Oldham County Fiscal Court
Request for Proposals
Electronic Land Management and Permitting Solution
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REQUEST FOR PROPOSALS Electronic Land Management and Permitting Solution Deadline: August 29, 2014 1PM EST
Purpose for RFP: Oldham County Fiscal Court (OCFC) is requesting proposals (RFP) from qualified professionals or firms to provide and implement an electronic data management solution for Oldham County Planning & Development Services (OCPDS) that provides a variety of functions including but not limited to the following modules:
Planning and zoning case management Code enforcement, compliance, and case management Land management (building permits and inspections, plan review) Reporting module (standard and custom report capabilities)
Background: OCPDS desires to replace its existing permitting, inspections and code enforcement software. We are looking at a variety of software as a service (SAS) products and options before making a decision about how to replace our system. We require ESRI compatible GIS integration.
Scope of Project: OCPDS is looking for a workflow solution to provide the best possible customer service to our community. The preferred solution will support permitting, inspections, planning, engineering, and code enforcement. It will interface with GIS and, ideally, have online plan submission and internal agency plan review. Proposals should provide Response Headings for each of the following: 1. Summary of proposal 2. Company profile 3. Customer references (at least 3, including contact information) 4. Description of products’ capabilities 5. Hardware requirements and architecture 6. Ability to be user-modified 7. Implementation process and timeframe 8. User training (help files, printed manuals) 9. Testing, acceptance and warranty 10. Maintenance (patches, upgrades) 11. Itemization for licenses, maintenance, installation, training, upgrades, GIS linkage, data conversion, customization, or other services 12. Conversion of legacy database
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The County’s functional objectives for a system include: 1. Intuitive user interface: Efficient (fast, easy) data entry and report extraction Search by any parameter (address, name, parcel, permit, date, type, other) Flexible reports configuration menu Multiple document attachment capability (including photos, video clips, etc.) Copy or “clone” feature for multiple permits, spell check, language text translator Fee calculation, reporting and updating capabilities 2. Functions and reporting for planning review, outside agency review (fire/life safety inspection results), engineering review, building permits review 3. Capacity for future mobile data entry 4. Capacity for future online permit application submittal and payment (citizen relationship management) 5. Direct link between ESRI ArcGIS database environment 6. Non proprietary backend database (SQL, Oracle, Access)
Schedule: Date August 1, 2014 August 29, 2014 September 2, 2014 September 12, 2014 September 22 – 26, 2014 September 29 – October 3, 2014 October 7, 2014 October 20, 2014 November 21, 2014
Task Public notice and invitation to submit 1:00pm Deadline for RFP Submittals Bid opening at Fiscal Court Deadline for selection of short list and notification of selection Demonstrations/interviews Firm selection and contract negotiations Fiscal Court award of contract Project implementation begins Project completion and activation
Procedures for Submittal: If you wish to be considered for this project, submit six (6) bound copies, and an electronic version to the office of the Judge Executive: Melissa Horn, County Treasurer Oldham County Fiscal Court 100 W. Jefferson Street, Suite 4 LaGrange, KY 40031
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Any submittals received after that deadline will not be accepted. Your submittal should have a front and back cover and one single-sided cover letter containing name and contact information.
Submittal Requirements: 1. Letter of introduction with a statement regarding the ability to provide the requested services or modules. 2. Six (6) copies of your proposal, addressing all of the County’s functional objectives. 3. SAS/Licensing fees (Assume 10 users) 4. Professional services fee schedule. 5. Responses to headings under scope of work. 6. Summary of approach for working with the County. The County reserves the right to reject any and all submittals.
Evaluation Process A committee of executive, technical, supervisory and user personnel from OCFC will be used to evaluate submittals and select a solution for this project. OCFC and or OCPDS will engage in individual discussion with all firm(s) deemed susceptible to award. At the conclusion of such discussions, the firm(s) will be ranked in order of preference on the basis of the evaluation factors published in the RFP and on all information obtained during the selection process. The top 3 firms will be notified of their selection. OCFC shall thereafter attempt to finalize a contract with the firm ranked first. If a contract, final scope and schedule satisfactory and advantageous to OCFC can be negotiated for a price considered fair and reasonable, the award shall be made to such firm; otherwise, negotiations with the firm ranked first shall be formally terminated and negotiations conducted with the firm ranked second, and so on, until a contract can be negotiated for a fair and reasonable price. Should OCFC determine in its sole discretion that only one firm is fully qualified, or that one firm is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that firm.
Selection Process: Proposals will be evaluated based on the following, but not limited to, criteria and points (up to 100 points total): 1. 2. 3. 4. 5.
Responsiveness of information to County’s request (15 points) Reliability and capacity of firm (10 points) Ability to meet functional objectives (50 points) Ability to meet budget (20 points) Ability to meet schedule (5 points)
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Inquires: Direct all inquires regarding this request for proposals to: Matt Tolar, GIS Manager Oldham County Planning & Development Services 100 W. Jefferson Street, Suite 3 LaGrange, KY 40031 502-222-1476 ext.1414
[email protected]
Addendums/Inquiries: All addendums and inquiries will be posted on the Oldham County Fiscal Court website under the RFP heading @ www.oldhamcountyky.gov
Reservations: The County reserves the right to end the process for selecting a firm to fulfill this RFP for any reason.
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