2023-051 RFP Permit Process Review

Agency: Kitsap County
State: Washington
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Nov 9, 2023
Due Date: Nov 17, 2023
Solicitation No: 2023-051
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

2023-051 RFP Permit Process Review Closes 11/17/2023 @ 2:00 PM

2023-051 RFP Permit Process Review


2023-051 Legal Ad


2023-051 Plan Holders List


2023-051 Addendum 1


2023-051 Addendum 2


2023-051 Bauer Jones Improvement Study

Attachment Preview

REQUEST FOR PROPOSALS
KITSAP COUNTY
2023-051
PERMIT PROCESS CONSULTANT
REVIEW SERVICES
Posted: October 27, 2023
Proposal Response Deadline:
November 17, 12:00 p.m.
Page 1 of 16
PROJECT BACKGROUND
Kitsap County Department of Community Development (KCDCD) is soliciting proposals from qualified
consulting firms to review and provide recommendations for improvements to predictability, process
efficiency, and overall timeliness of the permitting process.
KCDCD permitting divisions are charged with the responsibility to help develop socially, environmentally,
and economically sustainable communities by conducting, at a minimum, land use and environmental
application review, building and construction plan review, and site and building inspections. To
accomplish this, KCDCD reviews and processes over 4,000 permit applications annually to ensure
compliance with Kitsap County Code, Washington State Building Code and other locally mandated laws
and code regulations.
Since implementation of fully online permit submittal and plan review in 2018, KCDCD has launched
additional online services to support customers, including Live Chat and virtual meetings, and partnered
with University of Washington Evans School and local stakeholders to develop online tools to provide
increased visibility to the process. Expanding online service options, prior to the pandemic in 2020,
enabled customers to continue engaging with DCD staff and to continue submitting online permit
applications.
However, post pandemic, the department of 78 Full Time Equivalents (FTEs) was impacted significantly
by staff turnover for multiple reasons and lost 50 FTE in 2021-2022. This exodus of institutional
knowledge was magnified by an overall 22% increase in permit submittal volumes during the same
period. Metric driven decisions led to reducing in person customer service to meet the reduced demand
for in person services (20% in person activity vs 80% virtual activity) and focusing reviewers on permit
review. Despite these efforts, the effect of staffing shortages and training of new staff have contributed
to increased permit review timelines.
SCOPE OF WORK
The selected firm will document departmental strengths, constraints, and improvement
recommendations to increase predictability and timeliness from permit intake to approval or issuance in
the following areas:
Building & Fire Permits (Kitsap County Code Title 14)
Land Use & Development Permits (Kitsap County Code Title 21)
Page 2 of 16
DELIVERABLES
Task 100 – Data Collection & Interviews:
Who
Director, Assistant Director
Leadership Team
Operations & Data Analytics
Supervisor and Business
Analyst
Purpose
Review Project Scope
Interview for perspective
Interview for perspective, review existing data
analytics inventory to include internal and external
resources
Intake Staff
Review Staff
Public Feedback /
Stakeholders
Conduct group interview to gather understanding of
the current process and perspective, including time
available for permit intake
Conduct group interviews to gather understanding of
the current process and perspective, including time
available for permit review
Conduct group interview to gather understanding of
the current process and perspective
Task 200 - Prepare Report:
The draft report should include:
1. Current process analysis;
2. Compare and contrast Bauer Jones Study (comprehensive departmental review, 2005) regarding
the permit review process and recommendations made at that time;
3. Baseline metrics;
4. Findings and recommendations;
5. Strengths;
6. Constraints;
7. Opportunities for improvement; and
8. Suggestions for implementation
The report shall be shared with the Board of County Commissioners during a work study session.
Task 300 – Implementation Assistance:
Participate in the development of an implementation plan to oversee and manage the improvement
activities efficiently and effectively. The implementation plan should include specific activities,
milestones, responsibilities, and target completion dates. Participate in periodic check-ins and
assessments of progress, along with coaching through initial process of implementation.
Page 3 of 16
CONTRACT TERM
Services are expected to begin by January 15, 2024, with project completion no later than June 30, 2024,
and may be extended for additional consecutive terms at mutual agreement of the parties, not to exceed
a total of 4 years.
Attached as Appendix D is Kitsap County’s Goods and Services Contract. Please review this document
carefully as it is intended to be non-negotiable. However, reasonable requests for modification may be
granted at the County’s sole discretion. If a contractor takes exception to any provision in Appendix D,
those exceptions must be noted on the Exceptions and Assumptions Form (Appendix B).
PROPOSAL REQUIREMENTS
Submitted proposal must include the following information:
Bidders Certification Form (Appendix A)
Exceptions and Assumptions Form (Appendix B)
Contractor References (Appendix C)
Contract for Good and Services (Appendix D)
Cover letter must be completed and included as the first page of the proposal. The cover letter
must be on the proposer’s official business letterhead stationery and be signed by an individual
that is authorized to bind the firm contractually. Please include:
o Proposer’s name and address
o Contact person’s name
o Contact person’s telephone, fax and email
Executive Summary shall not exceed two (2) pages and should summarize the proposal by
providing salient features of the proposal as noted below:
o Detailed Statement of Qualifications, background and experience assessing and
providing recommendations to increase predictability and timeliness from permit
intake to issuance, including methodology and approach;
Cost proposal will include hourly rate and expenditure by task.
References and contact information for at least three (3) current or former customers with
service needs and/or programs similar in size and scope to Kitsap County, including brief
description of service provided.
Copy of the Contractor’s current Certificate of Liability Insurance showing evidence of proper
insurance, including the required levels shown in Appendix D, Draft Goods and Services
Contract.
Any additional information the Contractor feels addresses the selection criteria.
Page 4 of 16
SELECTION CRITERIA
Selection shall be based on the following:
1. Methodology and technical approach
30 points
2. Project consultant/staff experience in Washington State 30 points
3. Similar project experience in Washington State
20 points
4. Cost Proposal
15 points
5. References
5 points
DEADLINES
Below is a table of relevant deadlines by which the actions must be completed. Dates and times are
subject to change. If the County changes any of date or time, the change will be made by addendum.
ITEM
RFP Released
Proposals Due
Notice of Intent to Award
Kitsap County Commissioners approval to
award contract
DUE DATE and TIME
October 27, 2023
November 17, 2023, by 12:00 pm PST
November 28, 2023
January 8, 2024
QUESTIONS, COMMUNICATIONS
All communications concerning this Solicitation must be in writing directed to the Purchasing
Supervisor identified above via email. Written questions will be accepted up to the deadline.
Correspondence concerning the Solicitation should refer to the Solicitation number, page, and section
number. Bidders are to obtain written clarification from the Purchasing Supervisor regarding any
inadequacy, omission, or conflict prior to submitting a bid. Failure to do so will not relieve the Bidder of
any responsibilities under this Solicitation or any subsequent Contract. Oral statements or instructions
will not constitute an amendment to this Solicitation. Bidders may only rely on written answers issued
by the Purchasing Supervisor. Bidders that communicate with other county staff regarding the
Solicitation without prior authorization from the Purchasing Supervisor may be disqualified.
PROPOSAL SUBMITTAL
Bids shall be submitted to the Purchasing Supervisor in a sealed envelope or package provided by the
Bidder and identify the: 1) Bidder’s name and address, 2) Solicitation name and number, and 3)
submittal date clearly identified on the outside of the envelope or package. The Bidder is to return all
exhibits and addenda signed by a person authorized to sign on behalf of the Bidder. Unsigned bids may
be rejected by the County as incomplete. Bidders shall submit: one (1) original, marked “original”, five
Page 5 of 16

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