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 2, 2023
Due Date:	Nov 17, 2023
Solicitation No:	2023-051
Bid Source:	Please Login to View Page
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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)

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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

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2023-051 RFP Permit Process Review

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