Online Permitting

Agency: Town of Manchester
State: Connecticut
Type of Government: State & Local
NAICS Category:
  • 541620 - Environmental Consulting Services
Posted Date: Apr 29, 2020
Due Date: May 19, 2020
Solicitation No: 19/20-86
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19/20-86 Online Permitting

05/19/2020 4:00 p.m.

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TOWN OF MANCHESTER
GENERAL SERVICES DEPARTMENT
494 MAIN STREET P.O. BOX 191
MANCHESTER, CONNECTICUT 04045-0191
860-647-3031
FAX 860-647-5206
REQUEST FOR PROPOSAL
RFQ 19/20-86
ONLINE PERMITTING
PROPOSALS DUE: MAY 19, 2020 AT 4:00 P.M.
TOWN OF MANCHESTER
GENERAL SERVICES DEPARTMENT
494 MAIN STREET P.O. BOX 191
MANCHESTER, CT 06045-0191
1. INTENT
The Town of Manchester is seeking proposals to obtain on-line permitting software
that includes the following components:
1. A web-based system that will allow individuals and businesses to register, apply and
pay for permits on-line. This system will provide secure access by the registered user
to obtain the status of a permit. For purposes of this RFP, the on-line web-based
system will be referred to as the “Public Portal.”
2. A traditional permit tracking system to manage internal work-flow for application
review, permit issuance, inspections and certificate of occupancy processes.
Through this RFP process, the Town of Manchester will enter into a strategic partnership
with a vendor with proven expertise in the permitting software field.
The proposals should contain comprehensive and effective solutions designed to achieve the
Town of Manchester’s objectives as stated in this RFP. The proposal should include the
following products and services:
Permitting software functional requirements including:
o A web-based portal
o A traditional permit tracking software package
Implementation assistance
On-going software maintenance and support
Software training services
References
The proposal should address each of the above points as defined in the Scope section of this
RFP.
2. BACKGROUND INFORMATION
The Town of Manchester is currently using a variety of different tracking methods for
application submittal, permitting and inspections. The Town’s goal is to have one software
system that would allow for online application submittal and tracking, application and
permitting software that can easily be used by multiple departments and increased efficiency
for both the Town’s customers and staff.
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3. SUBMISSION DEADLINE
All proposals must be received by 4:00 p.m., May 19, 2020. Five (5) hard copies and one
electronic copy shall be placed in a sealed envelope and clearly marked RFP No. 19/20-86 for
Online Permitting. Proposals shall be submitted to the Director of General Services as
indicated:
HAND DELIVERY
Town of Manchester, Connecticut
Maureen Goulet
Director of General Services
Lincoln Center
494 Main Street
Manchester, CT 06040
U.S. POSTAL SERVICE MAIL DELIVERY
Town of Manchester, Connecticut
Maureen Goulet
Director of General Services
Lincoln Center
494 Main Street, P.O. Box 191
Manchester, CT 06045-0191
All proposals shall be opened and recorded as received. There will be no public reading of
Proposals. Proposals received later than time and date specified will not be considered. All
proposals shall remain firm and cannot be withdrawn for a period of 90 days after receipt of
proposals.
4. QUESTIONS AND ADDENDA
Questions regarding this RFP may be directed to Maureen Goulet, Director of General Services,
via email gensvcs@manchesterct.gov or by fax (860) 647-5206 no later than five (5) days prior
to the date proposals are due. All information given by the Town except by this RFP, and
written addenda (if necessary) shall be informal and shall not be binding upon the Town nor
shall it furnish a basis for legal action by any Proposer or prospective Proposer against the
Town. Answers to questions, if appropriate, will be addressed in an addendum which will be
issued by the Town of Manchester.
This Request for Proposal and any addendum shall be issued on the Town web page
http://generalservices1.townofmanchester.org/index.cfm/bids/. It shall be the responsibility
of all interested firms to check the website for addenda prior to submitting a response to this
Request for Proposal. No addendum shall be issued less than 2 calendar days before the due
date unless it is to postpone the due date.
5. OBJECTIVE
The primary goal of the system is to save both the town and permit applicants time and
money by automating and streamlining the process of applying for permits and to improve,
standardize and integrate internal processes.
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6. SCOPE
Permitting Software Functionality
The Town of Manchester is looking to acquire the functionality that can be provided through
an integrated system comprised of a web front-end and a traditional back-end system. The
functions that comprise the scope of the integrated permitting system are the following:
Web Public Portal
Public Inquiry
Applicant Registration (including confirmation that the contractor is
licensed)
Application for Permit / Plan Approval
Calculation of fees due
Payment
Ability to see the status of the application and any documentation associated
with the process
Submitted documents publicly available
Issuance of the permit and/or approval
On-line permit status information for registered users
Allow inspection requests
Ability to query from records electronic street file records for purpose of FOI
requests and property records research
Ability to add web page links
Traditional Back-End Permitting Application
Link permits to projects and parcels
Include attachments with permit applications
Connect to the Town’s GIS software
Routing of the permit application / plan review through various town
departments. The routing should be easily customized depending on the
type of application/review.
Calculation of fees due
Calculation of payments
Inspection scheduling and documentation
Calendar integration with Microsoft Outlook
Reporting
Property Maintenance case management
View alerts for code violations
Email integration to allow for communication with multiple contacts (owner,
contractor, etc.)
Alerts regarding newly submitted information
Ability to add flags for: Address, Owner, Tenant and Contractor
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Software
The Town of Manchester wishes to acquire software that is pre-existing within the
marketplace. The software should allow for some customization to provide functionality
based on Manchester specific business practices.
Software Licensing
The vendor must provide detailed descriptions of software and software support services to
be delivered as part of this contract. The vendor should provide all of the related software
licensing costs including initial acquisition of the licenses and annual maintenance costs. In
addition, include any additional licensing cost due to third party software requirements.
Hosting Environment and Services
The vendor should include information regarding any hosted services they provide. Include a
description and the configuration of the hardware/software platform(s) for hosting of the
software. Be sure to include all environments necessary for development, testing, production
and reporting environments. The description must include a detailed layout of individual
servers (application, database, web, etc.).
Also provide a summary of your disaster recovery/ business continuity provisions currently
in-place.
Hardware/software recommendations
The vendor should include information regarding a locally hosted solution if available.
Describe your optimal platform/ configuration (servers, workstations, etc.). Be sure to
include all environments necessary for development, testing, production and reporting
environments. The description must include a detailed layout of individual servers
(application, database, web, etc.).
Implementation Support Services
The selected vendor will be required to provide implementation support services for the
software. The vendor must provide an implementation plan to include a timeline from
contract award to go-live.
The vendor should also include information regarding Town of Manchester staff resources
required for a successful implementation.
On-going Software maintenance and support
Please provide a description of your software service level support agreements, your typical
annual maintenance charges, and hourly rates for assistance, or any bundled plans you may
offer.
Training
The vendor should provide a detailed training plan. The training plan must be
module/department specific and include specifics regarding your general approach to
training. In addition, provide information regarding on-going training that is provided to your
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