HomeMy WebLinkAboutItem 4.10 RFPAutomatedPermittingSys (2)
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CITY CLERK
File # D~~[Q]-[5J[Q]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 3,1998
SUBJECT:
Request for Proposal for an Automated Permitting System ~
(Report Prepared by Ken Petersen. Building Official Director) / r
EXHIBITS ATTACHED:
1. Draft Request for Proposal
RECOMMENDATION'-. [\/1. Review proposed scope of Request for Proposal and provide
~}}.['r . any additional input.
2. Authorize an exception to the required bid procedures and direct
the staff to solicit responses to the Request for ProposaL
FINANCIAL STATEMENT:
The 1997-98 Capital Improvement Program budgeted $40.100 for a
new Automated Permitting System.
DESCRIPTION:
During the last several months. a Committee with staff representatives from Community Development.
Public Works. Administrative Services. and Finance have met with the pw:pose of establishing guidelines
for a Request for Proposal for an Automated Permitting System. Staffwas able to review and incorporate
a study that was performed by Bay Area Smart Permits. which surveyed approximately 20 cities on their
needs for a permitting system.
BACKGROUND:
In Fiscal Year 1996-97. the City Council identified as a high priority. an Automated Permitting System.
An apptopriation of$40.100 has been included in the Fiscal Year 1997-98 Capital Improvement Program
to obtain the automated system. The established budget is intended to accommodate both hardware and
software components required to implement the new system,
The current permit issuance process is done manually. Records consist of information collected when the
City incorporated plus permits issued over the last 16 years. As the City grows it becomes more
important to have a comprehensive record of permits issued. It would also be beneficial to coordinate
from a single data base permits issued by various Departments.
COPIES TO:
4.10
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ITEM NO.
lbis effort is expected to improve the City's ability to deliver Hone stop" permit assistance to the .l
development community. The Automated Permitting System will result in long-term savings of staff time
in the area of City, State and Federal Report generation. The system will serve to organize and facilitate
the permitting processes of all City departments. In brief, the envisioned permit and parcel tracking
process may be divided into 4 sections:
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1. Building inspection and building permits (building, plumbing, demolition, etc,)
2. Other permits (encroachment, site approvals, use permits, zoning, planned development,
map reviews, special events, etc.)
3. Parcel database (to tie all permits, approvals, and maps to the affected parcels)
4. Code Enforcement
It is important to note that at the present time the project does not include funding to convert historical
records on the new system. At this time, it is expected that old records will be input on a Htime a available
basis". It is too early to determine the length of time required or the cost to input all historical permits
onto the system.
Process Used:
As discussed in the RFP, Staff is anticipating evaluating the proposals and reviewing project computer
demonstrations in May/June, Staffwill present a proposed contract with the recommended vendor for
approval by City Council at a future meeting, In accordance with the adopted purchasing ordinance, the
City Council may grant an exception to the bid procedure, An exception is allowed when the purchase is
of a technical nature, such as the permitting software. Staff is requesting that the City Council authorize
and exception for this project. The functions of the software, support by the vendor, as well as the cost
will be evaluated in selecting the recommended system.
RECOMMENDATION:
Staff recommends that the City Council authorize staff to distribute the RFP in accordance with the
purchasing exception allowed in Section 2.36.050 of the Dublin'Municipal Code.
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REQUEST FOR PROPOSAL
AUTOMATED PERMITTING SYSTEM
General Description
The City of Dublin invites your company to submit a written proposal for providing an automated
permitting system designed for use by cities. Your proposal should clearly demonstrate how the related
software that you are proposing can best satisfy the requirements of the City. A complete description of
the scope of this project. and the requirements for preparing your proposal is described later in this
document.
This written request for proposal (RFP) consists of the following:
City Background Information - Attachment A
Proposal Selection Criteria - Attachment B
Proposal Forms - Attachment C
Requested Product Feature List - Attachment D
II. Contact Person
Questions regarding this RFP may be directed to either Ken Petersen, Building Official or Cece Farias,
Building Administrative Secretary at (510) 833-6620
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1.
General Information For Responding to the RFP
Five Copies of the Responses are to be received by Tuesday, April 28, 1998 at 2:00 p.m. NO
FAXED INFORMATION CAN BE CONSIDERED.,
PROPOSALS SHOULD CLEARLY MARKED "PROPOSAL FOR AUTOMATED
PERMITTING SYSTEM" AND SHOULD BE DELIVERED TO:
City of Dublin
Attention: Cece Farias, Admin Secretary
100 Civic Plaza - Building Department - First Floor
Dublin, California 94568
Proposals received after that date and time will be considered late and will not be accepted.
Evaluation of the proposals will be done in accordance with selection criteria established in the
"Proposal Selection Criteria" section. The City of Dublin reserves the right to accept or reject any
and all proposals.
3. Prices quoted in these proposals shall remain fixed and binding through at least November 30,
1998. The City will not pay costs incurred in the proposal preparation, printing, demonstration or
negotiation process. All costs shall be borne by the vendor.
4.
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All responses to the RFP submitted by vendor shall be deemed public documents at the time they
are opened by the City. The RFP is intended to be worded in such a manner so as to not elicit
proprietary information as to computer software. If proprietary information is submitted as part of
the proposal, such information is to be labeled as proprietary. Any proposal which is submitted
with a blanket statement or limitation which would prohibit or limit such public inspection may be
rejected.
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5. It is anticipated that the successful vendor will be recommended for approval by City Council. A
consultant agreement will be developed between the vendor and the City after which acquisition and .
installation will occur.
IV. Pre-Proposal Conference
A Pre-Proposal Conferen~e will be held in the Regional Conference Room at City Hall, 100 Civic Plaza,
Dublin, California on March 24, 1998 at 10:00 a.m. lbis conference is anticipated to last no longer than
two hours. Attendance is not mandatory but is strongly encouraged. Staff encourages vendors to submit
any questions they have at least three working days in advance so they can be addressed as part of the
presentation. Please call Cece Farias at (510) 833-6620 at least three working days in advance to
indicate how many members of your firm will be attending this conference. It is not the intention of
the City to issue minutes or notes of the Pre-Proposal Conference.
v. Minimum Content Of Responses
All participating vendors are required to submit Attachment C - Proposal Forms and Attachment D -
Requested Product Feature List as part of their proposal. All responses must be on this form or its copy,
and additional pages may be attached as needed. Unnecessarily lengthy proposals are discouraged. Failure
to complete any portion of these specific Attachments may result in rejection of a proposal.
VI. Tentative Schedule For Selection Process
Event
Issuance of RFP Authorized By City Council
Pre-Proposal Conference
Submittal Deadline
Screening of Submittals
Product Demonstrations
Recommendation To City Council With Agreement
Complete Installation and Training .
Deadline
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3/4/98
3/24/98
4/28/98
4/29/98 - 5/15/98
May / June
To Be Determined
Not Later Than 1/4/99
VII. Product Demonstration
Product Demonstrations will be held at City Hall. Each product demonstration will be scheduled to last no
more than four hours. The product demonstration will be used to accomplish the following a.) to provide an
in depth review of the various components of the proposal, including the vendor's response to Attachment D
- Requested Product Feature List; b.) to allow the opportunity for each proposer to amplify the points made
in their proposals and to clarify the City's and vendor's expectations; c,) to allow employees from other
departments to see an overall picture of the features available in the vendor's automated permitting system.
It is anticipated that requests for on site product demonstrations will be limited to selected vendors, as
determined by the evaluation of responses to the Request for Proposal. Note that the schedule and its .
components may be subject to change.
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ATTACHMENT A - CITY BACKGROUND INFORMATION
The City of Dublin is a General Law city, incorporated in 1982. The City operates under the Council -
Manager form of government.
A. Organization Structure
The basic structure for City operations is commonly referred to as a "contract city." Many of the typical
municipal services are provided through a contract with public or private entities. For example, Police
Services are provided by the Alameda County Sheriff, Street, Park and Building Maintenance Services
are provided by private contractors. A separate governmental entity handles the billing for utilities. For
Fiscal Year 1997-98 the City had a total of 40 Full Time positions which provide services as City
employees, An additional 82 positions were employees of the City's Contractors and were assigned to
work solely within the City of Dublin operations.
B. Project Description
The City of Dublin intends to purchase and implement an Automated Permit System, which will serve to
organize and facilitate the permitting processes of all City departments. In brief, the envisioned permit
and-parcel tracking process may be divided into four sections:
1. Building inspection and building permits (building, plumbing, demolition, etc.)
2. Other permits (encroachment, site approvals, use permits, zoning, planned development, map
reviews, special events, etc.)
3. Parcel database (to tie all permits, approvals, and maps to the affected parcels)
4. Code Enforcement
5. Geographic information system (GIS) interface
The permitting of all work within the public right-of-way is the responsibility of the Public Works
Department. Prior to issuance of a permit to construct a public right-of-way, several conditions must be
satisfied, including the payment of various fees. Often, approvals from other departments are required
prior to issuance of a permit. The review and permitting of a variety of development related applications
is the responsibility of the Community Development Department. Prior to issuance of permits, conditions
of approval must be satisfied and approvals must be obtained from various departments, commissions,
and ultimately the City Council. Various fees are associated with the processing and issuance of
development permits.
The Community Development and Public Works Departments share in the responsibilities for review and
approval of parcel maps, certificates of compliance, etc. The responsibility for processing tract maps is
also shared between the two departments, with City Council granting the final approval. Various fees are
associated with these map reviews.
The City currently operates a manual system for building permit issuance. The City intends to create a
systematic database for parcel and permit information. Parcel information is maintained primarily in
paper form. A small portion of this information has been digitized (Auto Cad 13 release C4). City Staff is
planning on upgrading to version 14 with Map.
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The City is currently responsible for managing information on about 8,299 parcels. Currently, separate
databases for parcel information are kept in each department. Most records may be linked by the assessor
parcel number (APN).
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In summary, the following guidelines may be used in sizing an appropriate hardware and software
solution for the City:
Item
Present Within 10
years
7,477 13,085
790 1,865
3 10
10 20
5 5
Number of parcels
Average number of permits issued per year (all types)
Maximum number of simultaneous users on all modules
Total number of users who may require access to any module
Minimum number of years of data retention online (including
all details), for all modules
C. Background on City's Computer Hardware and Software
The City has approximately 50 IBM compatible computers in use, which contain 486 or Pentium
processors and all of which run under Microsoft Windows 3.11 for Workgroups or Windows 95. The
computers are connected:to network servers running under either Windows NT 3.5 or 4,0. Each client is
connected to the LAN with either a 3Com or Hewlett-Packard 10BaseT network interface card.
All City employees use Microsoft Office for Windows version 6.0 for their wo~p processing, spreadsheet .
and database needs. The City also has shared HP Laserjet IV SI printers coooected to this network via
JetDirect cards. The proposed automated permitting system must operate on the City's network under
Windows NT 4,0,
The Civic LAN utilizes two Hewlett-Packard NetServers. One server has 32 MB RAM and a 2 GB hard
drive, while the other one has 128 ME of RAM and a 4 GB hard drive. Typically, programs reside on the
server and clients are configured with minimum installations.
The Civic LAN is divided into two wings; Police and Administration. Each wing is wired exclusively
with Category 5 cabling. In the Administration wing, each client is connected to the server by continuous
Category 5 cabling (home run) which runs from the client machine directly to a patch panel. The patch
panel connects to three 24-port 3Com linkbuilder Hubs, Police are connected via Category 5 cabling to
two 3Com hubs. The hubs are connected to the Administration side of City Hall via a Fiber Back Bone.
The hubs are connected to the Civic LAN server by a fiber optics line. The entire LAN has functioned
reliably for over three years.
Currently, all City computers utilize one of the following protocols; Netbui, IPx/SPX or TCP/ICP.
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ATTACHMENT B - PROPOSAL SELECTION CRITERIA
The following criteria will be used by Staff in evaluating the proposals received in response to this RFP.
The listing does not reflect any priority or weighting:
1. Ability to Meet Functional Requirements
This includes the ~xtent to which the proposed software solution meets the City's functional
requirements for a automated permitting system.
2. Quality of References and User Satisfaction with Product Features, Support and Training
This includes the level of satisfaction of current program users with the product functionality and
support.
3. Comparable Installations in California
This includes a judgment of the level of similarity of the City to other vendor installations, both in
overall size, complexity and intended use for the automated permitting system. It also evaluates the
number of cities in California and the San Francisco Bay Area who are currently using the vendor's
automated permitting system.
4.
One time and Recurring Costs
This includes initial license fees, training, other implementation costs, and annual maintenance fees,
as compared to the other vendors, including any modifications or customizations that may be
required to the hardware or software. . .
5.
Staying PowerlFinancial Stability/Software Updates
This evaluates the vendor on the ability to provide quality product and customer maintenance and
product upgrades on a regular basis and in a timely fashion now and in the future. The evaluation
will also assess the long term protection of the City investment in the creation of this database.
6. Report Generation
This includes the canned reports, custom reports requested by the City and the ease of designing
custom reports with the report writer. It is important that the reports produced are of high quality and
that the report writer is easy to use.
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A IT ACHMENT C - PROPOSAL FORMS
To the City of Duhlin:
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I, the undersigned vendor, having familiarized myself with the terms of the proposal, hereby propose and
agree to provide a complete automated permitting system to the City as specified in the attached proposal
and within the specified delivery time, after receipt of the notice to proceed and the completed contract. I
agree to provide and furni~h any and all utility and transportation services necessary to perform the contract
and install the automated permitting system to the satisfaction of the City.
RESPECTFULL Y SUBMIITED,
SIGNATURE (Must have binding Authority
to enter into Contracts)
DATE
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NAME OF SIGNER (please Print)
TITLE
NAME OF CONTACT PERSON (If different)
TITLE
PHONE NUMBER
FAX NUMBER
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CI COST BREAKDOWNS FOR REQUIRED SOFTW AREIHARDW AREIRELATED SUPPORT
. As part of the costs listed below, please provide estimated costs for four years beyond the year of purchase.
COST FOR FOUR
SUBSEQUENT
YEARS
ITEM
FIRST YEAR
COST
A. Automated Pennitting System Program
(Including a Reportwriter)
B. System and Database Engine Software
C. Design/Customization (from Part C4)
D, Installation and Database Conversion
(Including related travel expenses - from Part C5)
E. Training
(Including related travel expenses - from Part C6)
F. ManualsIDocumentation (from Part C7)
G. First Year Maintenance and Support (from Part C15)
H. Hardware Requirements (from Part C 16)
. I. Freight
J. Sales Tax
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Total Cost for Automated Permitting System
Please indicate whether or not the vendor will allow substitution by the City of specific parts purchased from
another third party vendor which meet the standards established by the vendor in their bid. For costs
proposed in subsequent years, please include any estimates used for cost adjustments in the next four years.
C2 DELIVERY TIME
Provide a detailed installation, conversion, and training plan which outline the overall implementation of the
new automated pennitting system. This plan should project time frames with goals for each. Provide
information concerning requirements on City staff and facilities. Attach additional pages if necessary for
explanation.
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C3
LICENSING COSTS FOR BASE SYSTEM AND ADDITIONAL USERS
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The initial base system for the City assumes the following: a single file server running under Windows NT
4,0, at least 10 workstations and distinct users (determined by sign-on IDs) and at least 3 concurrent users.
In addition, please specify the cost if expanded utilization of the system was to occur:
Per additional workstation
Per additional user
Other additional licensing costs (explain)
C4 DESIGN/CUSTOMIZATION
The Design/Customization cost applies to the services you provide to bring the data structures, user
interfaces, and output formats for the automated permitting system into conformance with our practices.
Please specify the following:
Cost per hour for custom programming
Minimum charge per customization:
Total cost of recommended customizations from
Attachment D (Requested Product Feature List)
(transfer to part C1)
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Cost of other required customizations (explain)
C5 INSTALLATION AND DATABASE CONVERSION
The installation cost applies to services involved in setting up the hardware and software for the automated
permitting system so that it is available for use by the installation deadline noted in the project schedule.
Please attach support detail showing the components of the total cost involved for installation.
In addition, please indicate below the cost to convert the following to your automated permitting system
(both of which are in Microsoft Access for Windows 3.1 version 2.0.)
600 Code Enforcement Master Records
6000 Transaction records relating to the above
master records
2800 Planning Activity records (7 fields in
each record)
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TRAINING
Explain the type of training provided by the vendor and where the training will be conducted, In addition,
please indicate the cost of training six employees (three with full access to the system and three with inquiry
only access) for the automated permitting system.
In addition, please specify the cost elements related to additional on-site training ifneeded:
Maximum users per training class
Instructor time per hour
Or, instructor time per day
Other instructional costs (explain)
C7 ~ALS/DOCUMENTATION
The City requires two copies of system administrator level and 10 copies of user level documentation for the
automated permitting system. Please indicate how you will provide printed documentation (check all that
apply):
Prepared and three ring bound manuals
Masters with right to copy
Disk file with right to print
C8 PRODUCT FEATURES
The tables in Attachment D indicate the features the City desires in a automated permitting system. Features
within each section are NOT sorted in any particular priority. Respond to all questions by checking the
appropriate box for each question, according to the following key:
A. Module has this fimction
Included ill existing program. Requested function must be
demonstrable and fully operational at one existing client site in the
San Francisco Bay Area.
Optional function. Indicate the cost to the City to purchase the
function or provide customization of product to obtain the fimction.
If exact costs are unknown or are difficult to determine, a range of
expected costs along with an indication of the information needed to
calculate an exact cost must be provided.
Not available. The fimction is not included in package, and is not
offered as a customization or extra-cost function.
B. Module can be modified to
perform function / Cost of
modification
C. Module cannot perform
fimction
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CITY OF DUBLIN RFP
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Lists of functions, cost details for optional items, or any other explanatory text, should be attached as e
separate pages to the end of attachment D. Indicate on the attached sheets the function number for each
explanation or comment. Be sure to include as part of this explanatory text any advantages or functions, by
module, that the software module offers that is not mentioned in this product feature list, If the vendor's
software exceeds the minimum requirements of a requested software feature (for example, the system can
accept a 60 digit account nUmber instead just a 20 digit account number) this should also be mentioned in the
explanatory text to this section.
C9 INTERFACING WITH OTHER PROGRAMS
Indicate if your automated permitting system can download reports created by the user from the program's
report writer into a data file with the following formats:
Software Program
Ability to Download
Data in This Format
Ascii
Microsoft Word for Windows 6.0
Microsoft Access for Windows 95
Microsoft Access for Windows 2.0
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Microsoft Excel for Windows 5.0
In addition, please indicate what other programs (for example, Goverrnmental Accounting Programs and
Sales Tax or Property Tax Programs) can interface with the data in the automated permitting system. An :
indication of the estimated cost of these supplemental modules is also appropriate.
CIO REFERENCES
Please supply at least three California client references, including at least one from the San Francisco Bay
Area, that can be used for an on site visit during the period between May through June for a review of the
vendor's software. When possible, references should be for cities of similar size to the City. For each
reference, supply the name, title, and phone number of one or more contact persons.
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CITY OF DUBLIN RFP
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Cll WARRANTIES
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Please describe in detail the warranty period for software and hardware and the provisions and limitations of
the warranties.
Cl2 NUMBER OF INSTALLATIONS
What is the number of installations of the automated permitting system:
a. In cities of20,OOO to 80,000 people
b. In California
c. In the San Francisco Bay Area
C13 VENDOR mSTORY AND BACKGROUND
1. How long has the Company been in business?
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2. How many people does the vendor employ?
3. What percentage and number of employees are in technical support?
4. What percentage and number of vendor employees are in product development?
5. Where is the vendor located? Does the vendor have any local offices in California?
Cl4 UPGRADE mSTORY OF MODULES
'When was the automated permitting system last modified and how often are updates released for the
. product?
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CITY OF DUBLIN RFP
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CIS CUSTOMER SUPPORT
1.
Can the vendor support staff connect interactively with the City's automated permitting system
through a modem?
2, Is toll-free phone support offered in the standard support contract? What hours (pacific Standard
Time) are customer representatives available for assistance with the automated permitting system? Is
after hours phone support provided? Is this included at no charge as part of the support contract?
3. How often are user group meetings held?
4.
How often are newsletters issued regarding product updates and information?
5. How soon (in hours and/or days) is the vendor able to come out to the customer to resolve a
problem?
a. On an emergency basis? (Note cost per hour)
b. On a non emergency basis? (Note cost per hour)
6. Provide hourly billing rates for support not covered in the annual maintenance agreement
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CITY OF DUBLIN RFP
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7.
Provide the support costs for the first and four subsequent years (transfer to C1). If the cost for first
and subsequent years' support is not a flat rate but instead dependent on the configuration and/or
utilization of the system, please indicate the formula for determining both amounts.
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C16 HARDWARE REQUIREMENTS
Describe one or more typical hardware and network configurations which will support your system. Please
describe the minimum required and recommended configurations for the File Server,
Cabling/Communications Equipment, Printers and each Workstation. The recommended configuration of
the workstation and printers, including specifications on processor speed, RAM and storage requirements,
should be based on the number of users and permit records the City has. The City is planning on using its
Pentium based server running on its Windows NT 4.0 Network to run the program.
For each alternative, indicate if your program package will require any proprietary or special-use software or
hardware (such as a network or site license for a fourth-generation language; database program, specific
network software; or specific types ofPCs or peripheral equipment),
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The City reserves the right to purchase any or all required softtware/hardware not directly manufactured by
the Vendor from other sources, as best meets the needs of the City. Any substitutes will be in compliance
with standards supplied by the bidder, .
C17 CORPORATE OVERVIEW
Please provide a corporate overview which includes a discussion on the vendor's current financial position
and available financial resources, In addition, please provide the resumes for top management and key
personnel who will be directly involved in this project if the contract is awarded to the vendor.
C18 VENDOR PURCHASE AND MAINTENANCE/SUPPORT AGREEMENTS
The final selection of an automated permitting system will be made only after agreement on a mutually
acceptable contract. Vendor must attach a sample Purchase and Maintenance / Support agreement for City
reVIew.
C19 SAMPLE REPORTS AND MANUALS FOR AUTOMATED PERMITTING SYSTEM
Vendor must provide, as part of their response to this RFP, complete manuals and samples of all of
the reports produced by the automated permitting system.
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C20 PAYMENT METHOD
Please specify your payment terms for the requested software and services listed in section C 1 of the
proposal forms. The City typically retains at least 10% until completion and acceptance of any particular
phase of the project.
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C21 OTHER PROGRAM FEATURES
Indicate the maximum number of data items allowed for each (enter "Unlimited" ifthere is no internal
limit in the program):
Maximum number of permits per project
Maximum number of inspections per project
Maximum number of fee types
Maximum number of fee types on a single receipt
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Maximum number of pennit types
e22 YEAR 2000 COMP ATffiILITY
Explain if the system has been programmed to handle changing to the year 2000 on all types of transactions.
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b.
c.
d.
e.
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C23 DATA RECOVERY
Please describe the options available on your system and provided by your company to overcome a.)
corrupted data and b.) a complete system crash.
C24 INTERNET ACCESS TO PERMIT SYSTEM
Provide details on your. company's plans to provide internet access to the automated permitting system.
As part of your response, please address the following issues:
The ability by the applicant to submit an online permit application
The ability to use Internet email for communications between the applicant and City Staff.
The ability to submit payment over the Internet using a credit or debit cards
The ability by the applicant to check on the status of his application and various permits
Describe how the security and the integrity of the program database is recommended to be
maintained and protected.
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Line
No.
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Desired Functions of Module
Module
has this
function
Module
can be
modified
to perform
function
Cost of
Modification
A. GENERAL PROGRAM OPERATION AND QUERY CAPABILITIES
Al Do look up procedures allow for partial
name and wildcard searches,
A2 Does the program allow you to look up
land use and zoning information based
upon the property address or parcel no,
A3
Can permits be located and reported by:
a
Status
History
b.
c. Tasks and Activities
d, Inspectors
e. Combinations of various data
fields
A4 Can businesses and residences be located
in the database by:
a Assessor's Parcel Number
b. Business Name (n/a to residences)
c. Street Address
d. Owner
e. Business License Number
AS Is on-line, context sensitive help provided
for each field on the screen.
A6 Can items be selected from lookup tables
during data entry. Can items be easily
added to data tables.
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CITY OF DUBLIN RFP
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Module
cannot
perform
function
CITY OF DUBLIN
A TT ACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module
can be Module
Module modified cannot
Line has this to perform Cost of perform
No. Desired Functions of Module function function Modification function
A7 If an applicant has previously applied for a
permit, is the data entry form automatically
filled in with data from the applicant's
record in the Parcel master file.
A8 Can you use the escape key throughout the
program to cancel or abort a process.
A9 On a severe error, will the program return
to a user menu, rather than exit to the
operating system.
AID Does the program support the use of a
mouse to move around the screen and
select menu items,
.11 Is a free form text field available for each
,.
permit record to allow the user to record
miscellaneous information about the
applicant.
Al2 Can the user have multiple sessions open
at the same time and switch with one
keystroke between these sessions?
A13 Can the users set defaults for commonly
used fields.
A14 Do you make available to potential
customers a fully functional demo of
current version of the building permit
program.
A15 Can a user have multiple sessions of the
program open at one time.
A16 Do you provide the program source code to
the City through an escrow agreement?
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CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Line
No.
Desired Functions of Module
B. CODE ENFORCEMENT
B 1 Can the system track the following
information relating to code enforcement:
a Case Number
b. Complaint Street Address
c. Owner Name, Address and Phone
Number
d. Tenant Name, Address and Phone
Number
e. Land Use for that location
f. Complainant's Name, Address and
Phone Number
g, Description of Complaint
h. Complaint Type
1. Status of Complaint
J. Date Case Opened and Closed
k. Length of Time case outstanding
1. Next action required and related
due date
B2 Can you search for a code enforcement
item by the address where the alleged code
violation occurred.
B3 Can you print a master list of complaints as
well as a list of cases currently outstanding.
B4 Can you sort and query reports by:
Module
has this
function
CITY OF DUBLIN RFP
-.... PAGE 18
Module
can be
modified
to perform
function
Cost of
Modification
N:
Module
cannot
perform
function
Line
No.
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Desired Functions of Module
a Date of Complaint
b. Location of Complaint
c. Type of complaint
d. A user defined category (for
example, banners)
e. A combination of fields in the code
enforcement database
B5 Does the system have a log which tracks
the actions taken on a complaint.
B6 Does the complaint log track the following
information:
a Case Number
b. Date of action taken
c. Time spent
d. Type of action taken
e. Name of staff person and contact
person working on the case
f. Summary of action taken
c. PERMIT PROCESSING
Cl Does the program allow an unlimited
number of permits and permit types?
C2 Can an existing permit be used as a
template for creating a new permit, for all
permit types?
C3 Can the same input screen be used to add,
change, and delete permits?
Can routing and approval requirements be
completely user-defmed?
Module
has this
function
Module
can be
modified
to perform
function
-"
-)<
CITY OF DUBLIN RFP
PAGE 19
Cost of
Modification
Module
cannot
perform
function
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module Module .
can be
Module modified cannot
Line has this to perform Cost of perform
No. Desired Functions of Module function function Modification function
C5 Can routing be -- defined both by
department and by individual user?
C6 Can each program user view online a list
of permits awaiting their reVIew or
approval sorted:
a. By Application Date
b. By Department
c. By Due Date
d. By Plan Reviewer
C8 Is historical information on preVIOUS
permits or other.. activity by parcel
available during permit entry?
C9 Can users place holds on permit issuance
by parcel, address, contractor, .':'.
development, and project?
CIO Can issuance of different permit types be
dependent on one another, within a
project?
Cll Does the program track performance and
maintenance bonds?
C12 Does the program track plan checks? .
Cl3 Can the system generate "no-fee" permits
for City use which can be excluded from
calculations of average permit fees?
C14 Can the program accept and track partial
payments for permit fees?
C15 Are new and existing permits available in
display and printed form?
C16 Can the system track information needed
for the following types of permits:
CITY OF DUBLIN RFP
~~" PAGE 20
Line
No.
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Desired Functions of Module
a. Police
b. Fire
c. Health
d. Engineering
e. Planning
f. Water and Sewer
g. User Defined Permit Types
C 17 Is the system compatible with
a. ESRI's ARC/INFO
b. Autocad Map
Regarding Certificates of Occupancy
a Can they be printed once
inspections are completed
b. Can temporary ones be issued
only by authorized users
C19 Are permit histories kept by
a. parcel,
b. building
c. requester
C20 Can multiple permits for a development
be generated in a single operation?
C21 Can the program track deposits?
C22 Does the system allow inqumes using
touch-tone phones or through other
means?
C23 Are fee schedules setup as tables which
can be easily modified by users.
Module
has this
function
Module
can be
modified
to perform
function
._"
-"
CITY OF DUBLIN RFP
PAGE 21
Cost of
Modification
Module
cannot
perform
function
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module Module -.
can be
Module modified cannot
Line has this to perform Cost of perform
No. Desired Functions of Module function function Modification function
C24 Does the program.. track information
regarding a contractor's insurance?
C25 Can fees be based on value, type of
service and permit, parcel area, and other
user-defined criteria?
C26 Does the program support hand-held field
data collection devices for inspection
activities?
C27 Can the user defme problem codes and
report on permits based on the problem
code?
C28 Can the user specify the approvals
necessary for different categories of
businesses before permits are issued.
" .'
D. PARCEL MANAGEMENT DATABASE
~
Dl Can the parcel database import data from
another database (for example
Metroscan), to update existing parcel
information?
D2 Can the parcel database be directly linked
to a GIS system, such that parcel. and
permit data can be incorporated into maps
and displays of individual parcels?
D3 Is the parcel database used as the central
location for all land-based information
used by the other program modules
(permits, planning, code enforcement
etc,)?
.
CITY OF DUBLIN RFP
-i<" PAGE 22
CITY OF DUBLIN
ATTACHMENT D ~ REQUESTED PRODUCT FEATURE LIST
Line
No.
Desired Functions of Module
D4 Can there be user defined fields added to
the database to track the following:
a. hazardous waste information
b. whether the property is within
1000 square feet of a school
c. Flood zone information
d. Seismic special study zone
information
D5 Does the parcel database correctly manage
parcel splits, so that histories on a parcel
include history on previous parcel
numbers at that location?
Can Alameda County Assessor Parcel
Data be imported into the Program
Database?
D7 Does the system provide information on
any amounts due by the applicant for
permit and other fees?
D8 Does the program allow developers to
submit their permit application online?
D9 Does the program allow developers to
review the status of their permit
application online?
D 10 Does the Parcel Manager contain
Ownership and Address Information on
each Parcel for the following:
a. RightsofVVay
b. Remainders
c. Buildings
d. Easements
e. Businesses (including those with
multi Ie ownershi s
Module
has this
function
-"
-"
CITY OF DUBLIN RFP
PAGE 23
Module
can be
modified
to perform
function
Cost of
Modification
Module
cannot
perform
function
. ....w . -.. -._ .., - ". .-.
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module MOdule.
can be
Module modified cannot
Line has this to perform Cost of perform
No. Desired Functions of Module function function Modification function
Dl1 Can the system trac;k information on the
following:
a, Multiple buildings per parcel
b. Multiple businesses per building
c. Multiple buildings per business
D12 Does the system integrate with ESRl's
Arcview
D13 Can user defined fields be setup to track
the following types of information:
a Legal descriptions of property
b. Size and areas of parcels
c. Utility and infrastructure types
d. Planning data
e. Valuations on assessments,
improvements and exemptions.
D14 Does the system maintain history on the
following:
a. Assessments
b, Owners
c. Covenants
d. Surveys, encroachments and
easements
e. Contractors
f. Permits issued
D15 Does the system provide history for all
businesses on a parcel and all businesses
associated with an address.
D16 Does the parcel database differentiate -
between multiple structures and dwelling
CITY OF DUBLIN RFP
~"-,, PAGE 24
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Line
No.
Desired Functions of Module
units on a single pare:el?
Dl7 Can the system use ArcView, Autocad
Map or another mapping system
(SPECIFY WIllCR ONE) to display
pennits on a parcel map by:
a Location
b. Date or Status
c. Inspector
d. Permit fees
e. Project Valuation
f. CombinatiOlis of attributes in the
Parcel Manager Database
SCHEDULING CAP ABILITIES
El Does the program include a calendar and
a related "suspense" or "tickler" file,
listing work to be completed and on hold?
E2 Does the program create an audit trail and
provide reports on customer service
requests and inspector dispatches relating
to those requests.
E3 Can the system set target turnarounds for
every step and activity in the permit
process.
E4 Can the program track and schedule
routing and one-time inspections (such as
building, fIre, and code enforcement
inspections)?
Module
has this
function
Module
can be
modified
to perform
function
-"
-"
CITY OF DUBLIN RFP
PAGE 25
Cost of
Modification
",
Module
cannot
perform
function
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module Module .
can be
Module modified cannot
Line has this to perform Cost of perform
No. Desired Functions of Module function function Modification function
E5 Can inspection schedules be used to create
a workload report by date and by type of
inspection?
E6 Can you differentiate proj ects by
turnaround time frames
E8 Does the system have integrated E-mail
notification for each succeSSIve plan
checker / inspector as part of the user
defined routing and approval.
E9 Does the program support unattended
scheduling of inspections over the phone?
F. REPORT WRITING AND PRINTING CAPABILITIES
. .
FI Is a user defined report writer included
with the package, with the ability to select ,^
specific fields for reporting, and criteria for
field selection (including date ranges)?
F2 Can the program generate mailing lists
and form letters which include
information from the parcel management
database?
F3 Does the program have a print preview
feature for all of its reports with a legible
on screen font.
F5 Can you sort on multiple fields when
printing reports
F6 Can you select a range of permits for
inclusion in a report based upon user
selected criteria (for example, a range of
business names or addresses)
F7 Can the system generate the following
CITY OF DUBLIN RFP
-,,-" PAGE 26
~
CITY OF DUBLIN
ATTACHMENT D - REQUESTED PRODUCT FEATURE LIST
Module
can be Module
Module modified cannot
Line has this to perform Cost of perform
No, Desired Functions of Module function function Modification function
reports: .
a Issued Permits
b, Expired Permits
c, Permits set to expire within 30 days
d. Status of Inspections
e. Summary and detailed reports for
state, county and local districts.
f. Daily Summary of Receipts sorted
and subtotaled by Account Number
F8 Are reports available by area or address,
permit type, fees collected, and average
turnaround?
.9 Is an inactivity report available which lists
all permits where no action has been taken ,"
within a given time interval?
FlO Can you do a print screen of the current
business displayed on screen.
Fll Can duplicate permits be printed
F12 Does the program run under Windows 3.1
and Windows 95 and take advantage of the
printing functions of the Print Manager in
Windows?
F13 Can custom reports be stored on a report
menu for selection by the user.
Fl4 Can new reports be "cloned" from existing
reports and added to the report menu
.
CITY OF DUBLIN RFP
-~~ PAGE 27