Your SlideShare is downloading. ×
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


RFP SECTION AND            ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


            Totals         ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


           Migration plans ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008



RFP SECTION AND           ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


            Although there ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


RFP SECTION AND 3(A) Functi...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008


             City with maxi...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008



RFP SECTION AND           ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008



RFP SECTION AND 3(A) Funct...
Building Permit Software Answers to Vendor Questions
                             May 2, 2008



RFP SECTION AND          ...
Building Permit Software Answers to Vendor Questions
                            May 2, 2008



RFP SECTION AND 3(A) Funct...
Upcoming SlideShare
Loading in...5
×

Addendum 1

324

Published on

Published in: Technology, Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
324
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
3
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Transcript of "Addendum 1"

  1. 1. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND RFP PAGE Scope of Services / 7.0 13 PARAGRAPH: NUMBER: 1) Question: Does the City have an estimate on the number of reports and forms that will need to be created under the scope of this project? Answer: The vendor should provide a list of pre-formatted forms and reports already available with their system. In addition the City expects the new system to be able to generate custom reports and forms as needed. RFP SECTION AND 3(a), General Requirements RFP PAGE 15 PARAGRAPH: #34 NUMBER: 2) Question: Does the City wish to have Pre-Implementation workflow/business process consulting prior to the engagement? Answer: Yes. The size and significance of the project will require time spent pre-project for current process analysis and consultation. If there are ways to improve, we want to know about them. RFP SECTION AND RFP PAGE N/A N/A PARAGRAPH: NUMBER: 3) Question: Can you provide the # of assumed concurrent users <total> and named departmental users (see example below)? 1. (ex. total concurrent users = <125>) 2. (ex. named user breakdown: Planning/Zoning (40), Building Dept (55), Field Inspections (75-please specify how many will need the mobile solution), Code (35), Fire (25), Engineering (17), Administrative/IT (13), Environmental (12), other reviewers (14) etc.) Answer: The City expects the total number of concurrent users to be up to 60 total. Departmental breakdown as follows: Total Mobile Community Development 20 10 Public Works 20 5 Fire 10 5 Finance 7 0 IT 3 1 Other 4__ 1
  2. 2. Building Permit Software Answers to Vendor Questions May 2, 2008 Totals 60 25 Mobile Connections are included in the total connection count. RFP SECTION AND RFP PAGE 3(C), Paragragh 10 20 PARAGRAPH: NUMBER: 4) Question: Can you please explain the type of integration required/requested with the City’s Capital Infrastructure Asset Mgt system (Cartegraph)? Answer: Cartegraph is the Cities infrastructure management tool and is used as a computerized maintenance management system. All the City’s capital infrastructure is managed through this system. As work is required on public assets, many of these need permits and inspections which will need to integrate with the new permit system. In addition Cartegraph has a GIS component that will need to operate of the same ESRI data structure as the new permit system. The vision being put forth is to have each of these Enterprise level systems able to access information and data from each other system to provide a seamless, on stop source of information wherever or whatever application is being accessed. Any parcel in the City is expected to have any document, permit, work order, code violation, business permit or other relevant document accessible from with the application. RFP SECTION AND RFP PAGE 3(C), Paragragh 4 20 PARAGRAPH: NUMBER: 5) Question: Can you please provide the current ESRI products deployed by the City and any future plans of migration? Answer: The City currently has some Arc View 3.X licenses deployed and manages a number of layers in the Arc 3.x environment. The City has recently engaged in an Enterprise contract with ESRI to begin a significant update and upgrade to the City’s GIS data. Current migration plans are as follows: Migrate from Arc 3.x to 9.x Migrate all GIS data to ARC SDE Implement ARC GIS Server Implement ARC Info 2
  3. 3. Building Permit Software Answers to Vendor Questions May 2, 2008 Migration plans are expected to take place beginning June 2008 and continuing through Spring 2009. For the purposes of this RFP, the successful vendor must be able to integrate the City’s current level of GIS and be able to assist with and support integration with the future path of the City’s GIS strategic plan. RFP SECTION AND RFP PAGE N/A N/A PARAGRAPH: NUMBER: 6) Question: Will the City require any legacy data conversion? If so, can you please provide the amount and type of data to be converted within each business process? Answer: Yes. The City will require historical data to be brought forward in to the new system. The City currently works with a system implemented in 1996 and has approx 12 yrs of historical data that we would like brought forward into the new system. The current data resides in an SQL2000 database. The City will assist in providing information and direction for this process to the successful vendor. For the purposes of this RFP an estimate of the effort and cost for this process will be acceptable. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 7) Question: Will any other data conversions be required aside from that of the existing permitting system? Answer: Not at this time. If other data sources are discovered that need to be converted or updated, they will be dealt with outside the scope of the RFP. 3
  4. 4. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 8) Question: What is the city’s anticipated budget for this undertaking and have the requisite funds already been allocated? Answer: The anticipated budget is approx $ 400,000. Funds have not been allocated at this time. This project is being presented as a proposed Fiscal 2009/20010 budget item. Council will determine funding. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 9) Question: Is the City interested in receiving proposals in which the vendor hosts the solution on its own equipment and database and provides online access to users on a 24x7 basis? Answer: Not at this time. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 10) Question: How many total named users will need access to the new system and will outside agencies or other parties need system access. Answer: The City has approx 60 users that will need access to the system. The City does not anticipate that other agencies or outside users will need access to the system. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 11) Question: What third party systems will need to be integrated with the new building permit system other than the GEMS system, the ESRI GIS system, and the Cartegraph Asset Management system? Please provide details as to name of system, function, developer and type of interface required if possible. Answer: The Enterprise system listed in the RFP are the systems that will need to be integrated with the new Permit system. Section 3© provides a list of the expected integration efforts. 4
  5. 5. Building Permit Software Answers to Vendor Questions May 2, 2008 Although there are no other system expected to be integrated at this time, the proposed system solution should have the capabilities to integrate with future applications. RFP SECTION AND 1(B) RFP Purpose and Scope RFP PAGE 3 PARAGRAPH: Summary NUMBER: 12) Question: How long does the City envision that this implementation should last? Answer: The City is relying on the successful vendor to provide a best practice recommendation for this type and scope of project. RFP SECTION AND 3(A) Functional and Technical RFP PAGE 13 PARAGRAPH: Requirement Matrix, Item 5.0 NUMBER: 13) Question: Provide the definition and expectations for the terminology “smart client”. Answer: Smart Client – for this RFP, is defined as follows: 1. Delivers application over a web interface 2. Zero footprint updates. Any updates provided by the vendor should be server side only and transparent to the end user, nor should the update process impact the user access of the system i.e.; no down time. No client installation RFP SECTION AND 3(A) Functional and Technical RFP PAGE 14 PARAGRAPH: Requirement Matrix, Item 19.0 NUMBER: 14) Question: How many telephone lines should vendors provide for their proposed IVR system? Answer: We are expecting a maximum of 8 ports will be sufficient for the IVR system but expect the system to be expandable at the customers discretion. The City of Lynnwood has recently installed a Cisco Call manager VoIP Telephony solution across the enterprise and are interested and open to utilizing our core Cisco system as the telephony solution for IVR. 5
  6. 6. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND 3(A) Functional and Technical RFP PAGE 15 PARAGRAPH: Requirement Matrix, Item 33.0 NUMBER: 15) Question: Of the four categories listed, please list how many individuals in each grouping should receive training. Are system administrators an additional group and, if so, how many of this group will need training? Answer: Administrative Training 5 Clerical Training 12 Inspector Training 20 End User Training 20 System Administrators are an additional group – please provide training for 3 users. Note – this does not increase the number of proposed users. RFP SECTION AND 3(A) Functional and Technical RFP PAGE 15 PARAGRAPH: Requirement Matrix, Item 34.0 NUMBER: 16) Question: Do any existing workflow studies or diagrams currently exist or will the vendor need to start this process from the beginning? Answer: The City will provide workflow diagrams of existing processes. The City will entertain process improvement suggestions and other analysis driven recommendations from the vendor. RFP SECTION AND 3(A) Functional and Technical RFP PAGE 15 PARAGRAPH: Requirement Matrix, Item 36.0 NUMBER: 17) Question: Can vendors submit hardware specifications for their field products and therefore not submit hardware pricing as part of their proposal? Answer: Vendor may submit hardware specifications with proposed pricing. The City reserves the right to purchase from existing GSA or other Contract vehicle. If the proposer has a GSA schedule or other similar approved contract vehicle they are encouraged to submit from that schedule in order to provide the 6
  7. 7. Building Permit Software Answers to Vendor Questions May 2, 2008 City with maximum price benefit. IF the vendor provides more competitive pricing out side of GSA, WSCA or other similar approved contract the vendor is invited to submit those prices for the City’s consideration. RFP SECTION AND RFP PAGE Scope of Services / 1.0 19 PARAGRAPH: NUMBER: 18) Question: Will there be a need for a periodic interface to refresh Address, Parcel and Owner data? If so what will be the source of the Address, Parcel and Owner data? Answer: Yes, the City receives a monthly download from the County that provides updated parcel information addresses and owner data. RFP SECTION AND RFP PAGE Scope of Services / 1.0 17 PARAGRAPH: NUMBER: 19) Question: Can the City provide a detailed list of License types that will need to be tracked? Answer: The City has approx 40-50 different types of licenses. It is expected that the successful proposal will be flexible enough to handle current and custom license requirements. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 20) Question: How many existing permits, case types, and license types should be planned on being configured by the selected vendor as part of the implementation? Answer: The City has approx 40-50 different types of licenses. It is expected that the successful proposal will be flexible enough to handle current and custom license requirements. 7
  8. 8. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND RFP PAGE Scope of Services / 34.0 15 PARAGRAPH: NUMBER: 21) Question: Can the City provide an estimated count and description of unique workflows that need to be created my department? Answer: The City will provide detailed workflows of existing operations to the successful proposal. The City does expect to have any highly unusual or unique workflows separate from the Industry and expects the vendor to respond as such based on best practices. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 22) Question: What are the number of permits, planning, zoning, inspections and licenses issued/completed by the city last year? Answer: The City currently processes approx 15,000 permits on a yearly basis. This number is expected to increase in the coming years with the planned annexation. RFP SECTION AND RFP PAGE 1(C) RFP Cover Sheet 4 PARAGRAPH: NUMBER: 23) Question: It is necessary for vendors who submit proposals to have existing business licenses with the City? Answer: No, upon the execution of the contract the awarded vendor will need to have a Lynnwood business license. You do not need to have an existing business license to submit a proposal. RFP SECTION AND RFP PAGE 7, All 28 PARAGRAPH: NUMBER: 24) Question: Will the City be open to working with vendor provided contracts? Answer: The City prefers to negotiate a City contract with the awarded vendor. 8
  9. 9. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND 3(A) Functional and Technical RFP PAGE 16 PARAGRAPH: Requirement Matrix, Item 18.0 NUMBER: 25) Question: Describe how the City envisions the vendor to complete the needed linkage to the State Contractor license system. Answer: The City expects the vendor to provide the solution to this requirement. As State contractor information is available over the Internet, the City expects the vendor to provide a solution to this request. The vendor is encouraged to contact the State of Washington Contractor License board to determine viability and methodology. http:// http://www.lni.wa.gov/ RFP SECTION AND RFP PAGE Sample Contract 28 PARAGRAPH: NUMBER: 26) Question: Will the City allow vendors to submit their own Contract and Maintenance and Support Agreements as part of their proposals? If not, in which Tab should exceptions, if any, to the City’s Sample Contract be located in the proposals? Answer: A Tab may be added at the end of the required Tabs to add any information the vendor deems pertinent. RFP SECTION AND 3(A) Functional and Technical RFP PAGE 13 PARAGRAPH: Requirement Matrix NUMBER: 27) Question: Should vendors desire to amplify their indicators on the Functional and Requirements Matrix, can they add a new box under the applicable requirement for their commentary or copy the requirement to an additional document? Answer: No, new boxes under the applicable requirements should not be added. A Tab may be added at the end of the required Tabs to add any information deemed pertinent. 9
  10. 10. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 28) Question: Will the project require a data conversion from the existing ‘PERMITS’ Plus data to the new database? Answer: Yes. The City has approx 12 years of historical data that we would like brought forward to the new system. RFP SECTION AND 3 (C) Application Portfolio, RFP PAGE 20 PARAGRAPH: Item: GIS NUMBER: 29) Question: How many users will need full bi-directional communication with the GIS database? Answer: All users are expected to have access to the GIS database. Pushing and pulling information to the GIS database has not yet been determined. The proposed solution should have the capability to update information in the GIS database at the City’s discretion but should be optional. RFP SECTION AND RFP PAGE None None PARAGRAPH: NUMBER: 30) Question: How many inspectors does the City initially intend to implement the use of mobile functionality with? Answer: Up to 25 RFP SECTION AND 3(A) Functional and Technical RFP PAGE 16 PARAGRAPH: Requirement Matrix, Item 16.0 NUMBER: 31) Question: Please elaborate on what is needed and to what systems the tag tracking is applicable. Answer: Vehicle/Tag tracking applies to tracking of the City vehicles that are used for code enforcement. The system should be able to log a vehicle used for code enforcement activities that can be used for cost analysis and performance metrics. 10
  11. 11. Building Permit Software Answers to Vendor Questions May 2, 2008 RFP SECTION AND 3(A) Functional and Technical RFP PAGE 13 PARAGRAPH: Requirement Matrix, Item 2.0 NUMBER: 32) Question: The imposition of this requirement will substantially reduce and limit the number of proposals that otherwise meet the City’s overall and specific RFP requirements. What consideration can the City provide in revising this requirement so that a wide cadre of vendors can submit their proposals accordingly? Answer: The City does not agree that the imposition of this requirement will in any way reduce or limit the response to the RFP. Please refer to the RFP as follows: 3. SCOPE OF SERVICES 3(A) Functional and Technical Requirement Matrix Below are the basic functional requirements required in the new Building Permits/Land Management System. These requirements should be viewed as the minimum requirements. Respondents are encouraged to provide further capabilities of their system, and to access their best practices historical information to bring added value to the project. Additional provided functionality will be scored as bonus points during the evaluation process. 11

×