Solicitation DS 120913 Development Services


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City of San Jose

Bid DS 120913

Solicitation DS 120913

Development Services Permitting System

Bid designation: Public

City of San Jose

12/9/2013 6:39 PM

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City of San Jose

Bid DS 120913

Bid DS 120913 Development Services Permitting System Bid Number   

DS 120913

Bid Title   

Development Services Permitting System

Expected Expenditure    $0.00 (This price is expected - not guaranteed) Bid Start Date

Dec 9, 2013 5:38:09 PM PST

Bid End Date

Jan 13, 2014 5:00:00 PM PST

Question & Answer End Date

Dec 16, 2013 5:00:00 PM PST

Bid Contact   

Tony Frutos Sr Analyst Purchasing 408-535-7059 [email protected]

Contract Duration   

1 year

Contract Renewal   

Not Applicable

Prices Good for   

1 year

Bid Comments

The objective of this Request for Information (RFI) is to ascertain information regarding available permitting systems that may be implemented for Development Services (Planning, Building, Public Works, and Fire), Code Enforcement and various other departments within the City of San Jose.  The information desired includes technical architecture, costs associated for hardware,  software, professional services, installation, licensing and maintenance. The City's Development Services is seeking to update their existing permitting system to a user-friendly application with additional functionality. Information garnered through this process may be used to develop final specifications/requirements for a formal competitive procurement solicitation document, such as a request for proposal. This is a Request for Information (RFI) only.  No award will be issued as a result of this RFI. Item Response Form

Item    

DS 120913--01-01 - Enter zero by RFI deadline (to establish respondent contact only)

Quantity   

1 each

Unit Price    Delivery Location          City of San Jose CSJ Finance/Purchasing   200 E Santa Clara St. 14th Fl   San Jose CA  95113 Qty 1

Description Please enter zero in amount total by RFI deadline.  This entry will only be used to establish respondent contact information and to  facilitate that communications are sent to the appropriate contacts.  Budgetary information may be submitted off-line by deadline. 

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City of San Jose

Bid DS 120913

REQUEST FOR INFORMATION (RFI) DEVELOPMENT SERVICES PERMITTING SYSTEM DECEMBER 09, 2013

Please respond by January 13, 2014

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 2 of 7

1.

BACKGROUND The objective of this Request for Information (RFI) is to ascertain information regarding available permitting systems that may be implemented for Development Services (Planning, Building, Public Works, and Fire), Code Enforcement and various other departments within the City of San Jose. The information desired includes technical architecture, costs associated for hardware, software, professional services, installation, licensing and maintenance. Development Services currently uses the AMANDA permitting system and other legacy systems developed in-house to conduct a variety of business processes related to building inspections, plan review, planning development, code enforcement, scheduling, cashiering, Geographical Information System (GIS) interface, and reporting. The total number of City staff accessing this system is well over 600. In addition, the community accesses the system through our Permits Online system, which interfaces with AMANDA to provide customers with the ability to purchase permits online, schedule inspections, view “chess clock” data, and view GIS mapping data. The current system is used extensively for most of Development Services business processes. Development Services is seeking to update their existing Permitting system to a userfriendly application with additional functionality. These additional features would include the following:

 Web-based portal for paper-free inspection dispatch and recordation that can be accessed by customers and staff;

 Online plan review, including a portal for plans submission, review, and approval that can be accessed by customers and staff. The new application must integrate seamlessly with the following existing online systems:

 Development Services Permits Online system used to purchase permits;  Integrated GIS spatial data module;  Electronic Content Management System (ECMS).  The system should also provide an “open data” option for publishing data to the web. 2.

PURPOSE 2.1 The purpose of this RFI is to assist the City of San Jose in learning more about the permitting systems available. Through this RFI, the City is requesting information about the available technologies and permitting systems, the application of those systems, and the initial cost estimates (implementation and ongoing maintenance) for budgeting purposes. The City will not award a contract to any company or organization based solely on their response to this RFI. 2.2 The information collected through this RFI may be used to: 2.2.1 Develop specifications for a competitive solicitation that may be conducted at a later date. 2.2.2 Determine the full range of systems available that meet our stated goals. Emphasis on operational cost efficiency, utilization of wireless technology,

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 3 of 7

open architecture for maximum integration, and delayed obsolesce of underlying technology and architecture. 2.2.3 Develop a final specification that may be used in a formal competitive procurement document, such as a request for proposal or request for quotation. 2.2.4 Develop preliminary budgetary documents for procuring a fully integrated permitting system for the City of San Jose Development partners. 3.

CONTACT INFORMATION Please submit questions and responses via BidSync: Tony Frutos Senior Analyst Purchasing Division City of San José 200 East Santa Clara Street, 14th Floor San Jose, CA 95113 Telephone: (408) 535-7059 [email protected]

4.

5.

RFI TIMELINE

RFI release date

December 09, 2013

Deadline for supplier questions

December 16, 2013

City’s response to questions published

December 23, 2013

RFI response due (to contact in Section 3)

January 13, 2014

Oral presentations (if required)

TBD

GENERAL INFORMATION 5.1 This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the City to form a binding contract. 5.2 This RFI process will not result in the recommendation of or selection of any supplier, or the issuance of a purchase order or agreement of any type.

6.

5.3

Confidential or proprietary information should not be included in your response.

5.4

Responders are solely responsible for any and all expenses that may be associated with responding to this RFI.

RESPONSE INFORMATION Please provide the following information with your response:

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 4 of 7

6.1 Company Background 6.1.1

A brief description of your company, your products and services and other information you deem relevant (e.g., number of years in business and how long the product/solution has been available for sale).

6.1.2

Vendor contact information.

6.1.3

Total number of permitting systems being used by customers of similar size and/or function. Please provide a contact name and telephone number for each customer.

6.2 Product Functionality 6.2.1

Product literature describing how your product/solution meets the desired functionality (Sections 7 & 8).

6.2.2

Additional product information that might be of interest relative to the functionality listed in Sections 7 & 8. Please note any new upgrades planned and the projected timeline for the upgrades.

6.2.3

Although they are not required, the City encourages vendors to submit product demonstration CD’s.

6.3 Cost Estimates Provide pricing information (to be used by the City for budgetary purposes only) for non-recurring and annual recurring costs, including cost drivers and cost tradeoffs, if any. Include pricing for business assessment, licensing or hosting (as applicable), initial setup, data migration, programming, training, license maintenance, support and any other cost factors. 6.4 Implementation Approach and Schedule Provide typical lead time and implementation duration for a system comparable to the City’s requirements. Please include a section briefly explaining your approach and methodology used in implementing solution. Also include typical implementation timeline broken down by major activities such as:

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 5 of 7

6.4.1

Business assessment

6.4.2

Software licensing

6.4.3

Migration and configuration/customization and setup

6.4.4

Staff training, initial and ongoing

6.4.5

Ongoing maintenance & support

6.4.6

Typical lead-time for implementation from notice to proceed

6.5 Sample Documents 6.5.1

Software license agreement

6.5.2

Software maintenance agreement

6.6 Product Additional Information

7.

6.6.1

Describe the minimum hardware requirements and operating platform option requirements for City computers.

6.6.2

Identify all additional hardware and software required to implement a complete system.

6.6.3

Any other materials, suggestions and discussion you deem appropriate.

SYSTEM MINIMUM SPECIFICATIONS 7.1 GENERAL

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 6 of 7

7.1.1

Must provide a permitting/inspection, tracking, scheduling, and reporting system for use by Development Services (Planning, Building, Public Works, and Fire), Code Enforcement, various other departments within the City of San Jose, and the general public.

7.1.2

Must replace the current AMANDA permitting system and other in-house developed legacy systems to conduct a variety of business processes related to building inspections, plan review, planning development, code enforcement, scheduling, cashiering, GIS interface, and reporting.

7.1.3

Must easily integrate/interface with the Electronic Content Management System (ECMS) and other citywide systems such as FMS, Revenue Plus, and iNova cashiering system.

7.1.4

Must provide a user-friendly database system, with reporting that is easily customizable.

7.1.5

Must provide an open data option for publishing web data.

7.2 SYSTEM 7.2.1

System must be web-enabled.

7.2.2

System must be intuitive and user-friendly.

7.2.3

System must have predefined on-site and off-site backup procedures.

7.2.4

System must provide mobile solutions to improve operational efficiencies.

7.2.5

System must be accessible via desktop PC’s, laptops, smart phones, and tablets.

7.2.6

For wireless inspections, mobile access must capture signatures.

7.2.7

Vendor must offer strong technical support

7.2.8

Contractor must offer a strong training program for implementation, new users, and as requested when features are added/updated.

7.2.9

Public facing web pages shall be Web Content Accessibility Guideline (WCAG) 2.0 compliant.

7.3 FUNCTIONS

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City of San Jose

Bid DS 120913

Development Services Permitting System Request for Information Pg. 7 of 7

8.

7.3.1

Graphical depiction of data and metrics

7.3.2

Financial functions (cashiering, etc.) must be integrated into the system and must allow best auditing practices.

7.3.3

Enhanced user efficiencies (i.e. easy data entry, auto populate fields, workflow, intuitive use of screens, fields, and views).

7.3.4

Security features to allow multiple levels of access to information

SYSTEM DESIRABLE SPECIFICATIONS 8.1 GENERAL

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8.1.1

Increase efficiency and transparency of City processes.

8.1.2

Increase project status tracking and performance reporting capabilities.

8.1.3

System supports project hierarchies, or other associations, to make project connections easy to find and sort.

8.1.4

System allows for electronic communication between City staff and the citizen or contractor.

8.1.5

System generates automated letters and communications.

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City of San Jose

Bid DS 120913

Question and Answers for Bid #DS 120913 - Development Services Permitting System

OVERALL BID QUESTIONS There are no questions associated with this bid.   If you would like to submit a question,  please click on the "Create New Question" button below.

Question Deadline: Dec 16, 2013 5:00:00 PM PST

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