After completing a broad internal needs assessment pertaining to land use workflows within County government, Rockland County has identified a need for developing a centralized records management system for all County government land based planning activities. The purpose of this request for proposal (RFP) is to enter into a contract with a qualified firm to provide service. It is anticipated that this RFP may result in a contract award to a single contractor. This RFP is designed to provide interested vendors with sufficient basic information to submit proposals, meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Bidders are at liberty and are encouraged to expand upon the specifications to show service capability under any agreement.
This software solution will serve as a tool to help all departments involved in the land use planning and approval process to communicate and share information. Such system is envisioned to replace the current isolated use of Access, Excel and/or paper solutions. As displayed on ATTACHMENT 1, the desired centralized system, presently referred to as the conceptual Rockland Land Information System (RoLIS), would initially serve the listed core departments, with the intended workflows listed to also be developed as part of this RFP. The County is open to an existing off- the-shelf product, which can be customized. If the Offeror suggests a fully customizable software solution, then the County will retain the rights of ownership to the product and underlying code and all Data is the County of Rockland. Response shall include a copy of License / Cloud Agreements for evaluation and review.
In the future, additional departments would be able to access portions of the system and may also require workflow development. The software shall have the capability of providing a future web presence and functionality to benefit those external sources (i.e., municipalities, contractors, public, etc.) who are interested and/or participate in the land records process. In addition, future connectivity between the RoLIS and the County Clerk’s online database http://rocklandgov.com/departments/clerks-office/land-records/ , for access to deeds, filed maps, etc., may be considered, since the Clerk’s site contains all filed documents pertaining to the parcels.
The County is seeking a robust, software solution and assistance in implementing the solution to meet our goals and requirements. In general, the primary objective of the project is to automate the processing of parcel land use development related information, record tracking and sharing of the information. This encompasses the regulation of land development activities such as site plan review, permit issuance, inspections and complaints. Successfully implementing a software solution to inventory and centralize land based workflows, while meeting the needs of County agencies and incorporating the County’s GIS data and/or products.
Upon successful implementation, the software solution shall help staff manage the day-to-day operations pertaining to land management decisions, resulting in increased communication between departments and access to information. More specifically, the solution should aid in the tracking of land activity, such as planning reviews (i.e., subdivisions, site plans, variances, address assignments, etc.), permitting (i.e., road widening, sewer, etc.), inspections (i.e., health, highway, sewer, etc.) and registering/reconciling complaints.
The vendor should provide a complete solution including software, project planning, implementation services, conversion assistance (if needed), user training and support. The solution should provide a workflow-automation solution that enables inter-departmental communication and collaboration. The proposed system will operate on the current hardware and network platform, which are outlined in a later section of this document, unless the current infrastructure requires upgrades, which is to be determined by the vendor. In addition, this RFP also covers product warranty, long-term maintenance and support, the ability to purchase enhancements and any new interfaces for the system.
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