rfp1963 work management software

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COUNTY OF YORK, VIRGINIA REQUEST FOR PROPOSALS RFP Issue Date:

July 28, 2015

RFP #: 1963

Title: WORK MANAGEMENT SOFTWARE Classification Code: 20800 Issuing Agency:

County of York, Virginia Central Purchasing 120 Alexander Hamilton Blvd. P.O. Box 532 Yorktown, Virginia 23690

Using Agency And/Or Location Where Work Will Be Performed:

County of York, Virginia

Sealed Proposals Will Be Received Until 5:00 p.m. on September 1, 2015 At Which Time They Shall Be Opened In Public. NOTE: Two (2) copies of your Proposal will be required (See section 12.0) Technical inquiries should be directed to Ken Metcalfe, (757) 890-3688. Inquiries for contractual information Should Be Directed To: T.W. Sawyer, CPPO, Purchasing Agent, Telephone: (757) 8903680. SEND PROPOSALS DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE. In Compliance With This Request For Proposal, The Undersigned Offers To Provide The Requested Service(s) Shown in the Attached/Enclosed (A signed Letter of Transmittal may be substituted for this cover page). Name and Address of Firm: ________________________________

Date:

________________________________

By: Signature in ink

________________________________ Title Zip Code Telephone No.: (

)

Federal Tax ID#

RFP No. 1963

1.0

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PURPOSE York County, Virginia is soliciting competitive proposals for Work Management Software (WMS). This software must be able to be integrated with the County’s Geographic Information System (GIS), but need not be totally dependent on the GIS. The WMS will be utilized by the various departments or divisions involved in land development, plan review and regulation, oversight of building permit issuance and inspections, utility management and engineering, and various other functions as needed. Offerors may propose parts or all of the WMS and the County may purchase the total software solution from a single vendor or may choose to purchase software modules separately from different vendors. This software will be used to manage workflows and record keeping related to a variety of building and land use permits, business licenses, planning, code enforcement cases, periodic inspections, and regulatory enforcement programs in support of the Development Services and Building Regulation divisions. It will also be used for managing assets and equipment, inventory control, preventive maintenance, work orders, and customer service management for the Department of Environmental Services. York County intends to purchase an existing system that is commercially available without major customizations, is in use by other jurisdictions of a similar size and complexity, and has been proven to operate effectively over time. York County prefers to purchase from vendors who have demonstrated long-term viability as a company and a long-term commitment to customers through regular product enhancements and on-going support. York County is seeking vendors or partners that provide a proven, effective, and carefully structured approach to implementation of the chosen system. The successful Vendor or Vendors shall provide all software, installation, project management, technical and data conversion services, training, and ongoing technical support and maintenance necessary for the successful implementation of the system.

2.0

BACKGROUND INFORMATION York County currently uses Infor® Hansen v.7.7, release 810, running on a SQL Server 2008 database. We use the Community Development and Regulatory (CDR) and Enterprise Asset Management (EAM) modules. Our organization currently uses Hansen for Utility Asset Management and Work Orders, Permit Issuance and Inspections, Site and Subdivision Review, Zoning and Code Enforcement, and Licensing. There is a Dynamic Portal for citizen’s service requests or complaints and a web interface that allows contractors to schedule and check on inspections. There is also an Interactive Voice Response (IVR) phone system for use by inspectors and contractors while in the field. Hansen v.7 is a client-server application customized to meet existing County requirements. The platform that replaces Hansen v.7 must continue to support all current processes and include capabilities for new process requirements and new technology opportunities that may arise in the

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future. Historical data from the current Hansen v.7 application must be converted to the new system. 2.1

In replacing Hansen v.7, York County hopes to achieve the following: a. Up to date web based technology b. Flexible and improved presentation in the user interface c. Improved document management d. Support for mobile platforms and mobile capabilities e. Integration with County’s GIS system such that it will allow users to open a map to see where a property, activity, case, or asset is within the “system” or copy information about a parcel of land, activity, case or asset into the “system” from a map f. Ability to integrate with Google Maps g. Ability for contractors/inspectors to leave comments/notes when using Interactive Voice Response (IVR) or Interactive Web Response (IWR) h. Ability to send email regarding inspections to builder/contractor i. Ability to accept credit cards for payment at counter or online j. Comprehensive search capabilities k. An intuitive, “user friendly” user interface for employees and the public. l. Ability to export reports into Microsoft Word or Excel m. Compatibility with Outlook- ability to add items to Outlook calendar from the “system”, such as deadlines, appointments, and inspections n. Hyperlinking capabilities that allow users to open an email or visit a webpage from the “system” o. Simpler, less complex method for performing routine tasks (printing, adding connection fee), instead of requiring multiple steps p. Ability to present County staff with customizable forms to meet their specific job function Hansen v.7 currently has approximately 70 users with varying degrees of access. The new system must continue to support these existing users and additional users as it is York County’s desire to expand the use of the selected “system” to include, subject to appropriate access controls, other functional areas in the future.

2.2

The primary users of Hansen v.7 are in Environmental Services and Development Services which are comprised of the following functional areas: a. Utilities Operations & Engineering b. Waste Management c. Mosquito Control d. Stormwater Management e. Stormwater Maintenance f. Site and Subdivision Review g. Zoning and Code Enforcement h. Building Regulation

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Hansen v.7 is also used in varying degrees by users in the following functional areas: i. Real Estate Assessment j. Utility Billing k. Fire and Life Safety (FLS) l. Commissioner of the Revenue m. Geographic Information System (GIS) 2.3

Typical calendar year volume, based on an average of the last 3 years of number of permit cases, inspections, plan submissions, code violation cases, business licenses issued, fee transactions, service requests, and work orders include: a. 4,300 Permits, land and building, residential and commercial (e.g. building, electrical, plumbing, mechanical, elevator, sign, business license, LDA, etc.) b. 475 Zoning/Code violations cases initiated (e.g. grass, junk, vehicle, land use, etc.) c. 18,000 Inspections (building, electrical, plumbing, site, elevator, business license, etc.) d. 9,600 Fee transactions e. 5,300 Business licenses issued (new and renewals) f. 100 Plans submitted (site plan, development review, final plat) g. 8,700 Service requests received h. 18,100 Work orders, Utilities Operations and Engineering, (sewer main, manhole, lift station, equipment, etc.) i. The internal and web based Customer Service System receives approximately 65 service requests or complaints per month. After investigating, these may or may not result in a work order being created. j. The on-line Building Permit Inspection System gets approximately 300 visits per month, to schedule, cancel, or check the status of inspections and development plan reviews. These visits are evenly split between new and repeat visitors. k. The IVR phone system handles approximately 1000 inbound calls per month for building permit plan review scheduling and status and for development plan, site plan, and final plat review status. About 20% of these callers choose the option to speak to customer service.

3.0

COMPUTING STANDARDS York County uses Microsoft Windows operating systems on all servers, desktop computers, and tablets. County computing standards are as follows: a. Server Operating System Microsoft Server 2012 R2 b. Virtual Server Environment VMware 6.0.0 c. Desktop Operating System Microsoft Windows 7, Windows 8.1

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d. e. f. g. h. i. j. k. l. m. n.

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Tablet Operating System Database Software Web Server Software Web Browser Email Server Software Office Applications Remote user access Antivirus software Backup Software Reporting ArcGIS Desktop

o. ArcGIS Server

Best Supported Option Microsoft SQL 2008R2 - 2012 IIS 8.5 Internet Explorer 10 - 11 Microsoft Exchange 2010 Microsoft Office 2010 Cisco AnyConnect Kaspersky Endpoint Security 10 Symantec Backup Exec Crystal Reports 10.0 10.2.X (multiple Basic concurrent use license level seats, a few Advanced license level seats) 10.2.X (Standard license on web server, Basic license on internal GIS server)

The proposed solution must work with the County software listed above. No elevated local credentials on staff desktop or tablet computers, (user should not have to be a local administrator). All emails must be sent through the Microsoft Exchange Server and must authenticate (no anonymous relays allowed). Public-facing web interfaces must support at least these major web browsers: Google Chrome (latest), Mozilla Firefox (latest), and Microsoft Internet Explorer (10+). Public-facing interfaces must comply with the County’s Privacy Policy – no personally identifiable information should be collected unless volunteered by the user in an email or survey response. Only standard traffic-tracking data such as IP Address and browser/device information will be collected. The proposed solution must integrate with ESRI GIS for mapping and spatial functionality. The proposed solution must have LDAP/Active Directory compatibility; single sign-on for end users is preferable. The proposed solution must be SQL (Microsoft Structured Query Language) based. The proposed solution should integrate with Laserfiche for document archiving or have its own archiving capability.

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The proposed solution should send and receive data from the Real Estate Division’s Vision Appraisal software by Vision Government Solutions which resides on an SQL database. The proposed solution should interface with the County’s existing SCADA system. The proposed solution must be web-based and must utilize Microsoft Internet Explorer (versions 10+). The proposed solution must be an on premise, County-managed system.

4.0

SCOPE OF WORK The specific scope of the desired Work Management System is as follows: a. Replace or upgrade one or more of the Hansen 7 modules including data conversion of all Hansen tables. b. Upgrade the existing or implement a new computerized asset management, work order management, inventory control and preventive maintenance system in support of the Department of Environmental Services. c. Convert existing history/workflow of permits of any type, inspections, project applications of all types, and code violations against an address or property maintaining the consistency of the respective stages or phases. d. Convert existing history/workflow of work orders, inspections, service requests, and complaints against any asset or address maintaining the consistency of the respective stages or phases. e. Capture service request information and support a process of analyzing, investigating, prioritizing, resolving, and reporting the results of customer service requests, along with authorizing work orders when appropriate. f. Support a variety of asset work order types, including scheduled and unscheduled work orders against single or grouped assets. g. Accept, review, issue, and inspect a variety of building and land use permits, with support for information collection for the full range of the permit life cycle. h. Manage beginning-to-end code enforcement processes, from complaint logging to case resolution. i. Provide support for mobile platforms and mission-essential functionality of the “system” when the user is working in the field, while minimizing data transfer costs. j. Provide the ability for system users to create scheduled and ad-hoc reports using any combination of data elements maintained by the system. k. Track both routine and periodic inspections of buildings and property, and manage building inspection scheduling activities. l. Provide the ability to issue, track, and renew licenses in various categories for businesses. Maintain historical information regarding relocation of businesses, ownership transfers, and change in the nature of the business.

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m. Provide functionality and interfaces for the public to view details and current status of permits, service requests, and complaints when searching by project number or address. n. Provide a highly intuitive system from a user perspective. The users of this system will be both County employees and County citizens. o. Provide comprehensive search capabilities. The ability to search both asset information and permit information via a single search is preferable. A search for an address should show any data or history associated with that address. Search results must be viewable in tabular form or on system-accessible/integrated maps. p. Provide “configurable assets” option within asset management. q. Support auditable financial tracking, including handling all cash and check transactions. r. Support credit card payment of permit and license fees online. s. Provide 24/7 web based access for customers to initiate service complaints/requests for those complaints/requests available to the general public. t. Migrate existing data into the new system while maintaining the consistency and accuracy of the respective stages or phases. u. Maintain protection from both unauthorized and illegal access (hacking). v. Provide training for systems administrators, technical support staff, and users. w. Provide technical support, software maintenance and warranty services. As part of the contract scope, York County requires system implementation and integration services to transition from our current software to the chosen platform. Both software and services must be included in the winning proposal(s). York County will partner with the chosen vendor during implementation, both to assist with the transition, and to ensure sufficient knowledge transfer for York county users to be fully capable of on-going management, maintenance, and expansion. 5.0

VENDOR REQUIREMENTS The following are minimum qualifications the vendor must meet in order for their submitted proposal to be eligible for evaluation. a. Software vendor or partner has been in the business of providing software described in this RFP to local governments for a minimum of 5 years. b. Major version of software (e.g. 5.XX) being proposed has been in production for a minimum of 1 year. c. Software vendor or partner has implemented the proposed software for at least 2 government jurisdictions with populations between 30,000 and 120, 000. Both implementations have been operational for at least 1 year. d. At least one of the implementations included conversion of 50,000 data records or more. e. Proposed project manager has managed at least 2 software implementation projects of similar scope and complexity within the last five years. f. Proposed project manager has managed at least one implementation project that involved the proposed software major version within the last 5 years.

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FUNCTIONAL AND TECHNICAL REQUIREMENTS The following are mandatory functional and technical requirements the Offeror must meet for the proposal to be eligible for consideration. 6.1 One or both of the following 6.1.1 Ability to process multiple record types and track process steps, fees, reviews, inspections, and specialized data for each. Major categories of record types to be supported include: a. Building Permitting and Inspections b. Land Development Review c. Licensing d. Code enforcement e. Customer Service f. Billing 6.1.2 A computerized Enterprise Asset Management solution that provides; a. Asset record tracking b. Asset lifecycle management c. Parts/supplies inventory d. Preventive maintenance/scheduling e. Work order management f. Work order history g. Reporting 6.2

7.0

Requirements below pertain to all modules of the selected software. a. Ability to provide or interface with public-facing portals (IVR and IWR) for applicant/public to view permit information and status, initiate actions, and make submittals online. b. Designed using a web-based architecture: web application server back-end and web browser client front end. Must be hosted by the County. c. Uses the SQL Server database management system, minimum version 2008R2. d. Has a workflow engine that allows configuration of our own business processes; supports basic workflow features including sequential and parallel steps, recognition of events to trigger further actions, and branching/decision logic based on the data involved and on the user performing the action. e. Proposed solution must be within the County’s budgetary means.

STATEMENT OF WORK (SOW) The selected vendor shall work with the County in a collaborative method during the implementation of the software. The vendor’s staff shall supply the majority of the implementation labor to install and configure the software as well as to provide project leadership, training, best practices, and tools to guide and effectively collaborate with York County staff to design, implement, test, train, deploy, and stabilize a complete operational,

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integrated Work Management system according to the requirements and functionality prescribed within this RFP. York County does have requirements and preferences regarding how implementation takes place as noted below: a. York County prefers the WMS implementation be phased in. The County’s strong preference is that the asset management and work order software be implemented before the building and land management portion. Conversion of existing data from Hansen v7 shall be undertaken concurrently or sequentially with the respective workflow setups and prior to validating system operations in the “test” phase. York County will consider vendor’s expertise and experience in deciding implementation order. b. York County requires a “test” phase to validate software performance and functionality occur prior to full implementation of respective workflow components. During the test phases, the vendor/County project team shall address a set of discrete functionality operations (such as Code Compliance, Periodic Inspections, or Work Orders), or a specific type of permit (such as Plumbing or Sign). c. Phases may overlap. If resources are available, it would be acceptable to begin work on a subsequent phase before a preceding phase is completed and implemented. d. York County prefers that after any test phases, all remaining development work (software configuration, interface development, data conversion, and testing) be completed in full and then implemented in such a way as to minimize the impact on the business and the amount of time that staff must work in two systems (the legacy Hansen v7 system and the new system). York County will have a project manager and system administrator assigned to this project to assist the vendor as needed. These County employees will be involved in every step of the implementation. Their assignment will be to provide subject matter expertise and participate in the project throughout the process, while relying on the vendors experience and resources in implementing this system. In addition, an implementation team or teams will be established by the County to include key personnel identified and selected by management. The County is interested in recommendations as to the best options. All options should have the goals of cost efficiency and limited disruption of County services. The following tables detail York County’s desired services and associated deliverables from the Vendor awarded the contract. Vendors may offer additional services and deliverables which they believe would be beneficial to the implementation, but must explain the purpose and content of any such additional offerings. Objective 1: Provide project management and coordination Deliverable 1.1 Baseline Detailed Project Work Plan To establish a mutually agreed-upon project baseline before significant Purpose work occurs and to identify the specific tasks and resource levels necessary to timely deliver the elements in the Work Statement.

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RFP No. 1963 Content

Deliverable 1.2 Purpose Content

Page 10 of 23 A hierarchical work breakdown structure, including task dependencies, schedules, deliverables, and the Vendor and York County resource assignments broken down to a sufficient level of detail to allow effective project control. The project work plan shall also include a detailed analysis of key project performance indicators. Project Status Reports To provide clear ongoing communications to stakeholders concerning the status of the project. A biweekly report containing sufficiently detailed information to enable York County to determine the status of the project and any variance from the detailed project plan, schedule, or budget. The status report will include, at a minimum: 1. Technical status of the project including Deliverable status, configuration status, and forecasted Deliverable status for the next reporting period 2. Resource status for the project including staff utilization 3. Schedule status for the project including task status, milestones completed, phases completed, schedule trends and schedule summary 4. Comparison of actual percent complete versus scheduled for the work breakdown structure 5. Issues, risks, and resource constraints which are affecting or could affect progress including the proposed or actual resolution 6. Proposed changes to the project work plan, reasons for the changes, and approval/disapproval determination for any proposed changes 7. Updated detailed project work plan with approved changes highlighted

Objective 2: Perform initial installation Deliverable 2.1 Hardware Specifications To provide York County with all necessary hardware specifications to Purpose enable preparation for installation of the licensed software at least 30 days prior to the scheduled installation. Hardware specifications must include database, application, internet, and other servers and associated data storage devices to meet all of the technical requirements for installation of this software Detailed specifications of the Hardware and any associated requirements Content for the proposed system. Deliverable 2.2 Installation Certification Document To certify the successful installation of the licensed software on York Purpose County server(s) and that it is functioning as necessary to support the implementation effort. A signed document certifying that the licensed software has been Content installed in York County’s environment, that the licensed software performs as intended, that the installation has not degraded use of other York County computer systems, that user authentication is successfully integrated with Active Directory, and that the licensed software can be

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Page 11 of 23 accessed via the network and can communicate with other York County network resources necessary for the full functioning of the software.

Objective 3: Assist with Business Process Design, Address Gaps, and Configure Software for testing Deliverable 3.1 System Configuration Documentation To document how the system was configured and the business process Purpose decisions behind the configuration. To identify gaps, if any, where the software cannot be configured to meet desired business processes and identify resolutions for those gaps, as well as to clearly communicate the system configuration. A document that effectively describes the entire system configuration, Content including decisions made and the logic behind those decisions. The document will identify specific business activities that cannot be automated with the licensed software, describe alternative solutions, identify related cost, schedule, and design impacts, recommend solutions and document decisions. Gaps identified in the existing Hansen system will be addressed and best practices considered in the design of the business process. This Deliverable will confirm the shared understanding between York County and the Vendor of the requirements and the method by which they will be satisfied during the implementation of the licensed software. It must identify existing requirements that need to be revised or clarified for unambiguous interpretation and address additional requirements identified during work sessions with York County stakeholders. Deliverable 3.2 Configured Software Ready for Test To deliver a functioning set of the licensed software to York County Purpose configured for testing. To certify that all test and production computer system environments are functioning as necessary to support the implementation effort. The configured licensed software, installed on York County’s computer Content system, including all workflows necessary to support business operations. Certification that the licensed software works as intended and is ready for user testing.

Objective 4: Migrate historical data Deliverable 4.1 Data Conversion Plan To define the approach and schedule for converting historical data to the Purpose new software and for populating data fields that must be completed prior to productive use. A document that: Content

1. Identifies the data to be converted, specifying data sources and destinations for each field 2. Defines roles and responsibilities associated with data conversion and field population

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Page 12 of 23 3. Identifies all data elements in the licensed software that must be populated prior to productive use 4. Provides a plan for ensuring that the software is appropriately populated with all necessary data prior to use 5. Provides a plan for testing the converted and populated data in the new system for accuracy and consistency

Deliverable 4.2 Purpose Content

Migrated Data To convert historical data and migrate it to the new software in accord with the Data Conversion Plan Data converted and loaded onto the test system, verified, and migrated to the production system and ready for use.

Objective 5: Develop Interfaces Deliverable 5.1 Interface Specifications To document the specifications for system interfaces of the different Purpose modules or components (e.g. permitting, asset management, work order, etc.) by mutual agreement between York County and the vendor A document that defines the specifications for necessary interfaces at a Content sufficient level of detail to support development of interfaces. Deliverable 5.2 Tested Interfaces To deliver the functionality that effectively connects the licensed Purpose software to the required interface programs. Software code and/or configuration parameters to make the interfaces Content specified in the Interface Specifications operational and to ensure that the interfaces are working in accord with the associated specifications.

Objective 6: Perform testing Deliverable 6.1 Test Plan and Scripts To define the approach for testing of the licensed software. Purpose A document that: Content 1. Defines the overall testing process, including unit, system, acceptance, field, and performance testing 2. Includes all necessary test scripts – these will be developed by the vendor and must adhere to York County quality standards 3. Defines a mechanism for tracking test performance and completion 4. Defines procedures for managing the test environment, including change control 5. Defines procedures for assigning severity levels to problems encountered 6. Defines entrance and exit criteria for each round of testing Deliverable 6.2 Tested Software To ensure the software as configured is ready for business use. York Purpose County will conduct user acceptance testing. Software certified as ready for use/user acceptance testing Content Deliverable 6.3 Volume/Stress Testing Report

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Page 13 of 23 To conduct volume/stress testing and document the results of performance testing Completed volume/stress testing and a document that: 1. Describes the overall volume/stress testing process 2. Documents the volume/stress testing results and provides recommendations for improving system performance 3. Documents improvements made to tune the system for optimal performance

Objective 7: Conduct training Deliverable 7.1 Training Plan To define the approach and schedule for end-user and technical systems Purpose operation/configuration training. A document that: Content 1. Outlines the necessary classes and curriculum for each class 2. Provides a content outline to guide development of classroom materials 3. Identifies York County attendees and instructors 4. Provides a training schedule 5. Provides a method for tracking completion of training Deliverable 7.2 Training Materials To provide York County with materials for each training session. Purpose Content and materials for each class, tailored to York County’s Content configuration. Deliverable 7.3 Training To train York County “trainers” on system use and train technical staff on Purpose system administration and configuration of the new software. The delivery of user and technical systems operation training in accord Content with the Training Plan.

Objective 8: Provide go-live support and stabilization services Deliverable 8.1 Go-Live and Stabilization Plan To define the steps necessary for a successful Go-Live and subsequent Purpose stabilization of the licensed software. A detailed task plan, including a readiness checklist and resource Content assignments, to support moving the new software into productive use. It will include a data load and conversion plan and a contingency plan in the event that the Go-Live should fail. The plan should anticipate a dry run and include a back-out strategy and clearly defined go/no-go decision points. It will also include a stabilization plan that details the vendor’s commitments to stabilization and the transition to full support by York County staff. Deliverable 8.2 Technical Operations Manual To guide York County IT staff in the technical operation and Purpose maintenance of the software after implementation, including site-specific customizations and operational considerations. An online or hard copy Technical Operations Manual, customized to Content

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Deliverable 8.3 Purpose Content

Deliverable 8.4 Purpose

Content Deliverable 8.5 Purpose

Content

8.0

Page 14 of 23 York County’s configuration that describes the procedures necessary to operate and maintain the software after implementation. End User Manual To guide York County staff with the use and ongoing configuration of the new licensed software. Online or hard copy documentation that supports York County specific use of the software and provides guidance to end users in execution of user-performed application maintenance and configuration activities. Configured Licensed Software in Productive Use To provide York County with functioning software configured to meet York County’s business needs, loaded with York County’s data per the Conversion Plan, and interfaced with other York County systems per the Interface Plan. Implemented Licensed Software in Productive Use. Stabilization Services To provide York County with support services for a defined period of time following Go-Live, including the identification and resolution of malfunctions and operational issues. Stabilization services, commencing at Go-Live and terminating at Services Final Acceptance.

APPLICATION REQUIREMENTS CHECKLIST (Attachment 1) Each Offeror should respond to all items contained in the attached “Application Requirements Checklist” with regards to the software product proposed to be delivered. All items on this checklist are important to York County and will be weighed appropriately in order to compare various solutions. This checklist is attached to this RFP in Excel format. Vendors should fill out responses to this checklist in the columns provided and return the checklist with their proposal response. Please place a 0, 1, 2, 3, 4, or 5 in the "Vendor Response" column based on the capabilities of your software package and project team. These response codes are described below: 0. Not Supported - This requirement is not supported by the vendor's software or services. 1. Custom Programming or Scripting (Source Code) - This requirement could be met, but new custom code or scripting would need to be written by the vendor in order to provide this functionality. All items marked with this response code that result in extra cost should include a cost line item in the separate cost proposal under "Customizations". 2. Future Release - The functionality will be included in a planned future release of the product. For all #2 answers, please list the anticipated release date of the future version in the "Comments" column. 3. Optional Module - The requirement can be met by purchasing an optional module or addon piece of software produced by the vendor or a third-party vendor. For all #3 answers, please list the name of the optional module in the "Comments" column. 4. Minor Customization/Configuration - The requirements can be met with minor customization or configuration. May require customizing components of the user

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interface, creating customized forms and reports, and changing the workflow procedures to match the County's business practices. All costs associated with items marked with this response code should be included in "Project Implementation" costs in the separate cost proposal. 5. Base Package “out of the box” - The requirements and tasks can be accomplished by using the core "out of the box" software package. Virtually no configuration or customization is needed. The standard user interface can be used, and there is no need to make improvements through customization. Please use the "How Does it Meet/Details" column to describe how the proposed system meets this requirement. Please use the "Comments" field to include any additional comments. If additional space is needed for comments regarding a specific requirement, please attach additional pages for your comments. 9.0

PROPOSAL REQUIREMENTS Each Offeror interested in submitting a proposal for consideration shall submit the following information in a sectional format. a. Provide a letter of introduction that includes the name and location of the company, a statement of interest, and the ability to provide the required services. The letter of introduction shall be signed by an individual authorized to conduct business and make commitments for the firm with the name of the individual typed below the signature. The telephone number and email address must be included in the letter of introduction b. Describe in detail the web based software solution to all requirements described in this Request for Proposal, specifically the ability to satisfy the County’s Scope of Work requirements. c. Provide samples of reports and inquiries that can be generated within the system. d. Provide sample graphics that clearly illustrate features and function of the system. e. Describe in detail any and all licensing requirements including licenses for third-party products required by the system. f. Provide server hardware specifications required for the system. g. Describe the process that will be used to convert and migrate data from the current system and the process that will be used to verify the accuracy of the conversion. h. Describe in detail how future product upgrades will be provided. i. Describe in detail any training that will be provided, both initial and ongoing, onsite and/or online. Number of hours of training provided. j. Describe in detail the proposed technical support provided post-implementation. Describe approach to application support, end user help, and ongoing maintenance services k. Provide a detailed outline of the product warranty and list available service level agreements (SLA). This SLA shall explain how response time, solution time, and priority

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l. m.

n.

o. p.

10.0

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of a service call is determined. The SLA shall list any exclusions and customer responsibility, if applicable. Provide a projected implementation schedule from date of written notice of award. Provide a detailed cost proposal. Pricing shall include, but not be limited to installation, data conversion, technical support, training, maintenance, and licensing requirements. Expected escalation in support costs, annual increases, and 10-year cost of ownership. Hourly costs if custom work beyond our capabilities is required. Costs should additional training be needed after the “go-live” date. Provide a list of local governments currently using the proposed software solution. Include the address, phone number, and a contact person to be used as a reference. If available, provide email address for the contact person. Provide qualifications for persons who will be connected with this project to include, but not be limited to sales person(s), project manager, trainers, technicians, etc. Provide any additional information that may assist in the evaluation of the system that is being proposed.

PROJECT SCHEDULE The following project schedule has been developed for all project activities associated with this RFP:

Procurement Activities

Dates

Issue RFP

July 28, 2015

RFP Questions Due No Later Than

August 18, 2015

RFP Addendum Issued No Later Than

August 25, 2015

Sealed Proposals Due 5:00 p.m.

September 1, 2015

Notification of Short List Offerors

September 22, 2015

Short List Offeror Demonstrations and Interviews October 12 -23, 2015 Optional Offeror Site Visits

* First week of November

Selection of Apparent Successful Offeror

* end of November

Board Approval of Contract Award

January 19, 2016

Begin Implementation

As soon as possible after contract completion

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*Estimate The County reserves the right to modify this schedule at the County’s discretion. Notification of changes in the due dates will be posted on the County website.

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GENERAL TERMS AND CONDITIONS: A. FORM: All responses to a Request for Proposal (RFP) may be on the offerors letterhead or form. Response to an RFP should address all aspects of the request and must include a signature of the offeror. All offers must be submitted in a sealed envelope plainly marked using the RFP number, date and time of receipt of proposals. B.

OPENING DATE/TIME: Offers and amendments thereto, or withdrawal of proposals submitted, if received by the Owner after the date and time specified for scheduled opening, will not be considered. It will be the responsibility of the Offeror to see that his offer is in this office by the specified time and date. There will be no exceptions. Date of postmark will not be considered. Phone or telegraphic proposals (including FAX) will not be accepted.

C.

INCONSISTENCIES IN CONDITIONS: In the event there are inconsistencies between the General Terms and Conditions and the Special Terms and Conditions, and/or other schedules contained herein, the latter two shall take precedence.

D.

CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation. Any revisions to the solicitation will be made only by written addendum issued by the buyer.

E.

ETHICS IN PUBLIC CONTRACTING: By submitting their proposal, all offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

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RFP No. 1963

F.

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ANTI-DISCRIMINATION: By submitting its bids or proposals, Bidder certifies to the Owner that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, and Section 2.2-4311 of the Virginia Public Procurement Act which provides: In every contract over $10,000, the provisions of a. and b. below apply: a.

During the performance of this Contract, the Contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Contractor, in all solicitations for advertisements for employees placed in behalf of Contractor, will state that Contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with Federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

b.

Contractor will include the provisions of a. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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c.

In accordance with §2.2-4343.1 of the Code of Virginia, et. seq., the Owner shall not (i) discriminate against a faith-based organization as defined in Code of Virginia section 2.2-4343.1(B) on the basis of the organization's religious character or (ii) impose conditions that (a) restrict the religious character of the faith-based organization, except as provided in subsection F of section 2.2-4343.1 the Code of Virginia, or (b) impair, diminish, or discourage the exercise of religious freedom by the recipients of such goods, services, or disbursements.

G.

IMMIGRATION REFORM AND CONTROL ACT OF 1986: By signing the proposal, the offeror certifies that it does not and will not during the performance of this contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens.

H.

INDEMNITY AGREEMENT: Contractor and all subcontractors shall bear all loss, expense (including reasonable attorney's fees) and damage from any cause whatsoever arising out of, incidental to, or in connection with the performance of the contract and shall indemnify Owner, its agents, officers and employees against and save Owner, its agents, officers and employees harmless from all claims, demands, and judgments made or recovered against Owner because of bodily injuries, including death, at any time resulting therefrom, and/or because of damage to property, from any cause whatsoever, arising out of, incidental to, or in connection with the performance of the contract whether or not due to any act of its or their employees, servants or agents and whether or not due to any act of omission or commission, including negligence, but excluding sole negligence of Owner, its agents, officers and employees. Compliance by the Contractor with the insurance provision hereof shall not relieve Contractor from liability under this provision. Contractor and all subcontractors guarantee to save the Owner, its agents, officers and employees, harmless from liability of any nature or kind for use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used in the performance of the contract, or which the Contractor is not the patentee, assignee or licensee. Should Contractor, its employees, servants or agents (including subcontractors) use any of Owner's equipment, tools, employees, or facilities, such will be gratuitous and Contractor shall release Owner, its agents, officers and employees, from and indemnify and save harmless Owner, its agents, officers and employees, from and against any claims for personal injuries, including death, arising out of the use of any such equipment, tools, employees, or facilities, whether or not based upon the condition thereof or any alleged negligence of Owner in permitting the use thereof.

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RFP No. 1963

I.

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SCC REGISTRATION REQUIRED: If Vendor/Contractor is organized as a stock or nonstock corporation, a limited liability company, a business trust, or a limited partnership, or is registered as a registered limited liability partnership, Vendor/Contractor must be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. If Vendor/Contractor allows its existence to lapse, or its certificate of authority or registration to transact business in the Commonwealth of Virginia to expire, or be revoked or cancelled, such will deemed an act of default enabling Owner to all remedies for default, including but not limited to revocation of this contract/agreement.

PROPOSAL FORMAT: As a part of the Owner’s paper-reduction program all Offerors are required to submit their Proposal(s) on a 120 mm diameter disk meeting one of the optical-disk-storage-media listed below: 1. A “standard” compact disk (CD) [using 780 nm wavelength laser diode light]; or 2. a digital video disk or “digital versatile disc” (DVD) [using 650 nm wavelength laser diode light – Note: ‘Blue-ray™ disks are not acceptable]. The media shall be capable of being read in a standard personal computer (PC) CD or DVDdrive. The media shall use a “standard” CD-file system format [ISO 9660], be virus-free, and may contain PC-files in any of the following formats: • Adobe(c) Personal-Document-Files (pdf), version 5.0, or greater • Microsoft(c) Word ‘document’ files (doc), version 11, or greater (Word 2003) • Microsoft(c) Excel ‘spreadsheet’ files (xls), version 11, or greater (Excel 2003) • Microsoft (c) PowerPoint ‘presentation’ files (ppt) , version 11, or greater (PowerPoint 2003) • American Standard Code for Information Interchange (ASCII) text (txt) (e.g. Microsoft(c) Notepad, any version). • Tagged Information Format (tif or TIFF) files Two (2) copies of the CD or DVD are required. NO PRINTED copies of your proposal(s) are to be submitted. Failure to follow the format requirements above may result in your proposal being considered “non-responsive”. Copies of the submittals will be provided to the members of the Evaluation Committee by Central Purchasing for review.

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PROPOSAL EVALUATION PROCESS The evaluation will be conducted in a multi-tiered approach. Proposals must pass through each round to proceed to the next round. Those found to be outside the competitive range in the opinion of the evaluation team will not continue forward to the next evaluation round. Only the

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proposers advancing to round 3 will be offered the opportunity to conduct a detailed product demonstration. Vendors will be evaluated based on the following categories: Round 1 Minimum Requirements

Pass/Fail

Round 2 Maximum points Responses to “Application Requirements Checklists” 40 (Attachment 1) Responses to “Proposal Requirements” (Section 9.0) 40 Price 20 Round 2 Total 100 Round 3 Management Presentation User Interfaces Demonstrations Scripted Product Demonstrations References Round 3 Total

Maximum points 20 10 60 10 100

Round 1: Minimum Qualifications and Responsiveness York County will review submittals for initial decisions on responsiveness to the specific mandatory minimum requirements as listed in Sections 4 through 6 of this RFP. Those found responsive based on this initial pass/fail review shall proceed to Round 2. Round 2: Proposal Evaluation and Requirements Checklist York County will evaluate proposals that successfully pass through Round 1. The County will evaluate Offeror responses to the “Application Requirements Checklists” (Attachment 1) and the “Proposal Requirements” (Section 9), both of which will weigh heavily in Round 2. The detailed pricing proposal will also be evaluated in this round. Those proposals that cluster within a competitive range in the opinion of the evaluation team shall continue to Round 3. Round 3: Presentation and Product Demonstrations Vendors who remain will comprise York County’s short list. York County will require that vendors on this list provide a presentation of its proposal and product demonstrations in York County. The Offeror presentation should include the following: O:\POLICIES\TXTTOM\RFP1963.DOC http:\\www.yorkcounty.gov\purchasing\

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a. b. c. d.

Offeror introduction, Corporate Background, History, and Commitment. Product architecture, design, functionality, flexibility and future directions. Discussion of Offeror’s ability to meet requirements. Discussion of the proposed implementation project including software project management, configuration, installation, data migration, documentation, training, testing, deployment, and continuing support. e. Discussion of how the Offeror’s product can improve the operations of York County’s impacted business processes. f. Additional comments and information that the Offeror deems important to its proposal. Each presentation will last no more than 60 minutes and will be followed by a question and answer session. York County’s questions will include open issues, clarifications, or deficiencies in the proposal. This presentation will be followed by a 30 minute overview of the system’s “user interfaces”. This navigational overview will serve as a point of reference the vendor can go back to should users get lost during the demonstrations and will allow the evaluation committee to judge their satisfaction with the vendor’s user interfaces. The product demonstrations will follow the user interfaces overview and the vendor should organize and plan the demonstration to consume a maximum of four hours. York County will provide an appropriate demonstration room with access to a large screen and projection unit. The Offeror shall provide all hardware, software, and sample data required to conduct the demonstration. Offerors requiring Internet access for their demonstrations should advise York County of their requirements at the time they are notified of the demonstration. No Offeror shall be allowed direct access to York County data or other computer resources at any time during the procedure, with the exception of Internet access if requested in advance. All Offeror demonstrations will follow a scripted scenario defined by York County. Written demonstration scenarios will be provided to the Offerors approximately two weeks before the scheduled demonstrations. The scenarios will include a step-by-step demonstration of major functional requirement areas including but not necessarily limited to the following elements: a. User navigation through the system, demonstrate user friendliness. b. System design concepts related to addresses with regard to parcels, buildings, projects, permits, and fees. c. Search or inquiry capabilities to illustrate above concepts and to demonstrate other types of data retrieval functions available to the users. d. Intake to issuance of an “over the counter” permit which has associated fees. e. User input and use of screens, reports, and forms. f. Plan review process management/tracking. g. Permit tracking from application to issuance. h. Inspection scheduling and inspection history screens. O:\POLICIES\TXTTOM\RFP1963.DOC http:\\www.yorkcounty.gov\purchasing\

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Business and contractor licensing functions. Annual, reoccurring inspection functions. Zoning, code enforcement, and inspection functions Online citizen/customer access capabilities. Mobile functionality. System’s ability to interface in real-time with the County’s GIS and Real Estate Assessments data. Step-by-step demonstration of work order issuance, status update, asset management, asset inventory control, preventive maintenance, etc. Parts and material inventory functionality. Overall customer service functionality. Demonstration of any unique design concepts or user features that the vendor would like to illustrate.

REFERENCE CHECKS York County intends to conduct reference checks of existing local government clients of the Offerors who reach round 3. These calls will be designed to validate the Offeror’s performance on prior projects, ascertain the difference (if any) between expectations and delivery, and determine overall satisfaction with the Offeror’s products and services. Contractors, developers, or other users of the software may be contacted to get an outside users perspective on the software. Each Offeror is expected to provide five references of previous projects. The Offeror should attempt to provide references from clients as close to York County’s size and complexity as possible. Four of these references must be for jurisdictions with installed and fully operational systems. Two of these reference clients should have been using the proposed system in a production environment for more than one year. One of the reference clients may be in the process of installing the system. York County would like for at least one of these references to have been converted or upgraded from Hansen 7 to the new system, if possible. The Offeror should propose a project team for this implementation project. The Offeror should identify the Project Manager or Managers who are to be assigned to the implementation at York County. This (These) individual(s) must attend and participate in the Offeror’s presentation and demonstration. A key element in the evaluation will be the skills and experience of the Offeror’s proposed Project Manager(s). At least two of the Offeror’s references should be familiar with the proposed Project Manager’s work on their installations.

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SITE VISITS York County may conduct a site visit of one or more of the Offeror’s reference sites. York County will notify the Offeror of its decision to conduct a site visit, but will make arrangements directly with the reference site and may conduct the visit without the Offeror’s presence.

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ATTACHMENTS The following documents are attached to this document. To open, click the appropriate attachment. Attachment 1, “Application Requirements Checklist”

Attachment 2, “Definitions and Acronyms specific to this RFP”

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