of services
under this Agreement shall not be released publicly without the prior written approval of
DRAFT Permitting System RFP June 10, 2013
50 | Page
the Contract Officer or as required by law. Consultant shall not disclose to any other
entity or person any information regarding the activities of City, except as required by law
or as authorized by City.
8.0 ENFORCEMENT OF AGREEMENT.
8.1 California Law. This Agreement shall be construed and interpreted both as to
validity and to performance of the parties in accordance with the laws of the State of
California. Legal actions concerning any dispute, claim or matter arising out of or in
relation to this Agreement shall be instituted in the Superior Court of the County of
Riverside, State of California, or any other appropriate court in such county, and
Consultant covenants and agrees to submit to the personal jurisdiction of such court in the
event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the injured
party shall notify the injuring party in writing of its contentions by submitting a claim
therefore. The injured party shall continue performing its obligations hereunder so long as
the injuring party commences to cure such default within ten (10) days of service of such
notice and completes the cure of such default within forty-five (45) days after service of
the notice, or such longer period as may be permitted by the Contract Officer; provided
that if the default is an immediate danger to the health, safety and general welfare, City
may take such immediate action as City deems warranted. Compliance with the provisions
of this section shall be a condition precedent to termination of this Agreement for cause
and to any legal action, and such compliance shall not be a waiver of any party's right to
take legal action in the event that the dispute is not cured, provided that nothing herein
shall limit City's right to terminate this Agreement without cause pursuant to Section 8.7.
8.3 Retention of Funds. City may withhold from any monies payable to Consultant
sufficient funds to compensate City for any losses, costs, liabilities, or damages it
reasonably believes were suffered by City due to the default of Consultant in the
performance of the services required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or remedy of a non
defaulting party on any default shall impair such right or remedy or be construed as a
waiver. City's consent or approval of any act by Consultant requiring City's consent or
approval shall not be deemed to waive or render unnecessary City's consent to or approval
of any subsequent act of Consultant. Any waiver by either party of any default must be in
writing and shall not be a waiver of any other default concerning the same or any other
provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of
the parties are cumulative and the exercise by either party of one or more of such rights or
remedies shall not preclude the exercise by it, at the same or different times, of any other
rights or remedies for the same default or any other default by the other party.
DRAFT Permitting System RFP June 10, 2013
51 | Page
8.6 Legal Action. In addition to any other rights or remedies, either party may take
legal action, at law or at equity, to cure, correct or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain
injunctive relief, or to obtain any other remedy consistent with the purposes of this
Agreement.
8.7 Termination Prior To Expiration Of Term. This section shall govern any
termination of this Agreement, except as specifically provided in the following Section 8.8
for termination for cause. City reserves the right to terminate this Agreement at any time,
with or without cause, upon thirty (30) days' written notice to Consultant. Upon receipt
of any notice of termination, Consultant shall immediately cease all services hereunder
except such as may be specifically approved by the Contract Officer. Consultant shall be
entitled to compensation for all services rendered prior to receipt of the notice of
termination and for any services authorized by the Contract Officer thereafter in
accordance with the Schedule of Compensation or such as may be approved by the
Contract Officer, except as provided in Section 8.3.
8.8 Termination for Default of Consultant. If termination is due to the failure of
Consultant to fulfill its obligations under this Agreement, City may, after compliance with
the provisions of Section 8.2, take over work and prosecute the same to completion by
contract or otherwise, and Consultant shall be liable to the extent that the total cost for
completion of the services required hereunder exceeds the compensation herein stipulated
(provided that City shall use reasonable efforts to mitigate such damages), and City may
withhold any payments to Consultant for the purpose of setoff or partial payment of the
amounts owed City as previously stated in Section 8.3.
8.9 Attorneys' Fees. If either party commences an action against the other party
arising out of or in connection with this Agreement, the prevailing party shall be entitled to
recover reasonable attorneys' fees and costs of suit from the losing party.
9.0 CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non-liability of City Officers and Employees. No officer or employee of City
shall be personally liable to Consultant, or any successor in interest, in the event or any
default or breach by City or for any amount which may become due to Consultant or to its
successor, or for breach of any obligation of the terms of this Agreement.
9.2 Conflict of Interest. No officer or employee of City shall have any personal
interest, direct or indirect, in this Agreement nor shall any such officer or employee
participate in any decision relating to the Agreement which affects his or her personal
interest or the interest of any corporation, partnership or association in which she or he is,
directly or indirectly, interested, in violation of any State statute or regulation. Consultant
warrants that it has not paid or given and will not pay or give any third party any money or
general consideration for obtaining this Agreement.
9.3 Covenant against Discrimination. Consultant covenants that, by and for itself,
its heirs, executors, assigns, and all persons claiming under or through them, that there
DRAFT Permitting System RFP June 10, 2013
52 | Page
shall be no discrimination against or segregation of, any person or group of persons on
account of race, color, creed, religion, sex, marital status, national origin or ancestry in the
performance of this Agreement. Consultant shall take affirmative action to insure that
applicants are employed and that employees are treated during employment without regard
to their race, color, creed, religion, sex, marital status, national origin or ancestry.
10.0 MISCELLANEOUS PROVISIONS
10.1 Notice. Any notice, demand, request, consent, approval, communication either
party desires or is required to give the other party or any other person shall be in writing
and either served personally or sent by prepaid, first-class mail to the address set forth
below. Either party may change its address by notifying the other party of the change of
address in writing. Notice shall be deemed communicated forty-eight (48) hours from the
time of mailing if mailed as provided in this section.
To City: To Consultant:
CITY OF LA QUINTA
Attention: Frank Spevacek,
City Manager
78-495 Calle Tampico
La Quinta, California 92253
10.2 Integrated Agreement. This Agreement contains all of the agreements of the
parties and all previous understanding, negotiations and agreements are integrated into and
superseded by this Agreement.
10.3 Amendment. This Agreement may be amended at any time by the mutual
consent of the parties by an instrument in writing signed by both parties.
10.4 Severability. In the event that any one or more of the phrases, sentences,
clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or
unenforceable by a valid judgment or decree of a court of competent jurisdiction, such
invalidity or unenforceability shall not affect any of the remaining phrases, sentences,
clauses, paragraphs, or sections of this Agreement which are hereby declared as severable
and shall be interpreted to carry out the intent of the parties hereunder.
10.5 Authority. The persons executing this Agreement on behalf of the parties
hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by so executing this Agreement the parties hereto are formally bound to
the provisions of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA a California municipal corporation
______________________________
DRAFT Permitting System RFP June 10, 2013
53 | Page
Frank J. Spevacek, City Manager Date
ATTEST:
______________________________________
Susan Maysels, City Clerk
APPROVED AS TO FORM:
___________________________________
M. Katherine Jenson, City Attorney
CONSULTANT:
By: ___________________________________
Name: ___________
Title: ___________
Date:_ _______________________
DRAFT Permitting System RFP June 10, 2013
54 | Page
DRAFT Permitting System RFP June 10, 2013 55 | Page Appendix B – Proposal Section 4 - Response Requirements Template The following table should be incorporated into the Proposer’s proposal response as indicated. Please address each requirement in the space labeled, “PROPOSER RESPONSE HERE.” Proposers are required to fully complete this table and include in their proposals. RFP Requirement Number Requirement 3.1 General System Characteristics The City seeks a system that provides the following general system characteristics: The ability to generate email from within the application to parties included on the application or to other contacts, and to view the associated email correspondence from within the application record. PROPOSER RESPONSE HERE The ability to import Word, Excel, PowerPoint and PDF documents to attach to the application, with the ability to view the attachments from within the application record. PROPOSER RESPONSE HERE Comprehensive search ability into active and historic records by street name, street number, APN, developer, contractor, plan check number, building permit number, owner name, general project description, tract number, parent parcel number, business name, etc. PROPOSER RESPONSE HERE Contain master files for architects, contractors, owners, tenants, engineers and developers including contact information (including multiple telephone numbers and email addresses) and license numbers. PROPOSER RESPONSE HERE The ability to add warnings or flags with notices or restrictions. PROPOSER RESPONSE HERE Audit trails to record user activity.
DRAFT Permitting System RFP June 10, 2013 56 | Page RFP Requirement Number Requirement PROPOSER RESPONSE HERE Calculate applicable fees, accept payments (cash, check or credit card), and generate a payment receipt. PROPOSER RESPONSE HERE Provide the ability to issue refunds or adjustments to fees. PROPOSER RESPONSE HERE Utilize the City’s accounting codes associated with fees. PROPOSER RESPONSE HERE Provide an online knowledge base to assist users with application use. PROPOSER RESPONSE HERE Interface with the State licensing database to determine if contractor licenses are active. PROPOSER RESPONSE HERE Maintain multiple fee schedules with effective dates. PROPOSER RESPONSE HERE Provide user defined fields for added information flexibility. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 57 | Page RFP Requirement Number Requirement 3.2 Plan Check Application Fee Calculation and TrackingThe system will support the plan review process for commercial, industrial and residential development. Describe the system’s ability to support activity, including due dates, comments, meeting schedules, record actions, and attach documents. PROPOSER RESPONSE HERE Calculate fees. PROPOSER RESPONSE HERE Track application submission date, date(s) notices were forwarded to the required reviewers both inside and outside of the City, and calculate the date the comments are due from the reviewers. Provide reminders to identify late comments. Provide the ability to view the status of comments. Allow consolidation of all plan review comments and conditions for approval into one document; the consolidation may be repeated as additional comments and conditions are received. Provide the ability to view and list all required approvals with the status of the approval. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 58 | Page RFP Requirement Number Requirement 3.3 Public Works Improvement PlanProcessingImprovement plan application processing may require project review and approvals from city departments, and from organizations outside of the City. When the conditions of approval are established and construction is underway, inspections are conducted by the Building Inspectors. PROPOSER RESPONSE HERE Provide the ability to add or overwrite fees to support specific negotiations for developer(s). PROPOSER RESPONSE HERE Present subtypes in a drop down menu based on the specific class code. PROPOSER RESPONSE HERE Permit expiration: Track the permit expiration date, as delineated in the City’s ordinances.. Provide a report with the permits that will expire within a specified number of days, and export the information into a Word mail merge to generate permit expiration letters to applicants. Change the status of an expired permit. Allow the expiration date to be extended. Record the original expiration date, the modified expiration date and create an audit record identifying the user that made the change. PROPOSER RESPONSE HERE Provide a master file for contractors and subcontractors, i.e. architects, engineers, soil engineers, electricians, mechanical, plumbing, etc. PROPOSER RESPONSE HERE A comprehensive ability tocalculatevarious feesis required.The screenshouldpromptthe operatortoenterthe appropriate fee criteria based on the type of fee. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 59 | Page RFP Requirement Number Requirement 3.4 Building Permit ApplicationProcessingBuilding permit application processing may require project review and approvals from city departments, and from organizations outside of the City. When the conditions of approval are established and construction is underway, inspections are conducted by the Building Inspectors. PROPOSER RESPONSE HERE Provide the ability to add or overwrite fees to support specific negotiations for developer(s). PROPOSER RESPONSE HERE Present subtypes in a drop down menu based on the specific class code. PROPOSER RESPONSE HERE Permit expiration: Track the permit expiration date, as delineated in the City’s ordinances.. Provide a report with the permits that will expire within a specified number of days, and export the information into a Word mail merge to generate permit expiration letters to applicants. Change the status of an expired permit. Allow the expiration date to be extended. Record the original expiration date, the modified expiration date and create an audit record identifying the user that made the change. PROPOSER RESPONSE HERE Provide a master file for contractors and subcontractors, i.e. architects, engineers, soil engineers, electricians, mechanical, plumbing, etc. PROPOSER RESPONSE HERE A comprehensive ability tocalculatevarious feesis required.The screenshouldpromptthe operatortoenterthe appropriate fee criteria based on the type of fee. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 60 | Page RFP Requirement Number Requirement 3.5 Permit Duplication To streamline building permit application processing, the ability to create multiple permits from one master permit is required. Provide the ability to create a master building permit for duplication, i.e.: For each unique model within a housing tract and specify the number of permits that should generate for the model. For a contractor to apply for a number of water heater permits. o Allow data entry for the unique information on a duplicated permit (lot, tract, address). PROPOSER RESPONSE HERE Provide the ability to modify a master building permit to create an additional master permit. (For example, models within a development differ only by the number of square feet.) PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 61 | Page RFP Requirement Number Requirement 3.6 Inspection SchedulingInspections are requested by calling a specified city telephone number the day before an inspection is requested, and the request is recorded by voice mail. PROPOSER RESPONSE HERE Provide an Inspection report sorted by each inspector including the results of the last inspection. For assistance with problematic inspections, provide the ability to flag an inspection request so that all inspection results will print on the new inspection request form. PROPOSER RESPONSE HERE RFP Requirement Number Requirement 3.7 Inspection Activity and ResultsThe inspectors need the ability to research inspection history and record inspection results in an efficient manner. Provide the ability to search inspection history and view corrections. Easily enter standard inspection results (i.e. approved, denied, not ready, rescheduled) as well as free form comments. Print inspection history. Attach photos and documents to inspection results. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 62 | Page RFP Requirement Number Requirement 3.8 Certificate of OccupancyThe Certificate of Occupancy is issued after final inspections are conducted. Allow rules to prevent the Certificate of Occupancy from issuance until all inspections are signed off by the appropriate parties. PROPOSER RESPONSE HERE RFP Requirement Number Requirement 3.9 Reporting Activity reports are required with various frequencies (monthly, quarterly and annual). Comparative reports with the current month compared to the same month last year, and year‐to‐date information for the current year and previous year. The ability to easily generate ad hoc reports and the ability to export data to Excel is desired. Activity reports by class code, type, contractor, project, etc. are examples of ad hoc reports that may be requested. PROPOSER RESPONSE HERE 3.10 Data Conversion Conversion of the existing building permit data is required. The AS 400 database is DB2 and the OS is V6R1M0,and the data can be provided in Excel or other delineated format. PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013 63 | Page RFP Requirement Number Requirement 3.11 System Interfaces Provide the ability to integrate the permitting application with the following systems. ESRI GIS – for address validationLaserFiche document management for document data storage and access within the permitting application. Digital Map Products – online GIS GoRequest – online service request / inquiry provided by GovOutreach. PROPOSER RESPONSE HERE RFP Requirement Number Requirement 3.12 Additional FeaturesThe City desires to obtain a system that can provide additional features to provide enhanced services. In your proposal, provide information about the features available within your system, and provide separate pricing for each feature. If your system offers additional enhancements that may be of interest to the City, include the description and cost of those features in your proposal.
DRAFT Permitting System RFP June 10, 2013 64 | Page RFP Requirement Number Requirement E‐Government The ability to request inspections online through the City’s web page and check the status of inspections. E‐Permitting – Allow electronic permit issuance and fee collection for simple permits, (i.e. water heater) through the City’s web site with PCI compliancy. View permits on line. View plan check status. o The City’s web site is provided by Vision Internet. PROPOSER RESPONSE HERE Mobile Access Provide the inspectors with system access using a mobile device to both inquire and update while working in the field. Allow the inspectors to provide inspection results to the applicant while working in the field. PROPOSER RESPONSE HERE Electronic Plan Check Provide the ability for developers to submit plans electronically through the City’s web page. Allow for resubmission of changes as necessary Route to multiple reviewers View and mark up CAD layers, PDF, DWG, etc. file types Review and compare marked up drawings; maintain version control PROPOSER RESPONSE HERE
DRAFT Permitting System RFP June 10, 2013
65 | Page
Appendix C – Pricing Templates
This appendix provides the required price sheets that must be completed by each Proposer. As
part of the RFP package, the City will provide a MS Excel file that contains these price sheets.
The RFP price sheets include the following;
Software License and Maintenance Price Sheet
Implementation Services Price Sheet
Conversion Price Sheet
3rd Party Products Price Sheet
Optional Offerings Price Sheet
Travel Price Sheet
Professional Services Rate Sheet
The following pages provide examples of the required price sheets.
DRAFT Permitting System RFP June 10, 2013
66 | Page
Proposer Name:
Year 1 Year 2 Year 3 Year 4
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
Subtotal - Permitting Modules -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
- -$ -$ -$ -$ -$
Subtotal - Other Modules -$ -$ -$ -$ -$
Total Application Licensing Fees -$ -$ -$ -$ -$
Other Modules (i.e. system tools, reporting, etc.)
Annual Maintenance Fee
# of
Licenses
One-
Time
License
Cost
Vendor Notes and/or AssumptionsDescription
Permitting System Modules
Proposer Name:
Service Category Hours Rate
Implementation
Fee Notes / Assumptions
Project Management - -$ -$
Training - -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Subtotal - Financial Management - -$ -$
Service Category Hours Rate
Implementation
Fee Notes / Assumptions
Project Management - -$ -$
Training - -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Subtotal - Other Modules - -$ -$
Total - Implementation Services - -$ -$
Permitting Application
Other Modules
DRAFT Permitting System RFP June 10, 2013
67 | Page
Proposer Name:
Category Hours /
Module Rate Conversion Fee Conversion Assumptions
- -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Total - Conversion - -$ -$
DRAFT Permitting System RFP June 10, 2013
68 | Page
Proposer Name:
3rd Party Product Description Cost Notes / Assumptions
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$
Total - 3rd Party Products -$
Proposer Name:
Product/Solution Description Cost Notes / Assumptions
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$
Total - Optional Offerings -$
Proposer Name:
Trip Descriptions # of Trips
Cost Per
Trip Total Notes / Assumptions
- -$ -$
- -$ -$
- -$ -$
- -$ -$
- -$ -$
Total Travel Expenses - -$ -$
DRAFT Permitting System RFP June 10, 2013
69 | Page
Proposer Name:
Resource Category Hourly
Rate Notes / Assumptions
Project Management -$
Trainer -$
Conversion Support -$
Programmer -$
Business/Systems Analyst -$
-$
-$
-$
-$
-$
-$