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Home My WebLink AboutADDENDA 2 - RFP - 9908 LICENSING, PERMITTING AND CODE ENFORCEMENT SYSTEMS & IMPLEMENTATION SERVICES ADDENDUM NO. 2 RFP 9908 Licensing, Permitting, Code Enforcement and Implementation Services CLOSING DATE: 3:00 PM MST, February 16, 2024 To all prospective proposers under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: 1. The proposal due date has been extended from February 9, 2024, to February 16, 2024 at 3:00 PM MST. 2. RFP Section 1.4 Schedule of Events and Attachment A – Response Form 1.2 Proposed Schedule is replaced in its entirety with the attached revised project schedule. 3. Exhibit 1 - Questions and Answers. Please contact Gerry Paul, Purchasing Director, at gspaul@fcgov.com with any questions regarding this Addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED AS PART OF THE TRANSMITTAL LETTER & ACKNOWLEDGEMENT FORM, ATTACHMENT M OF THE RFP. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing REVISED SCHEDULE OF EVENTS Activity Date & Time RFP Issued 1/10/2024 Pre-Proposal Conference Conducted 1/17/2024, 10AM MDT Vendors’ written questions and RFP clarification requests due 1/26/2024, 3PM MDT Proposal addendum issued re: written responses to RFP clarification requests 2/02/2024 Proposal Due Date & Time 2/16/2024, 3PM MDT Phase 1 Evaluation to Short-List February - March 2024 Software / Solution Demonstrations February - March 2024 Vendor Oral Presentations & Reference Checks February - March 2024 City Down-selection to Vendor of Choice March 2024 City Initial Solution Scoping Sessions March 2024 Vendor Best & Final Offer Received April 2024 City Confirmation of Total Solution & Vendor of Choice April - 2024 Contract and SOW Negotiations Complete with Vendor of Choice May 2024 Contract Package Signatures - Project Initiated May 2024 Projected Start of Engagement July - August 2024 #Question Answer 1 RFP. Section 1.1 - Correction Replace the email address for Gerry Paul from gpaul@fcgov.com to gspaul@fcgov.com 2 Can the City extend the Proposal due date by a couple of weeks?The due date has been extended one week. See above/introduction. 3 Has the City seen any vendor demonstrations in the last six months? If so, which vendors? No. 4 Over the past 12 months, has the city received any software demonstrations relative to the products being solicited within this RFP? If so, please provide the names of those vendors who have provided demonstrations. See above. 5 Regarding Attachment E - Functional Matrix, I noticed that the column called "Reference / Comments" in the Excel spreadsheet cannot be formatted for word wrap. If explanation is larger than cell provider, where should we include more text to explain the function of our software? A revised Functional Matrix is included in the Rocky Mountain Bidnet downloads. Please use the updated version - Attachment E - Functional Matrix V2. 6 Attachment B - Integrations and Interfaces. What system is being used for Electronic Plan Review/mark-up tool? Adobe is used today but will not be used in the future. Bluebeam is used today; however, the City is open to seeing what other EPR tools are available. Based on what is presented by each vendor a determination will be made during the BAFO round with the Vendor of Choice (VOC). 7 Is the City open to using another program besides Bluebeam for Plan Review & Markup? See above. 8 What payment gateway is the City using?See Attachment B - Integrations and Interfaces. NCR. 9 What financial program does the City use?See Attachment B - Integrations and Interfaces. JD Edwards. 10 Attachment B - Integrations and Interfaces. If the proposed solution comes with an integrated Customer Self Service portal are costs for the integration to be included in Attachment C - Pricing Form? The City anticipates a full replacement of their current LPCE customer self service portal. There is no integration cost if it's considered part of the vendor solution unless there is a third party involvement. 11 Attachment B - Integrations and Interfaces. There are two IVR's listed - Cisco and Selectron. Why? What are the use cases and are both required? The City default is Cisco. However, there is no Cisco LPCE-related integration today. The RFP is simply asking if the vendors can integrate to either solution as one will eventually be chosen over the other. This determination will be made during the BAFO round with the VOC. Pricing for both solutions should be included in Attachment C - Pricing Form. 12 RFP Section 2.2.2 - LPCE Current Statistics. Is there overlap in the number of users per application? Please use these user counts in your proposal. Exact counts will be updated at contract negotiation time including anticipated growth rate. 13 We license by "named" users. How many named City core users does the City anticipate? See above. 14 Are the users listed on page 24 of the RFP discrete by Area, or have some users been listed in multiple Areas? See above. 15 Would the City consider reducing the number of references in Attachment A - Response Form, Minimum Solution Requirements, Section 1.3, Item 1, from 5 to 3 to match the number of required references? Yes. Response Form, Section 1.3.1 is removed in its entirety and replace as follows: "The proposed solution is a current Commercial Off-the-Shelf (COTS) LPCE solution implemented (not still currently in the implementation phase) at a minimum of three (3) municipalities in the United States or Canada with a population greater than 100,000 that have been implemented within the last five (5) years." 16 Will the PowerPoint presentation be made available from today's call?Yes. The PowerPoint can be found in Rocky Mountain Bid Net. 17 RFP Section 2.4 Optional Modules, it says Automated Interface with CIS – VertexOne for fees. If this says "optional modules" then you all would be open to something other than VertexOne to handle those Fees? No. 18 Is the City’s expectation that the vendor will own all business process configuration elements (i.e., full turnkey) or is the City open to a shared services approach wherein both City and vendor staff are responsible for various implementation elements? Please provide both City-based scope of work and services and vendor provided managed services. Please provide costs for both under Optional Services in Attachment C - Pricing Form. 19 What is the total budget for this project?A budget has been established for this project and funding secured. Based upon final Vendor approvals, the BAFO and other considerations, an additional appropriation of funding for the project is anticipated. 20 Are the figures listed in the city’s 2023-2024 adopted budget (Offer Item 23.22) the total funds available for this project? See above. 21 Does the city currently use an enterprise CRM solution (i.e., Salesforce)?No. Addendum #2 - Vendor Questions & Answers RFP # 9908 Exhibit 1 #Question Answer Addendum #2 - Vendor Questions & Answers RFP # 9908 Exhibit 1 22 VertexOne is mandatory for Fee Processing? Yes, VertexOne is Fort Collins' new billing system which will be implemented shortly after new LPCE solution goes live. Include cost in Attachment C - Pricing Form (Optional offerings worksheet) 23 As defined in the RFP Section 1.5 Minimum Requirements the proposed solution must include Planning, Permitting, Code Inspections, Licensing, Customer Self- Service, and a Mobile Work Management solution. The direct answer to your question is no. However, we have seen many cases where the software vendor will partner with other solution providers to “check the boxes.”