Integrated Permit and Property Management System
The City of Montpelier (the City), is seeking software to manage permits and property files that are integrated with GIS applications, available to the public on the internet, and tracks complaints, notes, violations, and other pertinent information related to all the permits the city issues.
Questions resulting from RFP:
- Is there a limit to the number of pages for the proposals? No
- Do you have a budget in mind? Not yet,
- Will there be a question and answer session? No but any questions can be emailed to the Planning Department (abrown@montpelier-vt.org or ghallsmith@montpelier-vt.org) and the question and answer will be posted here.
- How many users will be on the system? Between 5 and 10.
- What existing systems will require data conversion? One Access database.
- What GIS system is the City using? ArcMap
- Does the City want integration with the finance system? No, not at this time. The system is Budget Sense.
- Does the City desire to track planning cases, such as Rezonings, special use permits, variances, preliminary and final plats, planned developments, etc? Yes
- Does the City desire to track engineering projects, such as Bridge reconstruction, street resurfacing, etc? We would like to begin doing work orders for all of the DPW repairs and maintenance.
- Are you currently using AssessPro? Yes for Assessor's work.
- What is in your Access database? It is built using the Grand list from the Assessor's office and all building and zoning permits are tracked by address including all projects requiring Development Review .
- Are you intending to use tablets or notebooks in the field? The building inspector would like to be able to enter inspection information directing into the system from the field at some point in the future.
- Is there capacity on the server to handle a Windows based program or are we looking to put the program and all databases in the cloud? Our IT department would rather not have the system on the server.
- What is 'grand list' as stated in the first point of section 2? It is the list of all properties in Montpelier, used for tax purposes.
- Does the City use SQL server and if so are any CALs available? See #13, N/A
- Are you managing licensing other than contractors, i.e., alcoholic beverages, parades, special events, etc? Not at this time.
- Have you seen any demonstrations by other firms? Yes, one, Progeos gave us a demo in March.
- How did we find all of the companies for the RFP? Google search
- Time frame for implementation? Vendors should propose a timeline as part of their proposal. It will vary depending on the particular approach.
- Can we set up a webcast demo? We will reserve viewing web demos for our top choices.
- Please list the departments that will need to provide applications for citizens online. Zoning Permits, Building Permits, possibly access permits from Public Works
- According to the requirements wide workflow functions are expected. Could You please define the main steps of the Permit management, Inspections, project completion You want to be in scope of the system?
- Are You already using any GIS products?. Are You aimed to a specific GIS product in future (e.g. ESRI ArcGIS)? ArcMap 10
- Which method shall be used to export and import data to/from the state data base, flat files, data files, database connection or web-services? Will it be complete export or export of incremental data? What are the amounts of data to be exported (the approximate number of records per export, and the approximate number of exported tables)?
- How many different types of reports are You going to have? Do You need ad-hoc reporting capabilities? Primarily periodic numbers and types of permits requested. Periodic outstanding violations, compliance etc.
- What do You mean under the term “follow-up inspections”? Which information is added to the system as a result of such inspections?
- What do You call as “land records filing” the form of which is created if fee is overdue by 6 months or more, it’s just a form, sent to the owner or a part of database?
- How do the dog bite reports shall be monitored?
REQUEST FOR PROPOSAL (RFP)
Integrated Permit and Property Management System
Issued by the City of Montpelier, Vermont
Department of Planning and Community Development
Responses Due: November 4, 2011, 3:00 PM
The City of Montpelier (the City), is seeking software to manage permits and property files that are integrated with GIS applications, available to the public on the internet, and tracks complaints, notes, violations, and other pertinent information related to all the permits the city issues.
Please submit 3 hard copies and 1 digital version of your complete proposal, including the cost proposal, to:
Gwendolyn Hallsmith
Director of Planning and Community Development
City of Montpelier
39 Main Street
Montpelier, VT 05602-2950
802-223-9506 phone
802-223-9524 fax
ghallsmith@montpelier-vt.org
1.0 Background and Project Purpose:
The city has five separate departments that manage property and permit information for the public, and among the various management systems, there is currently some overlapping functions and workload. We are trying to streamline the process, to make it easier for the public. We would like software that allows all the departments and the public to see the pertinent information, and that centralizes an intake process, so people only need to provide basic information once.
2.0 Scope of Services:
The software should provide the following:
• A property management database that is compatible with zoning permits, building permits, property assessment and grand list, infrastructure management, GIS, fee calculation and payment, and 9-1-1 data.
• The ability by the Assessor’s office to review the building inspector’s notes from inspections to determine status of building permits.
• Transfer data from Building Permit program to AssessPro program.
• Calculate permit fees for multiple permits and impact scenarios.
• Permit application forms that can be completed, submitted and paid for on line.
• Web access to property information, permits, and other related information.
• Map based search engine linked to regulatory requirements.
• Process tracking for issuance of current planning permits including description, application type, dates, etc.
• Tracking permit application and issuance.
• Schedule of applications for consideration by the various commissions and committees;
• Land (parcel), building, and occupancy tracking.
• Zoning and Building Code enforcement and complaint tracking.
• Export and import data to/from the state data base.
• Generate reports with code violations for fire/safety/health inspections
• Follow-up inspection lists for follow-up inspections.
• Generate reports with building construction inspections.
• Generate reports remotely from the site that automatically are e-mailed out.
• Automatic billing for re-inspection fees and other fees that may be created.
• Status of fee payment with automatic rebilling.
• If fee is overdue by 6 months or more, generate a form for land records filing.
• Public lookup at outstanding violations for properties.
• Public look up of past inspections at properties.
• No public look up of complainant’s names.
• Health officer dog bite reports and tracking … no public access. (HIPPA)
• Contact information for responsible parties and owners.
• Separate contractor data base with contact info.
• Public and company submission of contact info, we would review before putting in data base.
• Health officer complaints, inspections and tracking, such as:
1) EMP (lead) inspections,
2) no heat complaints, and
3) trash complaints.
• Permit fee tracking for project completion (we collect based on final costs the owner certifies the cost and pays any difference owed).
• We collect water, sewer, and sometimes park impact fees before issuing building permits, a way to track that they have been paid with a field that automatically calculates the amounts owed.
• 24/7 end user support – General Public to City Staff.
• “Web or Cloud-based enterprise application” or “On Demand Software” or software as a service (SaaS) requires intuitive software.
• Prefer systems which require no new hardware or additional in house support.
• Utilizes an open architecture and a centralized database, allowing information to be shared across departments.
3.0 Proposal format:
In order to be considered, an original,three (3) copies and one digital version are required from the proposing entity. Proposals must be received at the above address no later than November 4, 2011, and should include the following:
1. A description of the proposed approach to be used to accomplish the design objectives and to produce the work product outlined in Section 2 of this RFP;
2. A timeline for the engagement, including the appropriate starting and ending dates of specific activities.
3. A description of the experience and qualifications of all personnel that will contribute to the project. (Please provide a work sample).
4. The names of three references drawn from past clients or associates, including a description of relationship to reference, address, e-mail, and telephone number for each.
5. A cost proposal. The proposal should break out the costs of software, personnel, and customer support, as well as any other relevant project costs that exceed 5% of the total.
The City will not be responsible for expenses incurred in preparing this proposal (RFP) and such costs should not be included.
4.0 Evaluation of Proposals
The staff at the City of Montpelier will evaluate the proposals with regard to the proposed services, and the experience and qualifications of the proposer. Specifically, proposals will be evaluated based on the following criteria:
1) Level of integration achieved with the proposed solution. (30%)
2) Cost of the product and related services. (30%)
3) Positive experience with other municipalities. (30%)
4) Level of additional hardware, software, and in-house support. (10%)
5.0 Selection Process
City staff will independently evaluate each proposal. The highest evaluated proposer(s) may be invited to discuss their proposal(s) and qualifications with staff prior to awarding the contract. The City of Montpelier will make the final consultant selection and reserves the right to reject any and all proposals and to negotiate with more than one firm at the same time.
8.0 Supervision/Project team:
The project will be administered by the City of Montpelier, Montpelier, VT; supervision will be provided by the City.
9.0 Interview:
The City of Montpelier may require a personal interview in Montpelier or by telephone as part of the proposal review process.
