2108 RFP Documents.pdf

County of Kenosha

Request for Proposals (RFP) #2108

New Permit System

Direct all replies to:

County of Kenosha Clerk of the Courts - Attn: Rebecca Matoska-Mentink

Kenosha County Courthouse Room 204

912 56th Street

Kenosha, WI 53140

Note: Do not direct questions to the Clerk of Courts Office

PROPOSAL PUBLISHED:

3/30/2021

SEALED PROPOSALS MUST BE RECEIVED NO LATER THAN:

5/6/2021 at 3:00 PM, CDT

PRE-PROPOSAL CONFERENCE CALL FOR ALL PROPOSERS

Call 1-262-925-8060, ID: 6776#, Access Code: 6776#

4/8/2021 from 11:00 AM to 12:00 PM (Central Time)

Request for Proposals for New Permit System Kenosha County, Wisconsin

RFP #2108 Page: 1

TABLE OF CONTENTS

SECTION 1. RFP INTRODUCTION

1.1. Overview

1.2. Current System High-Level Design

1.3. About the Project

1.4. About Kenosha County, WI

1.5. Notice to Proposers

1.6. Conditions

1.6.1 Joint Proposal

1.6.2 Primary Firm

1.6.3 Pricing

1.6.4 Proposal Validity

1.7. County’s Rights Reserved

1.7.1 Reservation of Rights

1.7.2 Multiple Contracts

1.7.3 Right of Rejection

1.7.4 Modification

1.7.5 Additional Information and Scope

1.7.6 Committal

1.7.7 Property

1.7.8 Expenses

1.8. Communication Regarding the RFP

1.9. Inquires and Requests for Clarification

1.9.1 Contact

1.9.2 Clarifications

1.9.3 Inquiries

1.9.4 Changes to Proposals

1.10. Pre-Proposal Conference

1.11. Procurement Schedule

1.12. Evaluation Criteria

1.13. Proposal Submission Instructions

1.13.1 Submittal

1.13.2 Compliance

1.13.3 Signature

1.13.4 Submittal

1.13.5 Submittal Checklist

1.13.6 Organization of Proposal

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1.13.7 Format of Electronic Submission

SECTION 2. PROJECT SCOPE

2.1. Project Scope Overview

2.2. Project Goals

2.3. Project Timeline

2.4. Implementation Approach

2.4.1 Project Management

2.4.2 Knowledge Transfer

2.4.3 System Design

2.4.4 Build

2.4.5 Conversion

2.4.6 Testing

2.4.7 Go Live and Support

2.5. Interfaces

2.6. Project Staffing

2.7. Statement of Work

2.8. User and record volumes

2.8.1 Current User quantities

2.8.2 estimated yearly record volumes

SECTION 3. DETAILED SUBMITTAL REQUIREMENTS

3.1. Summary and Overall Scope

3.1.1 Proposal Section 1.0 ― Introduction

3.1.2 Proposal Section 2.0 ― Proposer Team

3.2. Requirements

3.2.1 Proposal Section 3.0 ― System Requirements

3.3. Software Proposal

3.3.1 Proposal Section 4.0 ― Software Products

3.4. Technical Design

3.4.1 Proposal Section 5.0 ― Technical Requirements

3.5. Professional Service Proposal

3.5.1 Proposal Section 6.0 ― Implementation Team

3.5.2 Proposal Section 7.0 ― Implementation Approach

3.5.3 Proposal Section 8.0 ― Implementation Terms and Conditions

3.6. Price Proposal

3.6.1 Proposal Section 9.0 — Price Format

SECTION 4. SECTION 4: ATTACHMENTS

Attachment 1 - RFP Submittal Checklist

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Attachment 2 - Signature Page

Attachment 3 - Proposer Statement

Attachment 4 - General Solution Technology Information

Attachment 5 - Proposer and Solution Information

Attachment 6 - Partner Reference Form

Attachment 7 - Level of Effort

Attachment 8 - System Requirements (Functional, Non-Functional)

Attachment 9 - Cost

Attachment 10 - Saas Solution Description

Attachment 11 - Web Solution Description

Attachment 12 - Client-Server Solution Description

Attachment 13 - Partnering Firm Information

Attachment 14 - Key Reports

SECTION 1. RFP INTRODUCTION

1.1. OVERVIEW

Kenosha County, Wisconsin (hereafter referred to as “the County”) is requesting solicitations from experienced Proposers who meet the qualifications and specifications set forth herein to submit proposals for a new Permit system. The County is considering all technology deployment strategies (On-

Premise, Hosted, SaaS) for this procurement.

The scope of the desired solution includes the following:

New Permit System

Customer Portal Interface

Sanitary Maintenance System

Payment Gateway Services

Integration with enterprise document repository platform

Integration with Parcel Information system data

Integration with GIS system

Conversion of current system permit, project, code violation, and Sanitary

Maintenance information

Replication of critical reports

(management/operational reports, emails, forms, and letters)

1.2. CURRENT SYSTEM HIGH-LEVEL DESIGN

1.3. ABOUT THE PROJECT

Kenosha County implemented a computerized Permit System in 2010. In 2013, the need for a Sanitary

Maintenance system soon followed and an in-house system was built that integrates with the existing

Permit System database.

The existing permit system is at its end-of-life in its current design, and an upgrade to the new version will take significant effort. The County would like to evaluate other solutions to determine the most appropriate solution as our next Permit System.

The New Permit System project is being sponsored by the Kenosha County Planning & Development department and facilitated by Kenosha County Information Technology.

1.4. ABOUT KENOSHA COUNTY, WI

The County, organized in 1850, is governed by 23 Board Supervisors. Each Supervisor is elected for a two-year term. The County Board is responsible for legislation and policy while the County Executive is

RFP #2108 Page: 2 charged with the execution of the policies and the overall administration of the County government.

The County Board consists of several committees.

Background Statistics – for Fiscal 2020

Population 169,561

Operating Budget $264,308,465

Funded Full-Time Equivalents (FTEs) 1,054

Fiscal Year January – December

1.5. NOTICE TO PROPOSERS

Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the County, or legally obligate the Proposer to more than it may realize. Information obtained by the Proposer from any officer, agent or employee of the County shall not affect the risks or obligations assumed by the Proposer or relieve the Proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Attempts by or on behalf of a Proposer to contact or to influence any member of the selection committee, any member of the County Board, or any employee of the

County with regard to the acceptance of a proposal may lead to elimination of that Proposer from further consideration. Only the format described in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted proposal.

1.6. CONDITIONS

1.6.1 JOINT PROPOSAL

If all RFP requirements are not met with products and services provided by one firm, proposers are encouraged to partner with another firm to submit a joint proposal. Failure to meet all requirements will not disqualify a firm. However, the County will evaluate each proposal to determine if its overall fit is in the best interests of the County.

1.6.2 PRIMARY FIRM

If multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation of all partners included in the joint proposal.

1.6.3 PRICING

Pricing must be submitted on a fixed fee basis upon completion of pre-identified “milestones.” For implementation services under a milestone arrangement, the vendor shall invoice the County when the

County has accepted the Services included as requirements for each milestone. The scope of the project, RFP #2108 Page: 3 including the milestones, will be defined by the statement of work that describes both functional requirements of the software and business process expectations.

1.6.4 PROPOSAL VALIDITY

All proposals and any subsequent clarification or response to the County’s questions shall be valid for a minimum of 180 days.

1.7. COUNTY’S RIGHTS RESERVED

1.7.1 RESERVATION OF RIGHTS

The County reserves the right to select the proposal(s) which in its sole judgment best meets the needs of the County. The County has established a Selection Committee that will make a recommendation to the County Board. The County will select the best products and services for the best value.

1.7.2 MULTIPLE CONTRACTS

The County reserves the right to award multiple contracts from this RFP.

1.7.3 RIGHT OF REJECTION

The County reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the County to be in the County’s best interest.

1.7.4 MODIFICATION

The County may modify this RFP by issuance of one or more written addenda.

1.7.5 ADDITIONAL INFORMATION AND SCOPE

The County reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the County reserves the right to remove or add functionality (i.e., modules, components, or services) until the final contract signing.

1.7.6 COMMITTAL

This RFP does not commit the County to award a contract.

1.7.7 PROPERTY

All proposals submitted in response to this RFP become the property of the County and public records, and as such, may be subject to public review. Proposers concerned with release of proprietary or confidential information are encouraged to not submit that information in the proposal.

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1.7.8 EXPENSES

The County shall not be liable for any pre-contractual expenses incurred by prospective Proposers, including but not limited to costs incurred in the preparation or submission of proposals. The County shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

1.8. COMMUNICATION REGARDING THE RFP

All communication from prospective proposers regarding this RFP must be in writing by email to the address listed in Section 1.9 Inquires and Requests for Clarification below. Communication by telephone or in person will not be accepted.

Attempts by or on behalf of a prospective or existing Proposer to contact or to influence any member of the Selection committee, the ITSC, any member of the County Board or any employee of the County regarding the acceptance of a proposal may lead to elimination of that Proposer from further consideration.

1.9. INQUIRES AND REQUESTS FOR CLARIFICATION

1.9.1 CONTACT

To maintain fairness in the process, inquiries concerning this procurement, including questions related to technical issues are to be directed through email to the following contact:

Contact:

Matthew Fleming

Title: Purchasing Director

Email: matt.fleming@kenoshacounty.org

Questions over the phone will not be accepted.

1.9.2 CLARIFICATIONS

All questions concerning the RFP must reference the RFP section heading. Answers to questions will be provided via written addendum and posted on the VendorNet website (https://vendornet.wi.gov).

No verbal or written information, which is obtained other than through this Request for Proposals or its addenda, shall be binding on Kenosha County.

1.9.3 INQUIRIES

Inquiries or requests for clarification submitted prior to the pre-proposal conference may be addressed at the pre-proposal vendor conference. Additional inquires or requests for clarification will be accepted until the deadline established in Section 1.10 Procurement Schedule.

https://vendornet.wi.gov/

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1.9.4 CHANGES TO PROPOSALS

Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes and withdrawals must be submitted in writing and received by the County prior to the deadline for proposals. After the deadline for proposals, no change in prices or other provisions prejudicial to the interest of the County or fair competition shall be permitted.

1.10. PRE-PROPOSAL CONFERENCE

A pre-proposal vendor conference will be held via phone on the date and time established in Section

1.11-Procurement Schedule. Attendance at the pre-proposal conference is non-mandatory.

Answers to questions submitted prior to the conference and answers to all questions asked at the pre-proposal meeting will be officially answered by addendum after the meeting. Any comments by

Kenosha County are not official until published via the posted addendum.

1.11. PROCUREMENT SCHEDULE

The County reserves the right to change the procurement schedule. If changes are made, proposers will be notified by the County in the form of an addendum to this RFP.

The expected procurement schedule is listed below:

Schedule Item Date and Time Due (CT) RFP Released March 30, 2021 (Tue)

Non-mandatory Pre-proposal Conference Call April 08, 2021 (Thu) 11:00 AM

Deadline to Accept Questions and Requests for Clarification on the RFP April 13, 2021 (Tue) 4:00 PM

Answers to Submitted Questions Provided April 20, 2021 (Tue) 2:00 PM

Proposals Due May 06, 2021 (Thu) 3:00 PM

Initial Proposer Interviews May 13, 2021 (Thu)

Elevate for Demonstrations/Interviews May 18, 2021 (Tue)

One-Day Software Demonstrations/Interviews June 01, 2021 (Tue)

Elevate and Notify Semifinalist or Finalist Proposer(s) June 07, 2021 (Mon)

Discovery Sessions Completed (Half Days per Elevated Proposer if Necessary)

June 14, 2021 (Mon)

Finalist Selected June 17, 2021 (Thu)

Complete Contract Negotiations and Statement of Work (SOW) June 30, 2021 (Wed)

Implementation Begins July, 2021

1.12. EVALUATION CRITERIA

The County will review all proposals received as part of a documented evaluation process. For each decision point in the process, the County will evaluate Proposers according to specific criteria and will

RFP #2108 Page: 6 then elevate a certain number of proposers to compete in the next level. Proposers not previously elevated may be elevated at a later date.

The sole purpose of the proposal evaluation process is to determine which solution best meets the

County’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected Proposer can provide and has proposed the best solution for the County’s current and future needs based on the information available and the County’s best efforts of determination.

The proposal evaluation criteria, which will be developed by the County prior to opening of proposals, should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the County. The County expects that evaluation criteria will focus on major risk areas for enterprise software implementations and include, but not be limited to the following:

Written Proposal Assessment 40% o Overall Understanding of Project o Functionality o Implementation Approach o Quality of Proposal

Software Demonstrations and Interviews 50% o Quality of Team o Functionality o Technology o Implementation Approach

Cost 10%

The County reserves the right to determine the suitability of proposals based on any or all of these criteria or other criteria not included in the above list. The County’s evaluation team will then make a recommendation to be approved by the County’s project steering committee to elevate proposals for software demonstrations, discovery, and final contract negotiations.

1.13. PROPOSAL SUBMISSION INSTRUCTIONS

1.13.1 SUBMITTAL

Proposals are to be submitted to the Kenosha County representative listed below by the proposal due date listed in Section 1.11-Procurement Schedule. Late submissions will not be accepted.

Submittal Address:

County of Kenosha Clerk of the Courts - Attn: Rebecca Matoska-Mentink

Kenosha County Courthouse Room 204

912 56th Street

Kenosha, WI 53140

Note: Do not direct questions to the Clerk of Courts office

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1.13.2 COMPLIANCE

Failure to comply with the requirements of this RFP may result in disqualification. Proposals received subsequent to the time and date specified above will not be considered.

1.13.3 SIGNATURE

Signature of the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein.

1.13.4 SUBMITTAL

Proposers are required to submit one master hard copy, three (3) identical hard copies, and one electronic copy of the proposal on a USB drive in a sealed package that is clearly labeled in the Subject

Line with the proposer’s company name and the RFP name.

1.13.5 SUBMITTAL CHECKLIST

Use Attachment 1 — RFP Submittal Checklist to ensure that all required documents, forms, and attachments have been completed and submitted as instructed.

Upon submission, all proposals shall be treated as confidential documents until the selection process is completed. All proposals and supporting documents become public information after an award has been made and are available for public inspection by the public in accordance with State of Wisconsin public records statutes.

1.13.6 ORGANIZATION OF PROPOSAL

The proposal must be organized into major sections defined in Section 3 - Detailed Submittal

Requirements. Any required attachments must be included in the proper section as indicated by the instructions.

1.13.7 FORMAT OF ELECTRONIC SUBMISSION

Proposers must provide electronic copies of all files on a USB drive or similar device using the following file formats. Attachments listed in the table below as “Any” do not have a required file format and may be supplied in either the original file format or PDF.

RFP Section Attachment Required File Format

Section 3 Attachment 1 - RFP Submittal Checklist N/A

Section 3 Attachment 2 - Signature Page Any

Section 3 Attachment 3 - Proposer Statement Any

Section 3 Attachment 4 - General Solution Technology Information Any

Section 3 Attachment 5 - Proposer and Solution Information Any

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RFP Section Attachment Required File Format

Section 3 Attachment 6 - Partner Reference Form Any

Section 3 Attachment 7 - Level of Effort Microsoft .xlsx

Section 3 Attachment 8 - System Requirements (Functional, Non- Functional)

Any

Section 3 Attachment 9 - Cost Microsoft .xlsx

Section 3 Attachment 10 - Saas Solution Description Any

Section 3 Attachment 11 - Web Solution Description Any

Section 3 Attachment 12 - Client-Server Solution Description Any

Section 3 Attachment 13 - Partnering Firm Information Any

Section 3 Attachment 14 - Key Reports Any

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SECTION 2. PROJECT SCOPE

2.1. PROJECT SCOPE OVERVIEW

The overall project scope for the project is defined in Sections 2.2. through 2.4 below. The scope includes software, implementation and other ongoing services.

The overall project scope includes the business categories as shown in Section 1, 1.1-Overview on page

1.

2.2. PROJECT GOALS

The County is looking to upgrade its permit system to improve the user experience for both staff and customers when requesting and viewing online Permits. The Planning & Development department is looking to add new abilities and functions beyond what the current system provides, including the capability to allow more users, have better access for work-from-anywhere situations, better reporting, enabling the viewing of electronic documentation stored in the County’s enterprise document storage platform (Laserfiche), and potentially allow the County to service surrounding municipalities’ permitting needs.

2.3. PROJECT TIMELINE

The new permit system solution is expected to be implemented per the schedule defined in section

1.11-Procurement Schedule on page 5.

Due to pandemic safeguards, the County is prepared to have consultants complete work remotely.

Proposers should communicate realistic timelines to both successfully implement the proposed solution and to guide the County in achieving its stated goals.

2.4. IMPLEMENTATION APPROACH

The County understands that each Proposer may take a different approach to implementation.

However, to better compare different approaches and to ensure that essential components of the implementation are proposed, the County requires that all Proposers use the definitions below when describing implementation activities. Similarly, the County will require that Proposers provide tasks in their response to meet both the stage requirements and deliverables contained below. When completing responses required in Section 3-Detailed Submittal Requirements of this RFP, use definitions listed within the section.

2.4.1 PROJECT MANAGEMENT

Proposer will be responsible for providing overall coordination and management of the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:

• Project Plan

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• Status Reports

• Requirements Traceability

2.4.2 KNOWLEDGE TRANSFER

Proposer will be responsible for ensuring that the County’s core team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. Knowledge transfer stage will include all core team training.

Specific deliverables expected during this stage include:

• Project Team Training Plan

• Generic System Documentation

2.4.3 SYSTEM DESIGN

Proposer will be responsible for facilitating process to define how the system will be used to meet the

County’s business process requirements and project goals. As part of the design, the County expects to engage in discussions around how to use the system most effectively, what changes in business process are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:

• Requirements Traceability Document

2.4.4 BUILD

After completing design and after the County has made decisions on both business process and system configurations, the County expects that the Proposer and County staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:

• As-built Documentation

• Test Scripts

2.4.5 CONVERSION

Proposer will be expected to develop a data conversion strategy for the project and implement the recommendations. County staff will work with the Proposer Team to extract data from legacy applications and to map the data into the Proposer tools. The Proposer, in turn, will be responsible for loading the converted data and confirming the successful load of the data. Specific deliverables expected during this stage include:

• Conversion Plan

• Converted Data Acceptance

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2.4.6 TESTING

Throughout the process, the County expects to engage in execution of a formal test plan. The test plan will be developed during the project and include testing approach, roles and responsibilities for testing, and clear deadlines and expectations around testing effort. The County expects to engage in pilot testing

(if appropriate), unit testing, regression testing, integration testing, parallel testing, and user acceptance testing. Specific deliverables expected during this stage include:

• Testing Plan

• Testing Acceptance

• Cutover Plan

2.4.7 GO LIVE AND SUPPORT

At time for go-live, the County expects that the Proposer will assist with end-user training, work to prepare a cutover plan, and assist with the transition to the new software. Included with go-live could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:

• Training Plan

• End-user Training Materials

• Final Acceptance Documentation

2.5. INTERFACES

Interface requirements have been included in with the functional requirements. Proposers should respond to each functional requirement, including the interface requirements, to identify the proposed scope. Any positive response (as defined in Attachment 8 - - System Requirements (Functional, Non-

Functional)) is considered to be in-scope and all pricing for the proposed scope included in the submitted milestone pricing. Interfaces to the County’s existing systems are critical to the project success. It is expected that the project will include an interface to the following external systems or third-party organizations:

Interface Business Process

LaserFiche Enterprise Document Storage Platform for storing digital documents (eg: surveys, supporting documents, etc)

ESRI Geographic Information System (GIS) for various parcel mapping functions

GCS (LandNav) Land Records System (Parcel / Property data)

Payment Processing Gateway For processing credit card transactions

AX Dynamics GL Entries (currently exported to file to be imported into ERP system (AX)

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Interface Business Process

Office365 Email and Office Suite

Azure AD User Authentication

2.6. PROJECT STAFFING

The County will make every effort to staff the project appropriately and understands that staffing a project is important to its success. The County has staffed the project with small teams of one to two individuals that represent key stakeholder groups for each functional area. These process improvement teams have been working to establish project goals, discuss improvement opportunities, and ready the

County for implementation. It is expected that all will be involved as the “core” team moving forward with the project. Each core team will have a lead individual identified, but all are expected to participate in the project. The County has identified and estimated resources for the project as shown in the chart below. It is expected that your proposal will identify and estimate all needed resources for a successful implementation.

Assumed Role (County Staff) Qty Resources * Est. FTE / each *

Project Manager 1 .50

Development Lead 1 .25

Technology Lead 1 .25

Business Area SME 2 .30

Business Area Sponsor 1 .1

Business Area User Testers 3 .50

Actual FTE allocations will vary based on proposer project implementation plan and actual needs per project phase; Kenosha County will allocate required resources as needed, within practical limits.

2.7. STATEMENT OF WORK

The County will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the County deems necessary:

• Project Scope

• Project Milestones

• Project Deliverables

• High Level Project Schedule (Listing of Phases and Go Live Dates)

• Project Resources

• Project Roles and Responsibilities

• Quality Assurance and Testing Procedures

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• Project Change Control Procedures

• Price

2.8. USER AND RECORD VOLUMES

The following user and device counts are expected for the new permit system.

2.8.1 CURRENT USER QUANTITIES

Department Admin

View

Only End User Totals

ADMINISTRATION 2 2

FINANCIAL 8 3 11

GIS 2 2

INFO TECHNOLOGY 4 4

PLANNING/ZONING 2 12 14

SANITATION 1 5 6

SERVICE PROVIDERS 21 21

Other 3 3

Grand Total 10 8 45 63

2.8.2 ESTIMATED YEARLY RECORD VOLUMES

Category Est Qty Note

PERMITS (per year)

Estimated zoning permits 350 *

Estimated sanitary permits 200

Estimated shoreland permits 5

Estimated stormwater permits 15

Estimated total permit records 570

PROJECTS (per year)

Estimated access review projects 5 **

Estimated admin review projects 5

Estimated affidavit of correction projects 5

Estimated certificate of compliance projects 5

Estimated comp. plan amendment projects 15

Estimated certified survey map projects 20

Estimated conditional use permit projects 15

Estimated daily register projects 365 ***

Estimated mine projects 3

Estimated plat projects 5

Estimated rezoning projects 20

Estimated site plan review projects 10

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Estimated temporary use permit projects 10

Estimated variance projects 10

Estimated total project records 505

Notes:

* this number is expected to rise once local building inspectors are incorporated into P&D staff; unknown exact increase, but maybe 20%.

** expected to rise once Division of Highways staff become more familiar with the software

(DoH asked requested this record type)

*** this record type may go away depending on how end-of-day financial reporting is conducted by the new software.

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SECTION 3. DETAILED SUBMITTAL REQUIREMENTS

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals must address the following questions and contain the following sections.

3.1. SUMMARY AND OVERALL SCOPE

3.1.1 PROPOSAL SECTION 1.0 ― INTRODUCTION

The introductory material should include a title page with the RFP name, name of the proposer, address, contact information, the date, a letter of transmittal, and a table of contents. The executive summary should be limited to a brief narrative summarizing the proposal.

1) Complete Attachment 1 - RFP Submittal Checklist

2) Complete Attachment 2 - Signature Page

3) Complete Attachment 3 - Proposer Statement

4) Complete Attachment 5 - Proposer and Solution Information

3.1.2 PROPOSAL SECTION 2.0 ― PROPOSER TEAM

This section of the proposal should identify the proposed implementation team, including all partnering firms, included in the proposal and any necessary third-party products or firms required or recommended for the County.

1) Identify and provide a concise summary of all firms providing software or professional services as part of this proposal.

2) Identify all contract documents that would be required if the proposal is identified as finalist.

3) Complete Attachment 13 - Partnering Firm Information for each partnering firm

3.2. REQUIREMENTS

3.2.1 PROPOSAL SECTION 3.0 ― SYSTEM REQUIREMENTS

This section describes the software and implementation scope of the overall project and the requirements for each functional and non-functional area, as detailed in Attachment 8 - System

Requirements (Functional, Non-Functional).

Responses to the requirements shall be completed to identify the capability of the software and the scope of the implementation.

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For each detail Requirement, there is a specific list of Responses options that must be used. The official list of these response options is detailed in the very top portion of Attachment 8 - System Requirements

(Functional, Non-Functional). A summary of these codes is listed below:

Response Description

Y-OOB Supported as delivered "out-of-the-box"

Y-CSTZ, Y-MOD,

Y-FUT

Supported via customization (changes to source code), modification, or enhancement in the future

Y- INT, Y- AO, Y-

3RD

Supported via an integrated partner solution, an add-on product, or a non-integrated 3rd-party product

N Not supported

• Complete System Requirements (Functional, Non-Functional)

The Requirements document format is generally:

o Business Function

Process Requirements

Data Requirements

It is acknowledged that the data requirements sections significantly increase the size of the requirements list. Kenosha County added these data sections to highlight the data fields being captured in the County’s current system, and all of the data fields have their purpose. Some data may be repeated in more than one section, but overall duplication was minimized as much as possible. It is believed that the data sections should take a significant amount of time or effort.

• Failure to provide some requirements or excluding some requirements from scope will not eliminate the proposer from contention. The County will evaluate the proposal as a whole, including price and value comparisons when evaluating proposals.

• The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery, configuration, and implementation of all positive responses

(every response except “N”).

• All responses which are marked with any “Y” option will be considered to be included in the scope, and the cost proposal and all other information submitted in this proposal should reflect this.

• For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate with one of the upcoming enhancement/change or future feature response codes, and provide more detail in the comments field.

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3.3. SOFTWARE PROPOSAL

3.3.1 PROPOSAL SECTION 4.0 ― SOFTWARE PRODUCTS

This section should provide information on the proposed software scope, and functional description of the software.

1) List and describe all proposed software products that will be delivered as part of the project, including third party products.

2) Identify any licenses, hardware, or other products not included in this proposal that would be required to operate any of the proposed solutions contained in this proposal.

3) Describe the technical environment necessary for this software for any products that are to be hosted by the County.

4) Identify the security standards maintained in the data center and with the software. Please provide information on certification or audit process for each.

5) Provide information on proposed disaster recovery services.

3.4. TECHNICAL DESIGN

3.4.1 PROPOSAL SECTION 5.0 ― TECHNICAL REQUIREMENTS

This section of the proposal should identify any technical requirements for operating the system and describe the key attributes of the Proposer’s proposed delivery services.

1) Complete Attachment 4 - General Solution Technology Information

2) For each architecture being proposed:

a. SaaS solution, complete Attachment 10 - Saas Solution Description,

b. Web solution, complete Attachment 11 - Web Solution Description

c. Client-Server solution, complete Attachment 12 - Client-Server Solution Description

3) For each solution type, include the Proposed Service Level Agreement section.

4) Describe proposed services for hosting including:

o Information on the specific hosting services provided o Service desk support services o User setup, authentication and management processes o Application support o Operational support services o Technology infrastructure services o Disaster recovery o Will all products (including third-party) be hosted through the same provider?

o Will the County need to host anything on its servers? If yes, what would be required?

5) Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.

RFP #2108 Page: 18 o Additional Users and Modules ― The County will require “price protection” for a minimum of two years from the effective date of the agreement for additional County users and modules that are listed in the proposal but are not initially purchased.

o Audit or Growth Fees ― Pricing for the software’s initial term will be free from any expansion fees or reconciliations resulting from Proposer audit of user counts.

3.5. PROFESSIONAL SERVICE PROPOSAL

3.5.1 PROPOSAL SECTION 6.0 ― IMPLEMENTATION TEAM

This section should describe the proposed project team including the consultants proposed to provide services for the County.

1) Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the County.

2) How many staff will the Proposer have assigned to the project?

3) What is the approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site?

4) What are the major roles and responsibilities for each resource?

5) Complete Attachment 5 - Proposer and Solution Information

6) Complete Attachment 6 - Partner Reference Form for each firm involved in the project, including Proposer and any partnering firms. Three (3) references are required for each firm.

7) Complete Attachment 7 - Level of Effort

3.5.2 PROPOSAL SECTION 7.0 ― IMPLEMENTATION APPROACH

This section should describe the proposed implementation plan. Proposers should reference Section 2-

Project Scope for more information on the project scope, goals, and implementation effort.

1) Provide a detailed plan for implementing the proposed system. This information must include:

o Confirm completion of key tasks and deliverables as defined in Section 2-Project Scope of this RFP.

o Description of implementation tasks and activities.

o Description of key deliverables (and how they relate to the implementation approach and activities).

2) Explain proposed project management services including:

o Role of the Proposer project manager o Expected role of the County project manager o On-site presence of Proposer project manager o Proposed quality assurance procedures

3) Explain the expected County staffing for the project including:

RFP #2108 Page: 19 o Assumed participation in the project (average portion of FTE). This should include all time spent working on the project (including time spent with and without vendor consultants).

o Assumptions about prior skills and competencies of resources.

4) Identify proposed data conversions:

o Provide information on the scope of the data conversion and the approach for migrating data to the new system o Identify County role in assisting to convert data

5) Identify interfaces:

o Please confirm your understanding of the interfaces included in the scope and identify how you have proposed meeting each requirement.

o Use of project collaboration site

3.5.3 PROPOSAL SECTION 8.0 ― IMPLEMENTATION TERMS AND CONDITIONS

This section asks for proposers to accept key terms and conditions for the project.

Confirm your acceptance with the following contract terms related to any software contracts resulting from this RFP. If the following terms are not accepted, please provide an alternative proposal.

• Key Personnel ― The County requires assurances as to the consistency and quality of Proposer staffing for its project. Key points of the County’s key personnel provision include: The County shall have the ability to interview and approve key personnel proposed by the Proposer and the

Proposer key personnel may not be removed from the project without the County’s approval.

• Warranty ― The Proposer will expressly warrant that all work will be performed by an adequate number of qualified individuals with suitable training, education, and experience and that all work performed and all deliverables, including the system itself will conform to the scope and specifications as stated in the RFP including the functional requirements for a period extending no less than 12 months after final acceptance.

• Ownership of Deliverables ― The proposer shall grant to the County ownership of any deliverable or provide an irrevocable license for the County to use the deliverable for its business purposes, including making copies, derivative works, or sharing with representatives from other peer governments.

• Hold Harmless ― Proposer shall hold harmless, defend and indemnify County and its officers, employees, agents, and volunteers, from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Contractor’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

RFP #2108 Page: 20

3.6. PRICE PROPOSAL

3.6.1 PROPOSAL SECTION 9.0 — PRICE FORMAT

Proposers shall submit price proposals using the format provided in Attachment 9 - Cost to this RFP.

1) Complete and submit Attachment 9 - Cost o All pricing must be submitted as fixed by milestone. Costs listed as “to-be-determined” or “estimated” will not be scored.

o Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major milestones. Please provide a schedule of all payments necessary to complete the proposed scope.

o All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable or task. Proposers are required to fill in deliverables and tasks under the provided headers (project initial knowledge transfer, process analysis, system design, system build, testing, training, and closure) Additional detail may be provided to further explain deliverable or task costs.

o Proposers should include all software modules and state any limitations on module use.

If no limitations are listed, the County will consider that pricing is based on full enterprise wide access for the County.

o Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.

RFP #2108 Page: 21

SECTION 4. SECTION 4: ATTACHMENTS

Attachment 1 - RFP SUBMITTAL CHECKLIST

Attachment 2 - SIGNATURE PAGE

Attachment 3 - PROPOSER STATEMENT

Attachment 4 - GENERAL SOLUTION TECHNOLOGY INFORMATION

Attachment 5 - PROPOSER AND SOLUTION INFORMATION

Attachment 6 - PARTNER REFERENCE FORM

Attachment 7 - LEVEL OF EFFORT

Attachment 8 - SYSTEM REQUIREMENTS (FUNCTIONAL, NON-FUNCTIONAL)

Attachment 9 - COST

Attachment 10 - SAAS SOLUTION DESCRIPTION

Attachment 11 - WEB SOLUTION DESCRIPTION

Attachment 12 - CLIENT-SERVER SOLUTION DESCRIPTION

Attachment 13 - PARTNERING FIRM INFORMATION

Attachment 14 - KEY REPORTS