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HomeMy WebLinkAboutADDENDA 3 - RFP - 9908 LICENSING, PERMITTING AND CODE ENFORCEMENT SYSTEMS & IMPLEMENTATION SERVICES#Question Answer 1 Document “City of Fort Collins RFP for LPCE Software and Services”, page 24, Section 2.2.2 (LPCE Current Statistics): We have reviewed the City's breakdown of users in each functional area; however, we presume that users may fall into multiple areas. Our pricing model is based on individual user licenses. How many individual users require back-office access? Do any individuals require mobile-only access? If so, how many? Please see Addendum #2. 2 Document “City of Fort Collins RFP for LPCE Software and Services”, page 24, Section 2.2.2 (LPCE Current Statistics): The RFP states to expect a 10% increase in user count each year. Should we factor that into the Total Cost of Ownership? Or should we provide a TCO based on the first-year user count and cost per user? A TCO can be provided based on the updated number (3% user increase), however regrading licensing, the City's preference is an Enterprise Licensing Agreement (ELA) or equivalent. 3 Document “Attachment C – Pricing Form”, Tab 6 (10-Year TCO): Is the City planning to sign a 10-year contract to match the 10-year TCO? Yes. 4 Document “Attachment A – Response Form”, page 6, Section 1.3 (Minimum Solution Requirements), #6: Can the City clarify if the expectation is to have full compliance to all requirements in the Consensus Assessment Initiative Questionnaire as part of the minimum/mandatory requirements? We believe you meant Attachment H - Cyber Security Questionnaire. The Questionnaire is meant to understand the general capabilities of Cyber Security for all Vendors. The extent of compliance required will be determined during the Solution Confirmation Phase with our Vendor of Choice. 5 Document “City of Fort Collins RFP for LPCE Software and Services”, page 17, Section 1.8 (Proposal General Instructions): Can the City clarify if the expectation is to include all functional, technical, and contractual exceptions from all attachments in Attachment F (Exceptions Conflicts and Clarifications)? This attachment is not meant to be all-inclusive of every functional, technical, etc. exception. It is meant to provide an area for mostly contractual exceptions. Functional and technical exceptions will be reviewed during Solution /Confirmation with our Vendor of Choice. 6 Document “City of Fort Collins RFP for LPCE Software and Services”, page 18, Sections 1.9 (Proposal Format) and 1.10 (Proposal Submission Requirements): It is understood that Attachments B, C, and D will be returned in native Excel format. Can the City clarify if the preference is for Attachment A, F, H, I and support documentation are to be combined into 1 PDF file? If so, can the City clarify the requirement “Sections must have a separation page.” Is the City looking for a separation page only between Attachments or also within Attachment subsections? Yes; however, separate documents are preferred. 7 How many permits does the City process annually (on average)? 8 How many inspections does the City conduct annually (on average)? 9 How many enforcement cases does the City process annually (on average)? 10 How many planning applications does the City process annually (on average)? 11 How many active Business Licenses are there in the City currently? 12 Can the City please provide a complete list of integrations required?See Attachment B - Integrations and Interfaces. 13 Can the City identify how many sources of data conversion are to be converted?See Attachment M - Data Conversion 14 Has the City seen any demonstrations of any permitting/planning/land management/code enforcement/ licensing systems in the past 12 months? See Addendum #2. 15 Has the City received any pricing estimates from any vendor for a permitting or planning or land management or code enforcement or licensing system in the past 12 months? No. 16 What is the approved budget for the new solution?Budget information is confidential. 17 Does the City have an anticipated project timeline and/or go-live date?The project must be completed by 12/31/2025. 18 Requirements 229 and 230 reference “telephone inspections”. Can the City please clarify what they mean by “telephone inspections”? A dial-in number is used to schedule an inspection. You call and simply follow the scheduling prompts. 19 Requirements 170 - 188 identify the term “Codes/Tables”. Can the City please clarify if you mean drop down lists/picklists or something else? If something else, please explain. Yes. Some type of drop-down or picklist that is easy to use and enforces compliancy and commonality. 21 Today, your agency is using Accela’s on premise product(s) for Community Development. Would the City be able to provide context around your desire to replace Accela at this time? For instance, is it primarily a technology upgrade, or a combination of lack of feature/functionality, support for products and services, cost, etc.? RFP - Section 2.1 - Drivers for Replacement 22 Is a mandatory upgrade (technology upgrade or SaaS) of your current product(s) / Accela to their SaaS / Cloud (Hosted) solutions precipitating this RFP, and if so, does the City need to go to bid due to the extensive costs of such an upgrade? The City desires a SaaS solution. 23 Have you received options and investment summaries / proposals from your current vendor, Accela, on an upgrade path or migration path to another community development product that precipitated this RFP? If so, can you share those anticipated costs with us? No formal bid was received from our current vendor Accela. FC 9840 was a very focused RFP and continues through the RFP process. It has been supplanted by this RFP #9908 for the regulatory licensing only. 24 Is The City of Fort Collins, CO and the various stakeholders or departments that use Accela today generally satisfied with the product and current customer support of your permitting and planning software today RFP - Section 2.1 - Drivers for Replacement 25 Immediately prior (last 12-18 months or so) to the issuance of your RFP, has The City or Community Development Departments, or IT Department, received product demonstrations or cost proposals for either your current vendor, or other permitting and planning vendors? If so, would you be able to identify these vendors for all of us that wish to respond to the RFP? See Addendum #2. 27 Can you provide guidance or context around how the City’s Community Development Departments budgeted for this replacement software and services to replace Accela? See RFP Section 3.13. 28 If so, is there an established budget for this project that has already been generally approved? And if so, would you be able to share any specifics or general information pertaining to this budget? Yes. And Budget information is confidential. 29 If not, are there expectations from the City on both 1st year (one-time, non-recurring) fees for licensing, software implementation, etc. that the City has in mind – a range is fine if you can share this information. No. Addendum #3 - Vendor Questions & Answers RFP # 9908 See RFP - Section 2.2.2 LPCE Current Statistics #Question Answer Addendum #3 - Vendor Questions & Answers RFP # 9908 30 Which vendor or business partner is the City currently using for Merchant Services for credit card payments? See Addendum #2. 31 Is this Merchant Services Provider the same for both counter traffic and web/online payments? See Addendum #2. 32 ESRI ArcGIS Package – what version are you running today?ESRI ArcGIS Pro v2.9.5 33 Is it the City’s expectation that the Accela historical data will be converted into the new system, or will the City retain this data for historical purposes and no conversion is necessary? Are there any other database records from Accela or additional software components that require conversion into the new solution(s)? See: Attachment M - Data Conversion 34 Of the four major departments/divisions (or more if you have them), can you advise of total number of community development staff using Accela today? 37 Building Permits and Inspections 38 Code Enforcement 39 Planning and Engineering 40 Business Licensing / Tax Receipts 41 Other Departments (Public Works, Fire, etc.) 42 How many field users versus back-office users? 43 Other 45 Does your current system have an electronic document/imaging system (Yes or No); If yes, please confirm if those will be also migrated by the vendor and provide the approximate size? There is an existing Document Storage system. The attachments in the existing system are expected to be migrated by the vendor. The total size is approximately 400 GB. 46 Please provide an approximate number of standard email/letter templates that will need to be configured for automatic generation by the new solution. Final definition of email/letters will determined during the BAFO round. For pricing purposes, consider 43 email templates. Official letters and documents can be found in Attachment L - Sample Critical Reports. 47 What software demonstrations, presentations, pricing estimates / quotes has City staff received related to this RFP, and from whom? No demonstrations have been provided. No formal bid was received from our current vendor Accela. 48 Does the City use the on-premises or cloud version of Bluebeam? If cloud, which version?Bluebeam is in the Cloud. V20.2.85 49 The City stated on the pre-bid RFP conference call that the consulting group contracted to assist with this specific RFP is TMG Consulting. Were they or are they also involved with your current CIS replacement? Yes. 50 Also, the nine (9) additional questions below are specifically related to your need for an Electronic Plan Review solution and will help us understand how best to propose our solution(s): 51 For the current system counts provided, will you please identify which types have plan review? Building permits and Development Review in the current system involve plan reviews. 52 What is your total number of projects with plan review for a given 12-month period? If possible, please provide 2 years. a.The total number of projects with plan reviews for the past two years is provided as follows: i. BP: 2023 - 3,280, 2024 – 3,245 ii. DevRev: 2023 - 391, 2024 – 406 53 Do you have published Plan Review Service Goals and/or KPI's? If so, can you provide them or point us to them online?    Not Available. 54 When your customers submit corrected sheets on subsequent review cycles does your agency require them to resubmit the entire plan set or just the corrected sheets?  If yes, is this due to a system limitation? Would you allow slip sheeting if the system allowed it?    a.BP - Complete set is required to resubmit, a slip sheet would be allowed b.DevRev - Complete set is required, not due to a system limitation See Addendum #2. #Question Answer Addendum #3 - Vendor Questions & Answers RFP # 9908 55 How do you handle revisions to approved plans?   a.BP – i.Download the approved, or the most current document set from citizen access that needs to be revised. ii.Only revise document sets that are being altered/changed. iii.Retain red-line comments/mark-ups that were added by City of Fort Collins if present. iv.Replace, add, or delete sheets where needed in the set. 1.Replaced and added sheets cannot have working comments from the applicant/design team (new sheets must be flattened) v.5. Cloud/bubble/delta and/or clearly indicated what is changing on the new pages. vi.Rename the plan set with the next version number. (view citizen access to see what the next version needs to be. If most current set is v2, then submit as v3). 1.Name each document correctly: Instructions a.Example: Plans - 1234 Example Street - v3 b.Example: Mech Docs - 1234 Example Street - v3 c.Example: Site Plan - 1234 Example Street - v3 vii.Fill out the Revision Form. Re-name the form: 1.Letter - The Project Address – v1 (Example: Letter - 1234 Example Street - v1) viii. E-mail revision form and revised documents to buildingservices@fcgov.com ix.A $50-200 fee will be assessed by plan review based on the revision and project type b.DevRev – i.If the plans are approved an amendment would need to be applied for. 56 What is the current process for agency Plan Reviewers communicating corrections and markups to design professionals and/or contractors, and then for design professionals and/or contractors to communicate resolution comments?    a.BP - We use system generated emails and review coordinators. b.DevRev – Meetings are held with the applicant team and reviewing departments at the end of each review. Comment letters and markups are provided. 57 Do you accept paper plans, and will you continue to accept paper plans? If yes, will paper plans be scanned and uploaded to the permit/plan review system?  What is your current process to scan paper plans?    Paper plans are NOT accepted 58 How do you currently handle master plans on file?   We assume you are refereing our public records, please see Attachment B - Laserfice is the City's Enterprise Content Mangment System. 59 Accela Document Service is listed on the conversion attachment. However, will you please clarify if a historical conversion of electronic plan reviews and documents required?     Yes a historical conversion is required- Please see 5.6 Conversion Services beginning on page 47 60 For each of the 16 data conversion sources in scope please confirm: 61 What is the cleanliness of data on a scale of 1 to 10 with 10 being the cleanest?Varies from source to source. 62 Can the City provide an estimation of how many records are in the Data Sources of Attachment M where the Column F (number of records) are listed as TBD? No. 63 Can the City please provide the specifications of CO ADA HB-21-1110 that the proposed solution must be compliant with? See Attachment E - Functional Matrix, Tab Customer Self Service #61 64 Please confirm the total number of internal users that will utilize the proposed solution.See Addendum #2. 65 Please provide a list of reports needed to be configured in the new solution.See Attachment L - Sample Critical Reports 66 Please provide the total number of standard letters templates required to be configured in the new solution. See # 46 above. 67 Please provide the average number of inspections processed annually. 44,399 including Building Permit inspections and Code Enforcement Violation inspections. 68 Are you looking for ongoing support? If yes, what is your vision for ongoing support? Yes. We look to the Vendors to provide a Managed Services outline in your response. Please include "levels of support" as appropriate. 69 What is the total size of all documents, in GB, that will require conversion into the new solution? See item #45 70 Can the City please provide a copy of your fee schedule for our analysis?See the web pages below for the primary fees charged in the current system. https://www.fcgov.com/developmentreview/fees https://www.fcgov.com/building/fasttrackpermits https://www.fcgov.com/building/exterior-permits https://www.fcgov.com/building/residential-and-commercial-alterations https://www.fcgov.com/building/new-construction https://www.fcgov.com/building/temp-use https://www.fcgov.com/utilities/business/builders-and-developers/plant-investment- development-fees https://www.fcgov.com/finance/capitalexpansion https://www.fcgov.com/utilities/business/builders-and-developers/plant-investment- development-fees/electric-development-fee-estimator https://www.fcgov.com/salestax/tax-rates.php #Question Answer Addendum #3 - Vendor Questions & Answers RFP # 9908 71 Attachment C - Pricing Form: Looking at the Anticipated Payment Schedule , what item(s) would the City of Fort Collins weigh heaviest? Pricing is not weighted by items. It's weighted by go-live costs and 10-year TCO. 72 Are there specific Optional Offerings that are more important to the city than others? Can you prioritize this list? No. 73 Other than the listed City Initiatives, does the City of Fort Collins expect any internal changes, whether to existing software or personnel, that would influence licensing, permitting, or code enforcement over the next 10 years? The City does expect changes through this project and it will be managed through Organizational Change Management. 74 RFP 2.1 Drivers for Replacement - What processes are currently manual?See Attachment G - Manual Processes