HomeMy WebLinkAbout4.09 BuildPermitSystemRFP
CITY CLERK
File # D!3B1l(i]-12.lIZiJ
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 19,2005
SUBJECT:
Request for Authorization to Distribute a Request for Proposal for
Building Permit System Replacement.
Report Prepared by: Steve Pappa, Information Systems Manager
ATTACHMENTS: () J~ Request for Proposal (RFP)
RECOMMENDATION: ~ Y/V'I) Authorize Staff to Distribute RFP
FINANCIAL STATEM~: Cost of the Building Pennit System replacement is estimated at
$100,000-$250,000, depending on the system and components.
Sufficient funds are budgeted in the Fiscal Year 2005-2006 Permit
System CIP budget and in the ISF Equipment Replacement account
to fund this acquisition.
DESCRIPTION: The Request for Proposal (RFP) will begin the process to award a contract for the
selection and implementation of a new Building Permit System; replacing the existing system used by the
Building and Safety Division.
The City's existing Building Permit System was acquired in Fiscal Year 1999-2000 and does not offer
sufficient functiouality to meet the existing needs. The new system will be expected to replace the current
building pennit issuance and building inspection request modules and will also offer additional
functionality not available now, such as the ability to: record field inspection results; complete State and
local agency reports; inquire on-line for customer inspection requests and/or follow-up; and, to track code
enforcement, grading and encroachment permits.
The new system will enhance Building Division Staff productivity and improve customer service. With
the existing system, Staff has been experiencing functional limitations and time loss. System breakdowns
have required that Staff re-enter data and frequent software malfunctions have prevented Staff from loading
inspection results while still in the field (a tremendous time-saving technique). The new system wil1
minimize lost time, lost data and will create a more reliable and efficient way of transferring information
between City departments.
With City Council authorization, the RFP will be distributed on July 20,2005. Proposals will be due back
to the City no later that September I, 2005. Proposals will be evaluated by a Staff committee and will be
ranked on functionality, compatibility and value. The highest ranked proposals will be more closely
evaluated by Staff via demonstrations, site visits, and references checks. The system that best meets the
City's needs will be selected and a contract will be negotiated at that time. Staffs goal is to return to the
City Council in late fall 2005 to award the contract.
RECOMMENDATION: Staff recommends that the City Council authorize Staff to distribute the RFP,
which is included as Attachment I.
____________________________~___~_______________________w______
PermitRFPagendastmnt
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COPIES TO:
ITEM NO.A.4
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City of Dublin, California
Building and Safety Division
Request for Proposal for
Building Permit System
July 20, 2005
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City of Dublin
Building Penni! System
Notice to Bidders
Notice is hereby given that sealed bids, subject to the conditions named herein and in the
specifications therefore. for the City of Dublin Building Permit System addressed to the City of
Dublin will be received at the City Clerk's Office, 100 Civic Plaza, 2nd floor, Dublin, CA 94568,
up to September I, 2005 at 3 :OOpm, at which time they will be publicly opened and examined for
complctencss.
For further information on this bid contact Gregory Shreeve. Building Official, at
925-833-6620.
If you want an electronic copy of this RFP then send an e-mail request to
IITCIlOrv. shreeve@ci.dublin.ca.us
It is anticipated that the contract will be awarded in late Fall, 2005. The City will work with the
successful bidder to develop an implementation plan for the system to be in-place on, or soon
after, December 2005.
Gregory Shreeve, Building Official
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1.0 General Information
The purpose of this Request for Proposal (RFP) is to provide interested vendors with
sufficient information to prepare and submit proposals relative to the selection of a
Building Permit System to replace the City's current Building Pennit System. In late Fall
2005, the City of Dublin will be awarding a contract for the acquisition and
implementation of a Building Pennit System.
The City's current building pennit system is the HDL Companies Pennit System from
HDL Software, LLC of Diamond Bar, CA. The HDL system has been in place since
1999. The system runs on a dedicated Microsoft Windows 2003 server. The server
hardware was procured in 2000 and has undergone an operating system upgrade. The
system is a client/server application utilizing a centralized Microsoft Access database.
Currently there are approximately 25 client workstations using the HDL system. The City
does not use the HDL inspection module for entry of field inspection results. The system
acts as a data repository for pennit application and issuance, calculation and collection of
fees, reporting, and tracking of pennit status during the inspection process. The system
does not support Internet-based permit applications or permit tracking. The system
currently does not have links to the City's Geographic Infonnation System (GIS).
The current population of Dublin is 39,931. Dublin is projected to grow to a population
of57,000 by 2015. The growth of Dublin has produced annual building valuations in
excess of $250,000,000 since 2000. The number of penn its issued and inspections
perfonned over the past five fiscal years are:
Fiscal Year 2000-200 I
Fiscal Year 2001-2002
Fiscal Year 2002-2003
Fiscal Year 2003-2004
Fiscal Year 2004-2005
Estimate
1828
1,429
1,617
1,639
1,699
19,073
16,492
24,682
31,571
35,232
The City requires a Building Pennit System that win keep pace with the rapid residential
and commercial dcvelopment in Dublin. Real-time posting of inspection results ftom the
field, links to the City's GIS, and Internet-based appiication for permits and permit status
are technologies the City wants to implement.
2.0 Proposal Instructions
In order to receive consideration, all bid proposals shall be made in accordance with the
following instructions:
2.1.1 Proposals shall be made upon the fonns provided therefore, properly
executed and with all items completed; the signature of all persons
signing shall be in long hand.
2.1.2 Blank spaces in the fonns must be properly filled in, and the phraseology
thereof must not be changed. Additions must not be made to the items
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mentioned therein. Any unauthorized conditions, limitations or
provisions attached to a proposal may cause its rejection. Alterations by
erasures Or interlineations must be explained or noted in the proposal
over the signature of the vendor.
2.1.3 Proposals submitted shall be treated as sealed bids. Clearly mark on the
sealed envelope or package "SEALED BID - CITY OF DUBLIN
BmLDlNG PERMIT SYSTEM - DO NOT OPEN WITH
REGULAR MAIL"
2.1.4 Vendor may include in their proposal information related to the vendor
and proposed solution additional to the bid form and other information
specifically requested by this RFP. However, said additional information
shall not substitute for the bid form and answers to specific information
requests.
2. J.5 No faxed proposals will be considered. No proposal received after the
time fixed for receiving them will be considered. Late proposals will be
returned to the vendor unopened.
2.2 Proposal Format
2.2. J Signature: Proposal shall be signed by an authorized corporate officer.
2.2.2 Bid Forms. Each vendor shall fill out completely and accurately the
proposal forms supplied with this invitation to respond to the bid. Failure
to use the forms provided will invalidate the proposal. Failure to answer
any of the questions or provide any of the information requested in the
bid specifications may subject the entire proposal to rejection. The
inability to meet a specific feature or item of equipment requested or any
specific genera] condition wiH not invalidate the proposal, but will be
weighed in the final selection of the successful vendor. It is the vendor's
responsibility to point out those items or conditions that can not be met.
2.2.3 Submit a separate sealed bid packet for each different solution proposed.
It is conceivable that a bidder may offer more than one product or type of
solution that meets the system requirements. These must be submitted as
separate sealed bids. Do not combine different solutions that meet the
system requirements into a single proposal. A combination of different
solutions submitted in the same proposal may result in disqualitlcation of
the entire proposa1.
2.2.4 Valid Period. Include a statement that the terms ofthe proposal will
remain valid for 180 days.
2.2.5 Qualifications. State the firm's relevant experience; responsiveness;
ability to perform; anticipated manpower allocation. Provide three (3)
references of agencies where similar work has been performed in the
past. In each case briefly describe the project scope and indicate a
contact person and phone number for the agency, and when the work
occurred.
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2.2.6 Identify the personncl to be involved in the project and their background.
Include information relative to any subcontractor. IdentifY the means by
which the firm's support services are activated in the event of an
incident.
2.3 Deadlines.
2.3.1 Walkthrough. Contractor may attend the optional walkthrough on
July 29, 200S at 10 a.m. at the Dublin Civic Center, 100 Civic Plaza,
Duhlin, CA 94568 (location: Public Works Back Conference Room).
2_32 Due date for responses to this RFP:
On or before September 1,2005 at 3:00 p.m.
2.3_3 One copy of the bid proposals must be submitted to
City of Dublin
City Clerks Office
100 Civic Plaza, 2nd floor
Dublin, CA 94568
2.4 Bid clarification upon review of the proposal may be required. Your firm may be
contacted for additional information and/or detailed discussion of the proposa1.
An appropriate representative of the proposing firm with knowledge ofthe scope
of work and the firm's proposal should be identified within the proposal.
2.5 Addenda or bulletins. Any addenda or bulletins issued by the City during the
time of the bidding performing a part of the documents provided to the bidder for
the preparation of his bid shall be covered in the bid and shaH be made a part of
the contract.
2.6 Withdrawal of bids. Any bidder may withdraw a bid by written request, at any
time prior to the scheduled deadline for submission of bids.
2.7 Economy or preparation. The proposals should be prepared simply and
economically, providing a straight forward, concise description of the bidder's
capabilities to satisfy the rcquirements of these specifications_ The bidder shall
be responsible for costs incuITed in the proposal preparation and delivery.
2_8 City Right to Accept or Reject Proposals. The City of Dublin reserves the right
to accept or reject any proposal, and all subsequent material, either verbal or
written, exclusive of an executed written contract. This invitation to respond to
the RFP in no way obligatcs the City of Dublin to any company, supplier,
manufacturer, or respondent to the RFP.
2.9 Award and Execution of the Contract
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2.9.1 The award of the contract, ifitbe awarded, will be to the responsible
bidder whosc proposal complies with requirements prescribed and whose
proposed solution the City deems appropriate for its needs.
2.10 Errors and Omissions. Proposal errors, omissions, and oversights, which alter or
modifY the information which form the basis for evaluation of the submitted bid
responsc, shall remain the responsibility of the vendor. Additiona11y, any errors,
omissions, or oversights of a material nature. may constitute grounds for rejection
of the submitted proposal.
3.0 General Background Information
3.1 The City of Dublin's Building Perntit System consists of a Microsotì Access
database centrally located on a networked Windows 2003 server. The
client/server application by HDL is utilized by approximately 25 client
workstations. The Dublin Civic Center at 100 Civic Plaza, Dublin is the
headquarters for the Building and Safety Division. Permits are issued over-the-
counter from this location only.
The City employs a Building Official, one Senior Building Inspector,
approximately 12 contract Building Inspections, two Plan Examiners, and four
permit technicians/clerical permit issuers. The City has one code enforcement
officer and three fire inspectors.
The City has a 3 Mbps connection to the Internet. However the City does not
host its website www.ci.dublin.ca.us.
The City uses a Microsoft Windows 2000/2003 server network and Active
Directory. Personal computers use either Microsoft 2000 Professional or
Microsoft XP Professional. The Microsoft Office suite is used.
The City's GIS is a mix of ESRl and Autodesk products. The main presentation
layer uses Autodesk MapGuide but, besides AutoCAD, a11 manipulation of the
basemap is done using ESRl tools. The City has a very limited number of
ArcView (ArcGIS) licenses.
The City houses users of its current building permit system at the Civic Center
and at two inspection trailer locations:
I) At the Civic Center campus connected by fiber optic cable
2) At an East Dublin location 3 miles from the Civic Center connected by a
point-to-point T-11ine utilizing 16 64kbs channels for data.
4.0 Building Permit System Requirements
4.1 The City of Dublin expects the Civic Center campus and East Dublin Inspection
Trailer users to be connected to the Building Permit System. The two facilities
are connected via a point-to-point T -I line with 16 channels dedicated for data.
4.2 Contractor shall include a plan for maximum system up-time at all connected
facilities.
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4.3 The City of Dublin requires the migration of data nom its current permit system
into the new system.
4.4 Contractor shall act as project manager during the implementation ofthe system.
Contractor shall work in conjunction with the Building Official, Infonnation
Systems Manager, and City staffto ensure a successful transition to the new
system. Contractor shall meet with City staff to gather departmental
configuration needs. Contractor shall conduct end·user training for all City staff
identified as users of the system. Contractor shall conduct system administration
training for Information Systems Division staff.
4.5 Contractor shall ensure integration of the proposed Building Permit System with
the City's computer network.
4.6 The City expects its new Building Permit System to support access to and entry
of permit/inspection infonnation from the field in real time.
4.7 Contractor shall propose the method by which GIS infonnation is linked to the
propose system.
4.8 Contractor shall address any costs associated with hosting, software licensing,
database licensing, server hardware requirements, personal computer
requirements, handheld field reporting devices, and maintenance.
4.9 Contractor shall propose how the permit application process and permit status
infonnation will be made available via the Internet.
4_10 Contractor shall warranty the proposed system for a period oftime to be
determined during contract negotiations. Contractor shall give a reasonable
estimate of all maintenance, licensing, and support costs that may occur past the
initial warranty period.
4.11 Contractor shall propose a Building Permit System that is characterized by
dependability and ease of use by both City staff and the City's customers.
Contractor shall propose a cost -effective solution. Contractor shall propose a
system that can be obtained, maintained, and expanded at a reasonable cost.
4.12 Contractor shall propose a system which contains a set of standardized reports
including those required by the State of California.
4.13 In addition to included standard reports the Contractor shall support a third-party
softwarc for crcation of custom reports. The cost associated with the third-party
software shall be identified by Contractor.
4.14 If a third-party report writing software is not supported then Contractor shall
indicate the cost associated with Contractor's creation of custom reports.
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5.0 Bid Form
5.1 Specif'y whether the proposed solution is to be
] (a) Hosted by the City of Dublin at the Dublin Civic Center
] (b) Hosted at the Contractor's or a 3'" party's location
Check only one option. Submit a separate sealed bid for eaeh option
if necessary.
5.2 Provide an itemized quotation for the proposed system. The quotation must not
expire prior to March I, 2006. Price the system based on 25 concurrent users and
migration of all records from the City's current system.
5.3 Is your company willing to provide liquidated damages for inability or
unwillingness to deliver the proposed solution?
Yes
No
5.4 If yes, what are the maximum liquidated damages available?
5.5 What is the database brand and version proposed?
5.6 Approximately how long before a migration to another database or version is
required?
5.7 Does your proposal include a licensed database?
Yes
No
5.8 lithe answer to 5.7 is 'No' then what is the cost associated with the database
licensing?
5.9 Will you supply data dictionary and entity relationship diagrams for the
database?
5.10 What is the warranty period of the proposed system? The City assumes that the
system will be covered by a warranty period during which defects will be
remedied free-of --charge, shipping included.
5.11 What are the terms and costs of system maintenance after the initial warranty
pcriod has expired?
5.12 What, if any, are the recurring licensing costs of the proposed system?
5.13 Will Contractor provide the licensed Server computer tor the Civic Center?
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Yes
No
N/A
(Hosted)
5.14 Does the proposed Server computer include a tape back-up device?
Yes
No
N/A
(Hosted)
5.15 What are the models and costs of the following types of proposed equipment?
5.15.1 Server computer?
Model
Unit price
5.15.2 Field reporting handheld device?
Model
Unit price
5.16 What is the cost associated with data migration?
Thc size of the current database is:
r:-r:1
5.17 What is the implementation cost associated with Internet-enabling the permit
application and result inquiry process?
5.18 Is the Internet based permit application and result inquiry process hosted at the
Dublin Civic Center or at Consultant (or 3'" party) location?
5. I 9 What is the maximum number of users for the proposed initial system
configuration?
5.20 What is the cost to add users beyond the initial level?
5.21 What security is in place as users attempt to access the system?
5.22 Describe the user account and password policy.
5.23 Is user access through a client program or a web browser?
5.24 Explain how different levels of security for different application layers are
provided. What prevents the compromise of data security within the
application?
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5.25 What "admin" type access to the database is available to City staff for building
custom reports and data extracts?
5 .26 What data change auditing is in place?
5.27 What is the maximum number of records that can be stored in the initial database
configuration?
5.28 What is the cost associated with enlarging the capacity of the initial database
configuration?
5.29 What is the expected life of the proposed system?
5.30 How often are updates offered for thc system?
5.31 lue system updates included in the annual maintenance agreement?
Yes
No
5.32 How is support offered by Contractor under the standard maintenance proposed?
Phone only
Phone and On-site
5.33 Are there charges for on-site support in addition to the maintenance agreement?
5.34 How are unresolved support issues elevated within Contractor's organization?
5.35 Does your company have User Groups and user conferences?
5.36 How are product enhancements requested, evaluated, and added to the product?
5.37 What system administration is required by City staff?
5.38 How does GIS integration work with the City's GIS server?
5.39 Will the City's data be sold or used by other's outside the City organization
without the City's consent?
5.40 What end-user training and system administration training is offered as part of
the proposal?
5.41 What support is offered during the agreed-upon warranty period?
5.42 In addition to Building Permits what other permit/inspection types are offered?
Fire Inspections: [ ] Included ] Option $ [ No
Grading Permits: [ ] Included Option $ [ ] No
Encroachment Permits: [ ] Included [ ] Option $ No
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Code Enforcement: [ ] Included
[
Option $
[
No
Business License:
] Included
[ ] Option $
[
No
5.43 For the Internet-based permit application what form of customer payment is
accepted? How is customer payment information (e.g. credit card info) secured?
5.44 If box 5.1 (b) is checked ("Hosted at thc Contractor's or a 3" party's location") then
answer these additional questions:
5.44.1 How and where will the City's data be stored, managed and backed-up?
5.44.2 Who will have access to it?
5.44.3 How will the City's GIS interface with the provider-hosted solution?
5.44.4 Describe the physical security, disaster prevention, and disaster recovery
featurcs of the data centerlhosting center.
5.44.5 Who (including data center staff, other employees and vendors) has
physical access to the hosting server(s)?
5.44.6 Are industry-standard firewalls deployed?
5.44.7 Where are they deployed?
5.44.8 How do you keep the software for the firewalls current?
5.44.9 Is administrative access to firewalls and other perimeter devices allowed
through IP methods or direct serial port access?
5.44.10 What protocols and ports are allowed to traverse the hosted server
network and ítrewa1I'!
5.44.11 Do you use intrusion detection systems (IDSs)? How long are IDS logs
kept?
5.44.12 How do you handle operating system patches and software updates?
5.44.13 What are your plans for the pending new Database release?
5.44.14 Are formal incident-response procedures in place? Are they tested
regularly?
5.44.15 Do you engagc third-party security services providers to perform
ongoing vulnerability assessments? Who audits and tests your security
intTastructure, and how often?
5.44.16 How are attacks and breaches tracked, and are incidents disclosed to
customers?
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5.44.17 Do you monitor the network 24 hours a day?
5.44.18 Me ongoing vulnerability assessments performed against the
application?
5.44.19 Are file permissions set on a need-to-access basis only?
5.44.20 How do you keep abreast of software vulnerabilities?
5.44.21 Are audit logs imp1emented on an systems that store or process critical
infonnation?
5.44.22 Me operating system administrative level commands logged?
5.44.23 What change management procedures are in place?
5.44.24 What are the credentials ofthe systems administration stam
5.44.25 Have the systems administration staff and anyone who has access to
client data undergone complete background and criminal checks?
5.44.26 How do you screen your employees, and how experienced are they?
5.44.27 Me hosting staff onsite or on-call 24 hours per day and 7 days per week?
5.44.28 If it is determined by City staff that the hosted application is inaccessible
to City staff and/or the public then what is the process for reporting the
"down" system..
5.44.29 How our unresolved system access and application ftmctionality issues
elevated within your organization?
5.44.30 Are screen~blanking mechanisms deployed on all employee workstations
that have access to client data'll
5.44.31 Do sessions automatically time out after an idle period?
5.44.32 MC user accounts for contract personnel created with expiration dates?
5.44.33 How are user accounts closed after user separation from the customer's
organization?
5.44.34 Do you have any third party accreditation for security or software
development, e.g. ISO, etc?
5.44.35 What software operating system and database is your system based
upon?
5.44.36 Do you use any XML, ActiveX, Java, etc.?
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5.44.37 How does an authorized user access the application via the Internet i,e.
software client, standard web browser, https, web browscr plug-in, etc?
5.44.38 Do you develop 100% of your own software or to what extent is it
outsourced?
5.44.39 How often is the software upgraded?
5.44.40 Is there a set schedule?
5.44.41 How are fixes and improvements managed?
5.44.42 Is hardware, network, software etc. owned or leased?
5.44.43 If software is held in escrow, how will customer have access?
5.44.44 Are web/application access statistics provided?
5.44.45 To what detail are statistics provided: page views, time browsing,
unique users?
5.44.46 Are each customer's instances ofthe application nmning on a dcdicated
server? If not then how many other clients are on the host system?
5.44.47 Please provide your standard Service Level Agreement (SLA)?
5.44.48 Do you offer a service level guarantee?
5.44.49 What happens when you or your hosting site goes down? How often has
this happened?
5.44.50 Is downtime compensated?
5.44.51 If the contract is tenninated then does customer still have access to data'!
5.44.52 What happens at the end ofthe contract?
5.44.53 Who owns the data?
5.44.54 At contract termination, how is data provided to customer? Which data
and in what format?
5.44.55 How much of your core capacity (and your ISP's) is currently used and
how do you add to it?
5.44.56 Will you supply data dictionary and entity relationship diagrams for the
database along with the data?
5.44.57 Supply a minimum oftbree (3) government entity references using the
«Hosted at the Contractoes or a 3rd party's location" solution.
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5.44.58 Specific to the data: How does a client remotely create custom reports?
5.44.59 Provide a copy of your standard client escrow agreement, i.e. the tenns
of data hand off to customer at time of agreement termination, or how
customer is to use system if provider goes out of business.
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6.0 Proposal Form
6.1 Company name:
6.2 Bid for proposed system (bid honored up to contract signing or March 1, 2006) in
US dollars including any applicable sales tax (8.75%), shipping charges,
maintenance, and licensing fees:
This signature certifies that the prices listed in the response to the RFP document represent the
"best price" offered by our company for the system(s) offered to the City of Dublin.
Company
Name
Address
Signature of Authorized Person
Date
Title
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