2022-0086-GM-KE for On Line Permitting and Workflow System

Agency: Santa Fe County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541620 - Environmental Consulting Services
Posted Date: Nov 30, 2021
Due Date: Jan 6, 2022
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 2022-0086-GM-KE for On Line Permitting and Workflow System
2022-0086-GM/KE On-Line Permitting and Workflow Systems

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SANTA FE COUNTY
GROWTH MANAGEMENT
DEPARTMENT
REQUEST FOR PROPOSALS
RFP NO. 2022-0086-GM/KE
ON-LINE PERMITTING AND
INTERNAL/EXTERNAL WORKFLOW SYSTEM
NM Commodity Code: 20860
NOVEMBER 2021
RFP 2022-0086-GM/KE
TABLE OF CONTENTS
NO.
PAGE
I.
ADVERTISEMENT .......................................................................................................4
II.
INTRODUCTION ...........................................................................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL ............................................5
B. BACKGROUND ...................................................................................................5
C. SCOPE OF WORK ...........................................................................................5
D. INSURANCE REQUIREMENTS ........................................................................6
E. PROCUREMENT SPECIALIST, SENIOR .....................................................7
F. DEFINITION OF TERMINOLOGY.....................................................................7
III.
CONDITIONS GOVERNING THE PROCUREMENT.................................................9
A. SEQUENCE OF EVENTS ....................................................................................9
B. EXPLANATION OF EVENTS...........................................................................10
1. Issuance of RFP ..............................................................................................10
2. Pre-Proposal Conference................................................................................10
3. Acknowledgement of Receipt Form Due ..................................................10
4. Deadline to Submit Additional Written Questions ...................................10
5. Response to Written Questions .................................................................10
6. Submission of Proposals ...........................................................................11
7. Proposal Evaluation...................................................................................11
8. Selection of Finalists .................................................................................11
9. Best and Final Offers from Finalists (If applicable) .................................12
10. Oral Presentations by Finalists (If applicable)..........................................12
11. Contract Negotiations ....................................................................................12
12. Contract Award .........................................................................................12
13. Right to Protest .........................................................................................12
C. GENERAL REQUIREMENTS ...........................................................................13
1. Acceptance of Conditions Governing the Procurement.................................13
2. Incurring Cost ................................................................................................13
3. Prime Contractor Responsibility ...............................................................13
4. Subcontractors ...........................................................................................13
5. Amended Proposals...................................................................................13
6. Offeror’s Rights to Withdraw Proposal ....................................................13
7. Proposal Offer Firm ..................................................................................14
8. Disclosure of Proposed Contents ..............................................................14
9. No Obligation ............................................................................................14
10. Termination...............................................................................................14
11. Sufficient Appropriation ................................................................................14
12. Legal Review ............................................................................................15
13. Governing Law .........................................................................................15
14. Basis for Proposal ..........................................................................................15
2
RFP 2022-0086-GM/KE
15. Contract Terms and Conditions .....................................................................15
16. Contract Deviations ..................................................................................15
17. Offeror Qualifications..............................................................................15
18. Right to Waive Minor Irregularities ........................................................15
19. Change in Contractor Representatives.....................................................16
20. Notice.......................................................................................................16
21. County Rights ..........................................................................................16
22. Right to Publish .......................................................................................16
23. Ownership of Proposals ...............................................................................16
24. Electronic Mail Address Recommended .................................................16
25. Preference in Procurement by Santa Fe County ......................................16
26. Double-Sided Documents ........................................................................18
27. Living Wage ............................................................................................18
IV.
RESPONSE FORMAT AND ORGANIZATION ........................................................19
A. NUMBER OF RESPONSES...............................................................................19
B. NUMBER OF COPIES .......................................................................................19
C. PROPOSAL FORMAT .......................................................................................19
1. Proposal Organization ...............................................................................19
2. Letter of Transmittal..................................................................................20
V.
SPECIFICATIONS .......................................................................................................21
A. INFORMATION .................................................................................................21
1. Time Frame ...............................................................................................21
B. EVALUATION CRITERIA ................................................................................21
1. Introduction ...............................................................................................21
2. Technical Competence and Specialized Experience .................................21
3. Evidence of Understanding Scope of Work ..............................................21
4. Capacity and Capability ............................................................................21
C. PROPOSED FEE SCHEDULE ......................................................................21
VI.
EVALUATION OF PROPOSALS ...............................................................................22
A. EVALUATION SCORING.................................................................................22
B. EVALUATION PROCESS .................................................................................23
APPENDICES
A. Acknowledgement of Receipt Form....................................................................24
B. Campaign Contribution Disclosure Form............................................................25
C. Resident Veterans Preference Certification ....................................................28
D. Sample Agreement ..............................................................................................29
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RFP 2022-0086-GM/KE
I. ADVERTISEMENT
SANTA FE COUNTY
ON-LINE PERMITTING AND INTERNAL/EXTERNAL
WORKFLOW SYSTEM
RFP NO. 2022-0086-GM/KE
Santa Fe County Growth Management Department and Santa Fe County Purchasing requests
proposals from qualified vendors or firms to provide On-Line Permitting and Internal/External
Workflow System. All proposals submitted shall be valid for ninety (90) days subject to action
by the County. Santa Fe County reserves the right to reject any and all proposals in part or in
whole. A completed proposal shall be submitted in a sealed container indicating the proposal title
and number along with the Offeror's name and address clearly marked on the outside of the
container. All proposals must be received by 2:00PM MST on Thursday, January 6, 2022, at
the Santa Fe County Purchasing Division, 102 Grant Avenue, Santa Fe, NM 87501. To
combat the spread of COVID-19, the submission of Proposals will also be accepted electronically
utilizing a DropBox. Please utilize this link to upload your proposal submission.
https://www.dropbox.com/request/dTddGrOdv2rfUhyqdkKD . By submitting a proposal for the
requested services each Offeror is certifying that it is a qualified firm and its proposal complies
with the requirements stated within the Request for Proposals.
A Pre-Proposal Conference will be held on Wednesday, December 8, 2021 at 1:30 pm MST via
WebEx. Attendance at this pre-proposal conference is not mandatory but strongly recommended.
Please join by using:
https://sfco.webex.com/sfco/j.php?MTID=mdc5c92146bde0d70c68070e171158aa8
Or telephone: 1-408-418-9388; Meeting No. 2489 121 6283. If you have any questions concerning
this RFP, please e-mail Karen K. Emery at kkemery@santafecountynm.gov, no later than
November 23, 2021.
EQUAL EMPLOYMENT OPPORTUNITY: All qualified Offerors will receive consideration of
contract(s) without regard to race, color, religion, sex or national origin, ancestry, age, physical and
mental handicap, serious medical condition, disability, spousal affiliation, sexual orientation or gender
identity.
Request for Proposals will be available by contacting Karen K. Emery, Procurement Specialist,
Senior, 102 Grant Avenue, First Floor, Santa Fe, New Mexico 87501, or by telephone at (505) 992-
6759, or by email at kkemery@santafecountynm.gov or on our website at
http://www.santafecountynm.gov/asd/current_bid_solicitations.
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County - Published November 28 and 29, 2021
4
RFP 2022-0086-GM/KE
II. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
Santa Fe County is seeking a vendor to implement a user friendly on-line permitting and
internal/external workflow system that is easy to use for both staff and the public. The County
is looking for a system that will increase office production and reduce review time for all
building and development services and Growth Management Development review applications.
The system should accept only complete applications, allow the public to pay for a complete
submittal online and allow the public to view and review status and updates of their submittal.
B. BACKGROUND
The Santa Fe County Growth Management Department, Building and Development Services
Division (B&DS) is responsible for implementing and enforcing the Sustainable Land
Development Code (SLDC). The department processes and reviews various types of
development applications such as subdivisions; residential, multi-family and non-residential
development and building permits, and business licenses, and also provides code enforcement
on existing violations of the SLDC.
Currently B&DS and the County accept in-person, hard copy submittals, applications with fees,
and uses an internal AS400 system and Excel spreadsheets to track and manage our permitting
requests. An on-line permitting and workflow system would be used for Building and
Development Services and Growth Management to accept, process, share and review
Applications. Growth Management is looking for a firm to help them develop a custom on-line
permitting and workflow system for 16 plus permit/application types. It would also include
County staff training and continued customer support as well as data migration and integration
services.
C. SCOPE OF WORK
1. Customizable system configuration – the ability to develop a workflow creation system
for 16 plus development permit types.
2. Ability for staff to communicate with internal/external review agencies, review and
respond as necessary.
3. Easy sharing of permit submittal documentation through a centralized workflow
system, both internally and externally.
4. Work Flow Components:
a. Ability for internal/external review agencies to access application submittals as well
as ability to add comments, upload photos and conditions of approval remotely from
a smart phone or other smart device (i.e. tablet or desktop)
b. Ability to send applications and approved plans to and receive comments from
external reviewing agencies.
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