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HomeMy WebLinkAbout2025-01-13 - Request for Proposals - Permitting, Plan Review and Inspection Solution (ADDENDUM A: DEADLINE EXTENDED TO 01/13/25)ADDENDUM A This addendum is issued to modify the RFP document “2024-12-30 - Request for Proposals - Permitting, Plan Review and Inspection Solution” previously issued on December 13th, 2024, by the City of Tukwila, WA. The specific changes made are as follows: The published due date for the RFP: the deadline has been moved from December 30th, 2024, to January 13th, 2025. The limitation for responses to be limited to 20 pages: Understanding that some requested exhibits may be extensive (such as security posture and implementation strategies), the limitation to 20 pages has been lifted. Responses over 20 pages will be accepted. Notice is hereby given that proposals will be received by the City of Tukwila, Technology & Innovation Services Department, ATTN: Tami Harris, tami.harris@tukwilawa.gov up to the hour of 5:00 p.m. PST of Monday, January 13th, 2025, for: Request for Proposals - Permitting, Plan Review and Inspection Solution. Please include this Addendum with your submission. CITY OF TUKWILA REQUEST FOR PROPOSALS (RFP) Permitting / Plan Review / Inspection Solution Due Monday, December 30, 2024, 5:00 p.m. Pacific Standard Time (PST) Notice is hereby given that Request for Proposals will be received by the City of Tukwila, Technology & Innovation Services Department, ATTN: Tami Eberle-Harris, Technology & Innovation Services Project Analyst, 6300 Southcenter Blvd Ste 202, Tukwila, WA 98188 up to the hour of 5:00 p.m. PST on Monday, December 30, 2024, for: Permitting / Plan Review / Inspection Solution The City of Tukwila is requesting proposals from qualified firms interested in providing a permit tracking system to the City of Tukwila. This Request for Proposals (RFP) is not a competitive bid based on price only. The RFP allows the City to select the consultant(s) which, in its sole discretion, best meets the needs of the City, taking into consideration price, qualifications, and service capabilities and other factors relevant to the City’s policies, programs, resources, and budget. The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, or disability. The contracted vendor for this project will be expected to comply with all Federal, State, County, and city codes and regulations applicable to such work and perform the work in accordance with the requirements and edifications of the contract documents.   Proposals submitted after the due date and time will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. Please review the full RFP following this notice for details. All materials should be submitted by email to: Tami Eberle-Harris, TIS Project Analyst at Tami.Harris@TukwilaWa.gov. Please use subject line: Permit Tracking System RFP. Materials are due by 5:00 p.m. PST on Monday, December 30. No submittals will be accepted after this date and time. Questions regarding the proposal will be accepted by Tami Eberle-Harris, TIS Project Analyst at Tami.Harris@TukwilaWa.gov Published Seattle Times – December 13, 2024 Published Daily Journal – December 13, 2024 City of Tukwila Request For Proposal Permitting / Plan Review / Inspection Solution Issue Date: December 13th, 2024 Submission Deadline: December 30, 2024, no later than 5:00 pm (PST) The City of Tukwila is requesting proposals from qualified firms interested in providing a permit tracking system for the City of Tukwila. Invitation and Introduction Background The City of Tukwila is a 116‐year‐old community incorporated in 1908 encompassing 9.63 square miles. Tukwila is located in the heart of the Puget Sound region, approximately 12 miles south of downtown Seattle, 17 miles north of Tacoma, and just east of the Seattle‐Tacoma International Airport. The current City population is just under 22,000. The City includes single and multi‐family residences, heavy and light manufacturing, and service‐oriented companies, as well as the Northwest’s largest concentration of retail businesses. The City prides itself on a well‐established economic base, low debt burden, and strong financial management. Tukwila is a full‐service City, providing water, sewer, surface water utilities, police, fire protection, emergency medical services, construction and maintenance of streets, park and recreational activities, and cultural events. The Department of Community Development (DCD) has the primary need for a permit tracking system. DCD is comprised of building, planning, permit center, infrastructure engineering and inspection, rental housing licensing, and code enforcement. It is responsible for the permit application process and reporting for all land use, building, mechanical, electrical, plumbing, demolition, fire, sign, and public works permits. DCD currently processes 171 land use applications, 2,416 permit applications with a valuation of $208,797,359 and performs 8420 City of Tukwila inspections on an annual basis*. The Code Enforcement Division uses the permit tracking system to enter approximately 275 new code enforcement matters per year and to track rental housing inspections. Purpose of Proposal The purpose of this RFP is to solicit qualified software suppliers, systems integrators, implementation partners and/or Value Added Resellers (VARs) who can demonstrate that they possess the organizational, functional, and technical capabilities to provide a Permitting / Plan Review / Inspection solution for The City of Tukwila’s Public Works, Community Development, and Fire departments. The solution will include a portal to citizens and other stakeholders (such as architects and developers) to apply for permits online, submit electronic plans (via Bluebeam integration), pay related fees, schedule inspections, check status, and other related functions. In addition, this RFP includes project management and implementation support. The goal of this RFP is to gain insight into the qualifications of solution providers and to select a successful software supplier to provide permit tracking software for the City. City of Tukwila Overview Population: 21,135 (2023) Number of Parcels: 5,385 Financial System: Central Square, Finance Enterprise Tyler Technology, Eden Document Management System: Laserfiche RIO Electronic Plan Review: BlueBeam Permitting / Plan Review / Inspection Solution: Central Square, Community Development Code Enforcement: Central Square, Community Development Geographical Information System (GIS): ESRI ArcGISOnline and ArcGIS Enterprise/Portal *Totals are from 2023 actuals Key Modules / Functionality Construction Permits Planning/Land Use Permits Permit Configurator Rental Licensing / Inspections Code Enforcement Inspections NPDES inspections Point of Sale/Cash Receipting/Project Tracking Property History Financial Tracking Report Writer City of Tukwila System Expectations and Scope The solution must comply with these basic requirements: •A cloud‐based interface utilizing the Software as a Service (SaaS) model •Web‐based solution with responsive design for records access and processing. •Include an online portal accessible to staff and public, providing ability to apply for permits, submit electronic plans (via Bluebeam integration), pay related fees, schedule inspections, check status, and other related functions. •Scheduling/task management within the systems and/or writes to calendars. •Enterprise integration achieved through built‐in configuration tools, APIs, standards‐based ODBC and/or batch file processing. •Ability to configure: fee structures and calculations, fields, types of permits, changes to regulations, workflows/approvals/routing. •Ability to automate recurring tasks like renewals of Rental Licenses or Inspections •Ability to customize workflows to City standards, processes and resource levels. •Ability to manage timelines, reporting and tracking in accordance with SB 5290 •Ability to integrate with Central Square’s Finance Enterprise to include alignment with priority- based budgeting requirements. •Ability to integrate w/ Washington State contractor database •Ability to integrate w/ Bluebeam. •Ability to interface w/ Laserfiche. •Ability to interface with Civic Plus (See-Click-Fix) •ESRI GIS integration, ability to integrate with published map services •Ability to create mailing lists from the GIS interface from a specified area and custom radius, by parcel and/or address to include location address as well as assessor owner address. •Mobile responsive interface for field staff to include route planning and inspection scheduling •PCI compliant, integrated cashiering/point of sale with online and in‐person components that include “shopping cart features.” •Auto form notifications/updates/notices to change plans, etc., via email. •Automate workflows to comply with business rules, notifications, and record requirements. •Produce user defined reports (internal) that enable data point inquiry throughout the system’s database and inclusion of data elements from any tables therein. •Database manipulation through scripting to support mass update, insert, delete as well as programming and data analysis. •Well developed canned reports, ability to write custom reports with user friendly report writer, and ability to interface with standard report writers (ex; Microsoft Power BI, SSRS) •Azure Single Sign On •Clearly defined service and system availability targets with recourse. •Clearly defined roadmap for the product •Intuitive User Interface •Fully supported Production (Live) environment along with a Test/Trainer environment with updates/refreshes supplied on a regular basis •Ability to migrate and retain historical permit and parcel information City of Tukwila Qualifications The ideal vendor will have experience with implementing permitting / plan review / inspection scheduling solution in midsize organizations with: •Three (3) or more years of related permitting systems(s) and web interface experience (or comparable system experience). •Experience integrating 3rd party applications. •Experience with data migration from Central Square •Experience working with municipal and regulatory entities, specific to Washington state codes and regulations. •Knowledge, use and experience implementing integration between your permitting solution and industry standard government financial application and ancillary government entity programs. •Strong written, verbal and interpersonal communication skills. •Excellent implementation and maintenance support. •Demonstrated experience in permit data migration. •Ability to meet required deadlines as demonstrated by prior project history. •Knowledge of the entire development submittal, review and permit issuance process, including, but not limited to: Applicant business processes and requirements; Department functions (planning, land use, building, transportation, utilities and fire); and Development services, business processes and technical requirements. The project will include implementation and project management services including migration of data from existing Enterprise systems and/or spreadsheets. The details and scope of the data migration will be discussed as part of the vendor selection process and during demonstrations. Request for Proposal Instructions and Schedule Response to this RFP does not commit the City to pay any costs incurred in the preparation of the response, demonstrations, or any other activities related to this response. All responses and accompanying documentation become the property of the City of Tukwila and will not be returned. This RFP does not obligate the City of Tukwila to contract for services or products specified herein. The City of Tukwila reserves the right to revise the RFP or to issue addenda to the RFP. The following schedule is to inform vendors of the estimated timetable of the qualification evaluation and describe the content and appropriate format for each section of the vendor response. Please note the following dates when preparing your response to the RFP. Dates are estimated and may be modified by the City of Tukwila. City of Tukwila Figure 1.1 SCHEDULE DATES DATE RFP Released December 13, 2024 RFP Due December 30, 2024 Vendor Down Select TBD Vendor Interviews / Demonstrations TBD RFP Released TBD Required Schedule These dates are estimates and are subject to change by the City of Tukwila. Prospective vendors are prohibited from discussing the RFP and the selection process with City staff, except as provided for in this RFP. Failure to do so may be grounds for disqualification from the process. All questions or clarifications regarding this RFP, the selection process, and responses should be written and addressed to: Tami Eberle-Harris (tami.harris@tukwilawa.gov). Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified. Vendors that deviate from this format may be deemed non‐responsive. The following items must be completed and submitted with the vendor’s RFP. Total document pages shall not exceed 20 pages. Cover Letter Table of Contents Executive Summary Form #1 – RFP Form Form #2 – Vendor Form Client References Appendix A, Functional Requirements for Permitting / Plan Review / Inspection Appendix B, Technical Specifications and Implementation Strategies Non‐Collusion Agreement Insurance Requirements Pricing & implementation timeline RFP Coordinator/Communications Upon release of this RFP, all communications should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and nonbinding on the City. City of Tukwila RFP Coordinator for this RFP will be: Name: Tami Eberle‐Harris, TIS Project Analyst E‐Mail: tami.harris@tukwilawa.gov Response Format Vendors must submit in a digital format, to be received no later than: Time and date: December 30, 2024, 5:00 pm Pacific Standard Time at the following address: tami.harris@tukwilawa.gov City of Tukwila ‐ Technology & Innovation Services 6300 Southcenter Blvd, Suite 202 Tukwila, WA 98188 All proposals and accompanying documentation will become the property of the City of Tukwila and will not be returned. The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. It is the Vendor’s responsibility to ensure that any RFPs are received on time. Proposal Evaluation and Vendor Selection The RFP’s will be evaluated by the Selection Committee. The Committee will consider the completeness of a vendor’s RFP and how well the proposal meets the needs of the City of Tukwila. In evaluating the proposals, the City will be using a criteria evaluation process. During the evaluation process, the Selection Committee and the City of Tukwila reserve the right to request additional information or clarification from firms responding to this RFP. Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may choose not to select the lowest cost proposal. The objective is to choose the vendor most capable of providing quality vendor services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. RFP’s will be evaluated based on criteria defined below. All proposals will be evaluated using the same criteria and possible points. (see next page for evaluation criteria) City of Tukwila Figure 1.2 Evaluation Criteria Points Responsiveness/Completeness of Proposal The response adequately addresses all the requirements of the RFP including formatting, software/hardware requirements, pricing proposal, project schedule, inclusion of attachments, etc. 5 Experience/Qualifications The response demonstrates vendor’s experience implementing software solutions over the past three years. The experience should focus on municipal/government agencies of similar size and scope with emphasis on the specific requirements desired by Tukwila. References adequately support the vendor’s ability to deliver what it has proposed. The quality/level of customer service and timeliness of support provided prior, during, and post implementation as experienced by the references will be considered. The vendor’s project team will be considered as well as their commitment to research and development. 15 Technical How well does the vendor meet the requirements of the technical environment? 15 Integration How well does the solution integrate with the City’s other software? 10 Functionality How well does the solution meet the functional requirements, goals, and objectives? 25 Budget Does the budget seem reasonable for the proposal and provide the City good value? What are the ongoing maintenance costs and is there a limit on yearly increases? Response shows total price, what’s included in the price, and identifies any “optional” items with price. 15 Implementation Feasibility, timeliness, and quality of software implementation schedule. The vendor should address the resources and time commitment required (by position type) by Tukwila personnel to complete the project. The response also demonstrates that the services such as software implementation, data conversion, applicable hardware procurement, training, support, etc., are adequately addressed. 15 Total Points Possible 100 Selection Process After the RFPs are evaluated, the Selection Committee will determine whether formal demonstrations and interviews are necessary, and which vendors may be invited to make a formal presentation and/or sit for a panel interview with the Selection Committee. The functional demonstrations should highlight product features such as: •Field operations and mobile access. •Installation procedures (e.g. browser add‐ons) and security setup. •General application navigation and user interface. •Administrative configuration features and tools. •Customization environment, workflow automation, report writers. City of Tukwila •Database configuration and extension. •API and other integration standards. (Financials) •Document management and archival features to support public records requests. The selection committee will evaluate the product demonstrations based on how well the demonstrated function meets business needs, technical requirements, and completeness of the demonstration. The City may request clarification or additional information from a specific vendor to assist with evaluation. Contract Award and Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the Vendor can offer. The City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract. The City shall not be bound or in any way obligated until both parties have executed a vendor contract. The general conditions and specification of the RFP and the successful Vendor’s response, as amended by Contract between the City and the successful Vendor, including e‐mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify Vendor representations that appear in the proposal. Failure of a vendor to perform services as represented may result in elimination of the vendor from further competition or in Contract cancellation or termination. The vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. The City uses its standard Services Agreement template. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiations of the final contract. If the selected Vendor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next ‐highest ranked vendor. No parties may incur any cost chargeable to the proposed contract before the date of execution of the Contract. Terms & Conditions Questions Regarding the RFP Oral interpretations of the RFP specifications are not binding on the City. Request for interpretation or clarification of the RFP specifications must be made in writing and submitted to the RFP Coordinator as indicated in “RFP Instructions and Schedule”. RFP Clarifications and Addendums The City reserves the right to clarify or change the RFP or issue addendums to the RFP at any time. The City also reserves the right to cancel or re‐issue the RFP. All such addenda will become part of the RFP. In the event that it becomes necessary to revise any part of this RFP, the City will issue City of Tukwila addenda relating to these specifications on the City’s website at http://www.Tukwilawa.gov in the City’s Digital Records Center under Legal/Public Notices. It is the vendor’s responsibility to confirm whether any addenda have been issued. Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in “RFP Instructions and Schedule” (pages5‐6), provided notification is received in writing. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, for the services described herein, or until one or more of the proposals have been approved by the City, whichever comes first. Proposals cannot be changed or withdrawn after the time designated for receipt. Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. Cost for Developing RFP and Materials All costs for developing responses to this RFP are the obligation of the responding Vendor and are not chargeable to the City. All responses will become property of the City and will not be returned. All materials and images developed during this project will belong to the City and will be presented to the City in their original format. Code of Conduct for Competitive Solicitations After the issuance of any solicitation, all bidders, proposers, contractors, consultants, or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period. The City may reject the submittal of any bidder, proposer, contractor, and/or consultant who violates the policy set forth herein. Equal Opportunity Employment The successful vendor or vendors must comply with the City’s equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, disability or sexual orientation. Title VI It is the City’s policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities. DEFINITIONS: Solicitations ‐ Method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for City of Tukwila Qualifications, Request for Information, or any other method of obtaining competitive offers. Lobbying ‐ The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking, or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation. Blackout Period ‐ The period of time between when the solicitation is issued by the City and the time the City awards the contract. Proposal Modification and Clarifications The City reserves the right to request that any vendor clarify its proposal or supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed, and submitted in the same form and manner as the original proposal. Proposal Validity Period Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 365 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor. Proposal Signatures An authorized representative must sign proposals, with the vendor's address, telephone and email information provided. Unsigned proposals will not be considered. If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown. If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non‐responsive. Public Records The materials submitted in response to this RFP (including, but not limited to, written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings, or reproductions thereof), may be subject to disclosure under the Washington State Public Records Act, Chapter 42.56 RCW, or other applicable law. Copyrighted materials should be clearly marked with the copyright number. Nothing contained in this paragraph shall affect or modify the City’s obligation to disclose public records under Chapter 42.56 RCW or other applicable law. City of Tukwila Non‐Endorsement As a result of the selection of a vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. Non‐Collusion Certificate The proposal submitted for this RFP shall include the Non‐Collusion Certificate (Attachment “A”). Insurance Requirements The selected Vendor must comply with the Insurance Requirements (Attachment “B”). Other Compliance Requirements The Vendor awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. Ownership of Documents Any reports, studies, conclusions, and summaries prepared by the Vendor shall become the property of the City. Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. Cooperative Purchasing RCW 39.34 allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Tukwila and which are actively participating may purchase from City of Tukwila contracts. By submitting an offer, the Vendor agrees to make the same bid terms and price, exclusive of freight, available to other Washington governmental agencies that may enter into an Intergovernmental Cooperative Purchasing Agreement. Only those public agencies that have complied with the requirements outlined in RCW 39.34 would be eligible to use this contract. Further, the public agency would need to accept responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency in question. The City of Tukwila does not accept any responsibility for purchase orders or contracts issued by other public agencies. The City of Tukwila accepts no responsibility for the performance of any purchasing contract by the Vendor, and the City of Tukwila accepts no responsibility for payment of the purchase price for any public agency. Cooperative purchasing shall be extended by the Vendor to cover the City’s contract duration (for any subsequent purchase agreements/contracts resulting from this RFP) for 60 days’ post award (for one time purchases). City of Tukwila Responses should be limited to 20 pages and include: I.Cover Letter Signed by vendor representative authorized to bind the proposing firm contractually. II.Table of Contents III.Executive Summary A one‐page high‐level overview of the solution being proposed. IV.Provide a general description of the proposed solution (e.g. whitepaper, technical specification, and/or manual); including a functional overview of each module required to fully develop a Permitting / Plan Review / Inspection solution including work management functions. Provide a description of any other modules that you offer, which may be of interest to the City of Tukwila that are not already contained in this document. Response to Form #1 – RFP Form Vendor Name Vendor Address City, State, Zip Code Telephone Email Address V.Responses to Form #2 – Vendor Information Provide an answer to each requirement. If the requirement does not pertain to your proposal, enter “N/A” in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non‐responsive. Form #2 – Vendor Information Question Vendor Answer Company Name Legal status of business (partnership, corporation, etc.) Home Office Address Washington State Business Address Location of local office nearest to Tukwila, WA Website Address Contact person regarding proposal City of Tukwila Name of parent company, if applicable Is your firm in negotiations that could impact its current status (e.g. – is planning to be sold)? Does the person signing the proposal have the authority to sign on behalf of the vendor? Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract. Length of time in business. Length of time serving municipal/government agencies. Number of years providing Permitting / Plan Review / Inspection solution software. Total number of clients with the proposed solution currently installed or in use and how long they have been in ‘live’ production mode. Total number of clients with the proposed solution installed or in use serving a customer base greater than 20,000. Total number of other Washington City clients with the proposed solution installed or in use. How many are within a 100‐mile radius of Tukwila? Have you had a contract terminated for default during the past five (5) years? If so, please describe. Distribute your total number of employees into the following functional areas: Total number of employees Customer and software support Installation and training Product development Technical programming and customization Other professional services Customer Service/Tech Support Sales, marketing, and administrative support City of Tukwila VI.Responses to Form #3 – Client References VII.Responses to Appendix A – Functional Requirements for a Permitting / Plan Review / Inspection Solution Provide an answer to each requirement and provide accompanying documentation (as required). If the requirement does not pertain to your proposal, enter “N/A” in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non ‐responsive. You are encouraged to include comments and provide exhibits, as needed. VIII.Responses to Appendix B – Technical Specifications and Implementation Strategies 1. . Attachments Please provide the following as attachments to your proposal: “A” Non‐Collusion Certificate This certificate must be signed and notarized. “B” Insurance Requirements Provide evidence of insurance in the required amounts or a statement indicating your firm will obtain the required coverages and amounts if awarded the contract. “C” Pricing Provide a cost proposal for your solution 2.Exceptions Except as noted below, the undersigned hereby agrees to comply with all the terms and conditions put forth in the City’s Request for Qualification. Signed: Dated: Title: City of Tukwila Appendix A: Functional Requirements for Permitting / Plan Review / Inspection solution The matrices on the following pages identify the technical and functional needs that the proposed system should meet and provide the required format for vendor responses. Vendors must provide an answer for every requirement. If the requirement does not pertain to the proposal being submitted, “N/A” must be placed in the requirement. Leaving a requirement blank may deem the vendor nonresponsive. Use this key to determine which code to place in each of the requirement matrices. Figure 1.3 Solution Requirements Response Description Code 3 System currently and completely MEETS requirement with no custom code and no additional expense. For example, this code should be used when the requirement can be met by populating a table or modifying a screen so long as these tables or screen changes would not affect system update. 2 System can MEET requirement with minor code modifications with no impact on future releases. Modifications are placed in production by the implementation date with no additional cost for modification; the modification becomes part of the next system release. 1 System currently DOES NOT MEET requirement and will require modification(s). Testing and production of modifications will be in place prior to implementation date; however, the customer will assume a cost above the basic system cost for future updates. 0 System will not meet requirement. N/A The requirement does not apply to the proposal Comments Provide additional information about your responses, especially: If your description includes any features that are not part of the base system package, if the requirement requests descriptive information, or if your response includes use of third party software, ad‐hoc query tools, “creative” use of existing features, or custom modifications. Solution Requirements Code Comments F‐01 Cloud based interface using Software as a Service (Saas) model. F‐02 Ability to integrate with Internet of Things systems. F‐03 Azure Single Sign On capability F‐04 Supports Flexible and Real Time access for mobile workforce. F‐05 Enterprise integration achieved through built‐in configuration tools, APIs, standards based ODBC and/or batch file processing. F‐06 Web based solution with responsive design that includes a customer facing portal accessible to staff and public providing ability to apply for permits, submit electronic City of Tukwila plans, pay fees, schedule inspections, check status and other related functions F‐07 Database manipulation through scripting to support mass update, insert, delete as well as programming and data analysis.     F‐08 Robust security features, role based; record & field level.     F‐09 Can e‐mails be configured to go through City of Tukwila's email server?     F‐10 If system has the capability to send text messages, how are they captured?     F‐11 Can data be deleted from the system, i.e. can records over 6 years old be removed and not just “retired” or “archived”?      F‐12 When a report is generated, is it automatically saved?  Can reports be deleted after a specific period of time?     F‐13 Is hosted environment single tenant or multi‐tenant?  How do they ensure segregation of client data?     F‐14 Are any third party subcontractors used as part of the system?     F‐15 Does application require installation of 3rd party applications?     F‐16 Can data be extracted from the system in multiple formats? How is the backend accessed?     F‐17 Data can be purged from the system allowing for adherence to data retention policy and purge schedules. Please describe.     F‐18 Provide incident tracking system with multiple options for support ‐ in person, web, telephone, screen share, etc. Please describe. Include hours of operation and any after hour considerations.     F‐19 Ability to integrate with Financial System (Central Square Finance Enterprise) and transfer pay/time records between systems     F‐20 Ability to configure system to meet requirements of Permitting, Code enforcement and Inspections. F‐21 Does system require 3rd party reporting tool? Please describe reporting functionality F‐22 Describe integration methods for integrations with ESRI GIS, Bluebeam, Laserfiche, Civic Plus, and Finance Enterprise City of Tukwila Appendix B: Technical Specifications and Implementation Strategies The City will be evaluating the technical and hosting infrastructure to ensure it meets our technical, security, records, and legal requirements, as well as implementation strategy. Please include: Technical Specifications and Implementation Strategies Describe your implementation strategy. Do you follow the Agile methodology of Project Management? How do you report progress and status? Describe staffing plan to implement, train, support and administrate your proposed solution. Identify key roles and responsibilities. Include both vendor and City resources. Provide a technical architecture diagram(s) documenting the key components of the solution and their interrelationships. Include any on premise requirements. Describe your hosting environment and backup strategy. Include your approach to maintaining high availability geographic e.g. redundancy Provide documented Information Security Policy for ensuring the protection of hosted data. Provide a list of data storage/hosting locations. What is your service availability model? Provide Service Level Agreement (SLA) for service performance and availability? Identify any browser add‐ons, desktop components, peripherals, and/or mobile applications required for application or service function as demonstrated. Identify interface methods (i.e. API, SFTP, web services, and rest services) available for integration of services. What is the typical service upgrades/patches schedule and method for notifying customers? Provide service agreement language regarding ownership of data. What data exiting strategies do you offer when services are ended and is there an associated cost? Describe your security posture and accreditations (ex SOC2) Describe system functionalities that your product provides that the City of Tukwila has not listed, but should be a consideration.  City of Tukwila Attachment “A” - NON-COLLUSION CERTIFICATE STATE OF) s s. COUNTY OF) The undersigned, being duly sworn, deposes, and says that the person, firm, association, co ‐ partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Tukwila for consideration in the award of a contract on the improvement described as follows: RFP – Permitting / Plan Review / Inspection Solution (Name of Firm) CORPORATE SEAL: By: (Authorized Signature) Printed Name: Title: Date: Subscribed and sworn (or affirmed) to before me this day of 2024. NOTARY SEAL: Notary Public Name as commissioned Commission Expires City of Tukwila Attachment “B” – INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved by the City. A. Minimum Insurance 1. Commercial General Liability coverage with limits not less than $1,000,000 per occurrence / $2,000,000 annual aggregate. 2. Commercial Automobile Liability coverage with limits not less than $1,000,000 per accident for any auto. 3. Stop Gap/Employer’s Liability coverage with limits not less than $1,000,000 per accident/disease. 4. Workers’ Compensation coverage as required by the Industrial Insurance Laws of the State of Washington. 5. Consultant’s Errors and Omissions or Professional Liability with limits not less than $1,000,000 per claim and as annual aggregate. 6. Network Security & Privacy Liability coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate. B. Self‐Insured Retentions 1. Self‐insured retentions must be declared to and approved by the City. C. Other Provisions 1. Commercial General Liability policies shall be endorsed to: a. Include the City, its officials, employees, and volunteers as additional insureds, b. Provide that such insurance shall be primary as respects any insurance or self‐insurance maintained by the City, 2. Contractor or its Insurance Agent/Broker shall notify the City of any cancellation or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers’ notification to that effect. 3. Contractor’s maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity. 4. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days’ notice to the Contractor to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. D. Acceptability of Insurers Insurance shall be placed with insurers with a rating acceptable to the City. E. Verification of Coverage Contractor shall furnish the City with certificates of insurance required by this clause. The certificates are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time. F. Subcontractors Contractor shall require subcontractors to provide coverage which complies with the requirements stated herein.