RFP Revised Addendum No. 1 - Permit Tracking & Licensing Software Services
DATE: December 7, 2020
TO: All Prospective Permit Tracking and Licensing Software Services RFP
Vendors
RE: Permit Tracking and Licensing Software Services RFP
ADDENDUM NUMBER 1
The following shall be considered as incorporated into the Request for Proposal (RFP)
for the above referenced project. Portions of RFP not specifically mentioned in this
Addendum remain in force.
• Response to Question
Q1. Could you please confirm the due date of RFP for Permitting software?
There are conflicting dates of December 11th and December 14th.
A. The date “December 14, 2020” for RFP Submittal Deadline in
Section 13 is erroneous and should be replaced with December
11, 2020. The RFP Submittal Deadline is December 11, 2020.
Q2. What is the preferred solution for the City of La Quinta, cloud, or on -
premise?
A. The City does not have a preference; if both are offered, it would
be dependent upon the price point.
Q3. Does the City of La Quinta need a module for Code Enforcement?
A. The City would be interested in seeing how a Code Enforcement
module would lend itself to the Permitting and Business License
as an entire suite, but for this RFP, it does not need to be
included.
Q4. Does the City of La Quinta have Bluebeam, or are you open to a
recommended solution?
A. The City currently uses Bluebeam
Q5. Currently how is the address/data in the permitting system maintained
and connected with GIS. Is the assessor data in sync properly with
permitting in the current system?
A. At this time, the system is not in sync with county data
information.
Q6. Is the city of La Quinta replacing their IVR or can they utilize a web
request with a public citizen facing portal?
A. The City does not have a current Interactive Voice Response
(IVR) – This is something we would like to consider but was a
and/or option in the RFP, what we’re looking for is that
customers can schedule inspections directly with the software
on their own.
Q7. What platform is the permitting system currently using?
A. Trakit
Q8. How many users does will each department need per module?
A. The City would like all staff to have the ability to access the
program for permit and data information; however, there will be
between 15-20 primary users and 5 superusers or admin users.
Q9. What land management solutions and/or related products has the City
of La Quinta seen product demonstrations or engaged with vendors over
the last 12 months.
A. The City uses ESRI
Q10. Does the requirement for mobile inspections require store forward
capabilities/offline input?
A. We have cellular tablets (iPads) for use in the field and do not
require store forward capabilities for normal day to day
operations, it would be beneficial though that the software is
still able to function in times of cellular network outages.
Q11. Do inspections require store forward capabilities/offline input?
A. It would be beneficial that the software is still able to function
in times of cellular network outages
Q12. In regard to the City’s RFP for Permitting and Business License
software…would the City be interested in a best of breed approach to
the business license part of the RFP? HdL may be interested in
responding if the City would entertain business license software as a
separate, best of breed approach.
A. The City is open to review proposals on any approach that will
capture all of the City’s permitting needs. Ideally, the City is
looking to simplify the process and allow the end-users to obtain
permitting information and business license info in the same
program.
Q13. Does the City have ESRI or any GIS licenses currently?
A. The City currently has licenses with ESRI and does not have a
GIS consultant.
Q14. Could you please confirm the due date of RFP for Permitting software?
A. The due date is Friday, December 11, 2020 at 5:00 PM.
Q15. Do you anticipate extending the bid due date?
A. No, the City does not anticipate extending the bid.
Q16. What additional details are you willing to provide, if any, beyond what
is stated in bid documents concerning how you will identify the winning
bid?
A. Please refer to the RFP and re quest further clarification on a
specific topic, if any.
Q17. Was this bid posted to the nationwide free bid notification website at
www.mygovwatch.com/free?
A. No, it was advertised on the City’s website.
Q18. Other than your own website, where was this bid posted?
A. N/A
Q19. How many Permit and licenses does the City issue each year?
A. Permits: 3,479, Business Licenses: 3,279
Q20. Could the City of La Quinta clarify the number of users?
A. The City would like to have all staff's a bility to utilize the
program; however, the core group of daily users would be
approximately 15-20 users with 5 super-users or admin users.
Q21. The number of mobile users?
A. At this time, we have 8 field staff that utilize the mobile
application for permit review and approval
Q22. How many named user licenses will be needed by each department? For
Example Licensing, Building, Planning, etc.
A. Building and Safety, Planning, Finance, Public Works, Business
License
Q23. The requirement for a Workers Compensation plan with a minimum of
$1,000,000 per accident or disease is pretty excessive for desk-related
jobs. Our current plan covers up to $100,000 per incident. Could your
requirements be modified to better-reflect the nature of work our
employees perform? (We got a quote, and your requirement would
double our WC insurance costs).
A. At this time, the City is going to adhere to the requirements
stated in the RFP
Q24. Is automobile insurance required if the company does not have any
commercial vehicles (only personal vehicles are used, if needed)?
A. At this time, the City is going to adhere to the requirements
stated in the RFP
Q25. What GIS software do you use?
A. We have 11 GIS users
Q26. How many building inspectors do you have?
A. The City has 5 Buildings and 3 Public Works Inspectors
Q27. how many business license renewals do you process each year, how
many building permits do you process?
A. Permits: 3,479, Business Licenses: 3,279
Q28. Can you Clarify what “permit discovery” includes? Does the City require
a zoning clearance determination, to generate a list of required permits,
and provide real-time fee estimates?
A. “Permit Discovery” is a search feature that will allow users to
search for all applicable permits allowed in the system.
Q29. Is the City expecting to switch over wholesale (at all once) to a new
system, or expecting to run multiple systems simultaneously, even if
temporarily?
A. The City anticipates there to be some overlapping between
decommissioning the old system and onboarding the new
system.
Q30. Is the City expecting an on-premise or cloud solution? Does the City
have a preference between an on-premise versus a cloud solution?
A. It would be dependent upon the price point for each solution.
Q31. At the top of page 11 on the posted RFP, is the sentence above the
project schedule missing text (incomplete) or is that the full Product
Description?
A. That belongs with the Product Description in the previous page.
Q32. What License types does the City issue?
A. We have 4 types of Business licenses: Contractor, Inside City
Limits, Outside City Limits and Living Accommodations
END OF ADDENDUM NUMBER 1