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Basic Information

Reference Number

0000246094

Issuing Organization

Town of Monument

Owner Organization

Town of Monument

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

4-2020

Title

Request for Proposal - Planning Permit Software

Source ID

PU.AG.USA.623255.C11041876

Details

Location

United States, Colorado, El Paso County

Piggyback Contract

Description

Request for Proposals
Town of Monument Permit Software project 2020
Notice Inviting Submittals for Proposals

The Town of Monument is seeking proposals from qualified Permit Software vendors to provide the Town of Monument with options for software that will produce and track zoning/building permits.

The provider shall have previous Permit Software experience in the State of Colorado.
The provider shall have no conflict of interest with regard to any work performed by the firm for the Town of Monument.

The Town of Monument places importance on developing and maintaining transparency and customer service to all permitting applicants and Town staff. In support of that focus, the Town seeks a partner to:

Review and analyze existing permitting submission and payment process. Make recommendations for updates and/or changes to existing policies, practices, and other information.
Provide implementation plan, process outline, and materials/guidance documents for the Permit Software’s use and training with key stakeholder groups. (Prepare and present an analysis outlining the fiscal impact of recommendations).
Develop internal and external customer communications plan to explain the process and implementation of Permit Software.
Include Planning Department Director and other key staff in implementing the software and strategies for future growth and updates to the software program in the future.
Serve as a resource for The Town of Monument during the project installation and available for any questions or training now and in the future.

Sealed submittals of qualifications must be received no later than October 5th, 2020. Qualifications should be hand delivered or mailed by traceable means to the Town of Monument, Attn: Theresa Rust/Planning Department, 645 Beacon Lite Road, Monument, CO 80132. All submittals of qualifications must be clearly marked “RFP 2020-Permit Software.” To be considered responsive, proposals must respond to and address all of the issues reflected in the attached requirements document/questionnaire and the qualification price summary attachment. Qualifications will be opened in the Office of Planning Department at the Monument Town Hall.
The qualification evaluation process and RFP award will be completed within 30 days of receipt of qualifications, and the prospective provider of this service will be identified. Pricing data reflected in qualifications must be good through at least January 30th, 2020.

The Town reserves the right to accept or reject any or all qualifications received as a result of this request for qualifications; to negotiate with all qualified offerors; to waive informalities, technical defects, and minor irregularities in bids received not involving price; and to cancel, in whole or in part, this request for qualifications if it is in the Town’s best interest to do so.
This solicitation does not commit the Town to award a contract or to pay for any costs incurred in the preparation of qualifications or to procure or contract for any goods or services.
Proposals must be signed by an official of the offeror’s company who is authorized to commit to and enter into a formal contract for goods and services.
The Town does not discriminate on the basis of race, color, national origin, sex, religion, age, military/veteran status, or disability in employment or in the procurement of goods and services.

By order of the Town of Monument
September 25, 2020

INSTRUCTIONS TO BIDDERS

SPECIAL INSTRUCTIONS TO OFFERORS:
1. Purpose of RFP

The purpose of this RFP is to solicit proposals from qualified companies to provide the Town with a Permitting Software including online submittals, document storage and payments.
General Information
The Town of Monument serves an area of approximately five and an half square miles and has a population of about 7,500. The Town is a Statutory Town and as such follows all restrictions of being a Statutory Town. The Town has an elected Mayor and a six member Town Board of Trustees. The Board appoints the Town Manager.

The Town provides services in the following areas: public safety, public works, planning department, municipal court, general government, and water. The total annual General Fund budget for the Town is approximately $ 7 million and we employ between 50-60 people annually.

ADMINISTRATIVE AND CONTRACTUAL INFORMATION
1. Inquiries

All inquiries for information regarding procurement procedures, selection criteria, proposal submission requirements, technical operating environment, or other fiscal/administrative concerns shall be directed to Larry Manning, Town Planning Director, E-mail: lmanning@tomgov.org .

1. RFP Specifications

This RFP is intended to describe the Town’s requirements and provide a response format in sufficient detail to secure comparable proposals.

1. Implied Requirements

All products and services not specifically mentioned in this RFP, but which are necessary to provide the functional capabilities described by the offeror, must be included in the proposal.

1. Offeror-Supplied Materials

Any materials submitted by an offeror shall become property of the Town unless otherwise requested by the offeror at the time of submission. Any material considered confidential in nature must be so marked.

1. Offeror’s Proposals

Offerors must submit a sealed response to this RFP in writing. The proposal must follow the format provided in Section 6 of this document. Any proposals that do not follow the format outlined in this RFP will be deemed non-responsive. Each proposal must be submitted with one (1) original paper copy, five (5) paper copies, and one (1) electronic copy (PDF file on USB).

1. Economy of Preparation

Proposals should be prepared simply and economically. Emphasis should be placed on clarity and content. All of the questions in the requirements sections of this RFP must be completed in their entirety. Any proposal that fails to respond to all the questions will be deemed non-responsive.

1. Term of the Contract

The initial term of this contract shall be for one (1) year. The contract may be renewed for up to three (3) additional one-year periods upon approval by the Town Board of Trustees. Firms must provide pricing for all three (3) contract years.

1. Response Date

Sealed proposals must be received at Town Hall on or before the date and time specified in this RFP. Proposals received after this deadline will not be considered.

RFP EVALUATION AND SELECTION PROCESS

1. Review of Proposals

The review of submitted proposals will occur as soon as practical following the due date. The review process will involve evaluating all proposals for completeness, conformity, clarity, and compliance with the RFP requirements. Proposals which do not meet the minimum requirements outlined in this RFP will be considered non-responsive and excluded from further consideration. Proposals will be evaluated by a minimum of a four (4) member review panel (the “Review Panel”). The Review Panel will be made up of the Town Manager, Planning Director, Planning Staff, Town Attorney, and Human Resources Manager.

1. Interviews

Following an initial review, the Review Panel will select the top two offerors. The top two offerors will be scheduled to participate in an interview process with the Review Panel. Interviews may be scheduled in-person or by video teleconference. The presentations will take place on or around the week of October 12-16, 2020.

1. Selection Process

After the interviews have been completed, the Review Panel will determine the offeror which is most qualified to provide Permitting Software including online submittals, document storage and payment services to the Town utilizing the selection criteria outlined herein. The Review Panel’s recommendation will be reviewed by the Town Board of Trustees, which shall make the final selection and approve the awarding of a contract with the successful offeror.

1. Notice of Award of Contract

The successful offeror will be notified of selection by a written notice of award. The successful offeror will be required to accept the terms and conditions of the Town’s standard contract for these services. If the offeror uses an industry standard form of contract, the offeror may submit a copy of this contract as part of its proposal; however, the Town reserves the right to accept, modify or reject, in whole or in part, such standard contract. The content of this RFP and the successful offeror’s proposal will become a part of the final contract documents. A contract must be executed by the Town and the successful offeror within fifteen (15) days of the Town Board of Trustees having voted to award the contract, unless extended by mutual agreement of both parties. The successful offeror shall not undertake any services, and the Town will not be responsible for payment for any services whatsoever undertaken by successful offeror, prior to the execution of a contract and issuance of a notice to proceed.

RFP REQUIREMENTS AND GENERAL INFORMATION
1. General Information

The Town seeks not just a service provider, but a trusted advisor and partner. The selected firm will work with the Town’s Planning Department Director and Planning Staff on the Permit Software. In addition, representatives of the firm will work directly with leaders across Town departments to answer questions and provide guidance on questions about the Towns permitting needs. The successful provider must be able to deliver, at a minimum, the following services:

- - Location of the office(s) from which the work is to be done and number of professional staff employed at that office.
  - Detail the scope of services your company would offer and how your firm would accomplish the work described.
  - Provide a brief overview of your firm and how it differs from your competitors.
  - Provide the name and contact information of the primary contact, as well as other key consulting staff who will be assigned to our account. Describe their relevant work experience, credentials, and the role they will play on our account.
  - Outline your ability to provide expertise and experience in developing and implementing Permit Software, especially for local government entities.
  - Description of the approach and plan for performing services outlined in the Scope of Work (see above), including:
    - Statement of Methods and Procedures – a detailed description of the plan for accomplishing the work including approach, methodology and procedures used to gather the current permitting process, data and documents storage and develop recommendations.
    - Content of Work Product – describe how the work product will be presented upon completion. Include information that the Town will be expected to provide to enable the work to commence.
    - Work Schedule – provide a timeline indicating the status/completion dates and indicate key tasks/milestones for implementation of the proposed plan.
  - Provide at least three references of equivalent clients (similar employee size, industry (government), and complexity). Include the contact name, address, phone number, email, and the number of years you have provided Permitting Software services to this client.
  - Fee Schedule – provide a detailed fee schedule outlining the services as presented in your proposal. If proposal includes any expenses to be billed separately from professional fees, provide a detailed estimate of such expenses.
  - A sample contract requested to be used, if selected, by the Town. Monument reserves the right to require its own contract or contract terms including, without limitation, terms generally used by Monument or required by Colorado or Federal law, or otherwise protective of Monument or that which is deemed helpful. All responses must address how your firm will provide the services and support outlined in the work mentioned above.

ANTICIPATED SCHEDULE

The Town reserves the right to amend dates. Changes in the timeline will be posted to bid.net to keep all firms informed.

September 25th, 2020 RFP Issued
October 5th , 2020 RFP – related questions due
October 7th, 2020 RFP – related questions answered
October 9th, 2020 RFP closed
October 19-23, 2020 RFP Award

RFP SUBMITTAL

Responses to the RFP should address how your firm would provide the services outlined. Responders are encouraged to be creative in their proposed approach and solution. Responses to the RFP must not be more than 32 pages in length. Responses should address the questions outlined above and must include the following.

Qualifications detail consisting of:
- Cover letter including statement of understanding of the services being requested and the special skills, collaborative approach, and innovative thinking that your firm would provide.

- Capabilities: An overview of the capabilities your firm would offer in delivering the requested services and scope.

- Organizational overview: A description of the applicant’s organization, years in existence, structure, composition, and qualifications.

- Proposed project team members: Clearly indicate the applicant’s designated team leader for the relationship, as well as the specific individuals who will be assigned to the work, their primary role(s), years with your firm, and their respective expertise in such work, as well as any professional affiliations or credentials.

- Specific project experience: Description of familiarity with and years of service to municipal, public entity, and local government clients, particularly those of similar size and scope.

- List of references: Provide a minimum of three (3) references with which the applicant has provided similar services within the last three (3) years: at least two references must be municipal or state government entities of similar size and scope of operations. Include the name, email, and telephone number of the contact person and a description of the role and services provided to the contact.

- Licensing and Insurance: Provide detail of licensing and current insurance carried to protect your company and your clients.

COST PROPOSAL

The Proposer should quote a fixed initial fee and any annual fees such as for software licensing, for the scope of services outlined in this RFP. Such fee(s) should assume that the Proposer would not be entitled to any commissions for any coverage procured on behalf of the Town of Monument. Proposer will indicate any exceptions to this requirement, such as: commissions, fees, enhanced or supplemental commissions, excess surplus lines and reinsurance commissions, profit sharing, volume overrides, work transfer payments, service income, and compensation of any other type.
Proposer is requested to explain in detail how they arrived at the fees presented. (i.e. # of staff dedicated to the Town of Monument relationship as well as any licensing and fixed operating costs that would attribute to the relationship such as Information Technology, etc.)
Firm will list any additional fees or costs for the services identified in the RFP that are not included in the flat fee presented.
The Town of Monument does not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veteran stats, or disability.
The successful firm must comply with all provisions of federal and state law.
Questions may be submitted by email trust@tomgov.org and planning@tomgov.org and by the deadline identified above. Any revisions, addendums and answers to questions that are received by the due date for questions will be posted to bid.net .

PROPOSAL EVALUATION

Town staff will evaluate all complete proposals from qualified providers. Providers will be scored up to a maximum of 100 points based on the following criteria:

Experience and Qualifications of firm and key personnel (20 pts)
Ability to provide services as outlined in the RFP (25 pts)
Budget and value as related to proposed and additional costs (25 pts)
References (10 pts)
Level of experience with clients of similar size, structure and complexity (10 pts)
Quality, clarity and completeness of submittal package (10 pts)

TERMS AND CONDITIONS

It will be necessary for responding parties to comply fully with the following terms and conditions outlined in this document if they are to be considered. A letter attesting that the respondent has read, understands, and followed all procedures is a part of this RFP must be included as part of the final submittal.
It is extremely important that all respondents are given clear and consistent information. Therefore, all respondents are required to submit any questions related to this project or RFP process via email. Responses to all submitted questions will be posted on bid.net . Questions concerning this RFP must be received via email per the schedule outlined on page 5. Inquiries received after this date will not be considered or answered.
Respondents should not communicate with any Town department or employee during the submission process except as described above. In addition, no communications should be initiated by a respondent to any Town Official or persons involved in evaluating or considering the statement of qualifications or proposals. Communication with any parties for any purpose other than those expressly described herein may cause an individual firm, or team to be disqualified from participating.
Proposals, plans, specifications, and other documents prepared and submitted under this RFP shall become the property of the Town.
Any and all records submitted to the Town, whether electronic, paper or otherwise recorded are subject to the Colorado Open Records Act (CORA). The determination of how those records must be handled is solely within the purview of the Town.
Costs for preparing your proposal in response to this request are solely the responsibility of the respondent. The Town of Monument assumes no responsibility and liability for costs incurred by parties responding to this RFP or responding to any further requests for interviews, additional data, etc., prior to the issuance of the contract. The Town of Monument reserves the right to accept or reject any or all Statement(s) of Qualifications or proposals, with or without cause, and to waive immaterial defects and minor irregularities in responses. All decisions related to this solicitation by the Town will be final. The Town reserves the right to request clarification of information submitted and to request additional information of one or more respondents. All materials submitted in response to the RFP will become the property of the Town upon delivery. This solicitation in no way obligates the Town of Monument to award a contract.
The selection of a provider shall be made without regard to race, age, color, religion, sex, sexual orientation, gender identity, marital status, veteran status, or disability.
The parties agree that Provider is an independent contractor. To that end, the Provider shall determine the method, details, and means of performing the work, but will comply with all legal requirements in doing so. Neither the Town of Monument nor its departments shall provide Provider with specific instructions or training in how to provide the required services, except to the extent required by law or regulation. Provider shall provide its own tools, materials or equipment. In providing services under this Agreement, Provider shall perform in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances at the same time and in the same or similar locality. The parties agree that neither Provider nor its officers or employees are employees of the Town of Monument or any of its departments, agencies, or related entities. The parties also agree that neither Provider nor its officers or employees is entitled to any employee benefits from the Town of Monument.

It is the intent of the Town to select the proposal that it deems to be in the best interests of the Town. To that end, the Town reserves the following rights:
1. To accept any proposal in whole or in part;
2. To accept multiple proposals if doing so is in the best interests of the Town;
3. To reject any or all proposals in whole or in part;
4. To waive any informalities, omissions, or irregularities in any proposal;
5. To terminate and reissue this RFP for any reason;
6. To remedy any error in the RFP process without reissuing it; and/or
7. To change or negotiate any specifications in the Town's sole discretion.

Dates

Publication

09/25/2020 11:59 AM MDT

Question Acceptance Deadline

10/05/2020 12:00 AM MDT

Questions are submitted online

Yes

Closing Date

10/09/2020 02:00 PM MDT

Contact Information

Robert Bishop

7198848014

rbishop@tomgov.org

Buyer Preferences, Guidelines & Requirements

Award Requirements

- All or None Award

Bid Submission Process

Bid Submission Type

Physical Bid Submission