2-OV RFP Building Inspection Services.docx

REQUEST FOR PROPOSAL (RFP)

Building Permit Administration, Implementation & Transition Services Ogden Valley City, Utah

RFP Number: OVC-2026-01 RFP Issue Date: March 16, 2026 Deadline for Questions: March 23, 2026 Responses to Questions Issued: March 25, 2026 Proposals Due: March 30, 2026 at 5:00 p.m.

Interviews (if conducted): April 1-3, 2026 Anticipated Award Date: April 7, 2026 Project Start: Immediately upon contract execution.

The City reserves the right to modify the procurement schedule, as necessary. All questions related to this Request for Proposals must be submitted through the Utah Public Procurement Place (U3P). Proposals must also be submitted electronically through U3P no later than the proposal submission deadline. Questions or proposals submitted outside of U3P will not be considered. It is the responsibility of interested parties to monitor the Utah Public Procurement Place (U3P) for any updates, addenda, or modifications to this RFP. The City is not responsible for notifying individual vendors of changes.

1. Introduction Ogden Valley City (“City”), a newly incorporated municipality in Weber County, Utah, is soliciting proposals from qualified firms to implement, administer, and operate the City’s building permit and inspection program. The selected consultant will assist with the transition from Weber County, implement permitting software and administrative processes, and provide ongoing building permit administration, plan review, and inspection services on behalf of the City.

Weber County currently administers building permit services within the City boundaries. Ogden Valley City intends to transition these services from the County and establish a compliant, efficient, and sustainable municipal permitting and inspection program.

The City does not intend to hire internal staff for permit administration at this time and seeks a qualified firm to assist with transition, software implementation, fee development, process creation, and ongoing services.

2. Background Ogden Valley City is a newly incorporated municipality located in Weber County, Utah. Currently, building permits and related inspections are administered by Weber County.

The City intends to assume responsibility for building permit administration and will require coordination with Weber County for data transfer, active permit management, records access, inspection continuity, and public communication.

3. Project Objectives Successfully transition permitting authority from Weber County.

Establish a fully operational municipal permitting and inspection program that provides ongoing services to residents, contractors and the City.

Implement appropriate permitting software. The software must support building permit administration. Software platforms that provide optional modules for business licensing, special events permitting, and excavation permitting are preferred to allow for potential future expansion of City services.

Develop a defensible and sustainable fee structure.

Create documented workflows and compliance procedures.

Ensure continuity of service to residents and contractors.

4. Scope of Services A. Transition Planning & County Coordination Develop a transition plan in coordination with Weber County.

Coordinate transfer of records and permit data.

Develop strategy for handling active permits during transition.

Assist in drafting interlocal agreements if required.

Develop public communication plan.

B. Software Evaluation & Implementation Evaluate and recommend cloud-based permitting software.

Assist with procurement and vendor coordination.

Configure system workflows and online payment processing.

Assist with data migration from Weber County.

Configure the system to ensure the City maintains administrative ownership of the permitting platform, including full access to data, reporting, and administrative controls independent of the selected consultant.

C. Fee Study & Rate Development Conduct cost-of-service analysis that includes documented anticipated staffing levels, software costs, inspection workloads, and administrative overhead necessary to ensure the fee schedule recovers the cost of providing building permit services.

Develop and implement a recommended fee schedule.

Provide supporting documentation for adoption.

D. Process Development Develop end-to-end permit workflows and documentation.

Create standard forms and templates.

The proposer shall assist the City in establishing the legal appointment of the Building Official through ordinance or administrative designation as required by Utah law.

Provide recommended Ordinance to enable permitting, fee collection and inspections.

Assist the City in reviewing and adopting the Utah State Construction Code and recommended local amendments, including preparation of draft ordinances for City Council consideration.

E. Provide Ongoing Services The selected consultant shall provide ongoing building permit administration services on behalf of the City, including but not limited to:

Plan review, building inspections and inspection scheduling.

Permit issuance and compliance tracking.

Ongoing administrative management.

Certificate of occupancy and final inspection approvals.

Permit record management and reporting.

Acting as the City’s Building Official through a qualified licensed individual.

5. Minimum Qualifications Experience implementing municipal permitting software.

Knowledge of Utah State building code requirements.

Experience creating municipal fee schedules and rate analysis.

Provide fully qualified Building Official with all current licenses who will function as the City Building Official.

Proposers must demonstrate the ability to provide sufficient staffing and capacity to deliver timely plan review and inspection services. Proposals shall identify the number of staff assigned to the project, their roles, certifications, and expected availability to serve Ogden Valley City. The City expects inspections to typically be available within one to two business days and plan review timelines consistent with Utah State Code requirements.

6. Proposal Requirements Firm overview and relevant municipal experience.

Project team qualifications and certifications.

At least three comparable municipal references.

Software recommendations and implementation plan.

Estimated project timeline (anticipated 4 months).

Proposals shall include pricing for both the initial implementation and transition phase as well as ongoing annual or per-permit service costs for administering the City’s building permit and inspection program.

7. Evaluation Criteria (See Exhibit A) Qualifications of project team.

Quality of implementation approach.

Cost and value.

References.

8. Reservation of Rights Ogden Valley City reserves the right to reject any or all proposals, waive informalities or minor irregularities in proposals received, and accept any proposal deemed to be in the best interest of the City.

The City reserves the right to request clarification of any proposal, request additional information from proposers, conduct interviews, and negotiate scope or pricing with the highest-ranked proposer prior to final contract award.

Issuance of this Request for Proposals does not commit the City to award a contract or to pay any costs incurred in the preparation of proposals. The City reserves the right to cancel or modify this procurement at any time if it is determined to be in the City’s best interest.

Ogden Valley City Proposal Evaluation Criteria & Scoring Methodology Building Permit Administration, Implementation & Transition Services

1. Evaluation Process Proposals shall be evaluated in accordance with the Utah Procurement Code (Title 63G, Chapter 6a) and Ogden Valley City procurement policies. An evaluation committee appointed by the City will independently review and score proposals.

Each proposal shall be evaluated based on the criteria and point allocations set forth below. Each evaluation committee member will independently score proposals prior to committee discussion. Following discussion, the committee may adjust individual scores to reflect information gained during deliberations. A final consensus score will be documented. All evaluation materials shall be retained in the procurement file in accordance with Utah Procurement Code requirements.

The maximum total score available is 100 points.

2. Evaluation Criteria and Point Allocation

3. Detailed Evaluation Criteria

1. Qualifications of Project Team (30 Points) The City will evaluate:

Experience with municipal building permit administration.

Experience transitioning services from county to municipality.

Utah-specific regulatory knowledge.

Relevant certifications (ICC, PMP, AICP, etc.).

Demonstrated success with similar municipalities.

Scoring Guidance:

26–30 Points: Exceptional qualifications and directly comparable experience.

20–25 Points: Strong qualifications with relevant municipal experience.

14–19 Points: Moderate qualifications; limited transition experience.

0–13 Points: Limited relevant experience.

2. Quality of Implementation Approach (30 Points) The City will evaluate:

Transition coordination with Weber County.

Strategy for handling active permits.

Software implementation plan.

Risk mitigation strategy.

Timeline realism.

Training and knowledge transfer plan.

Scoring Guidance:

26–30 Points: Comprehensive, detailed plan with clear milestones.

20–25 Points: Clear and workable plan with minor gaps.

14–19 Points: General approach but lacks detail.

0–13 Points: Vague or unrealistic implementation plan.

3. Cost and Value (25 Points) The City will evaluate:

Total project cost.

Clarity and transparency of pricing.

Breakdown of tasks and deliverables.

Reasonableness of optional ongoing services.

Long-term sustainability.

Cost will be considered as one component of the evaluation; however, the City is not required to select the lowest-cost proposal. Proposals will be evaluated using a best-value evaluation method based on the criteria and point allocations identified below.

Best Value Scoring Guidance:

21–25 Points: Competitive pricing with strong value.

16–20 Points: Reasonable pricing.

10–15 Points: Higher cost with limited justification.

0–9 Points: Excessive or unclear pricing.

4. References (15 Points) The City will evaluate:

Similarity of past projects.

Performance on municipal transitions.

Timeliness and budget adherence.

Client satisfaction.

Responsiveness and professionalism.

Scoring Guidance:

13–15 Points: Strong municipal references with highly comparable projects.

10–12 Points: Positive references with relevant experience.

6–9 Points: Mixed or limited references.

0–5 Points: Weak or insufficient references.

4. Interviews (If Applicable) The City reserves the right to invite top-ranked proposers to participate in interviews or presentations. If interviews are conducted, the City may re-score proposals and negotiate scope and pricing with the highest-ranked proposer.

5. Award Recommendation The contract will be awarded to the highest-scoring responsive and responsible proposer whose proposal is determined to be in the best interest of Ogden Valley City.

The City reserves the right to reject any or all proposals, waive informalities, request clarification, and negotiate final scope and pricing.