25-019-1260 - Permit Rev Licens. Software - RFP.pdf

Procurement

1101 Eas t 2 n d Ave Durang o, CO 81301 (970 )382 -6433

La Plata County

Community Development

Request for Proposals (RFP)

Permitting, Review, and Licensing Software

RFP #: 25-019-1260

Let Date: June 27, 2025

Submittal Deadline: August 8, 2025, 10:00 AM MDT

Deliver responses to:

KHightower@lpcgov.org and SIwanicki@lpcgov.org

NOTICE: La Plata County will not be responsible for the authenticity or correctness of any information obtained in any manner other than through the media posted at

Rocky Mountain E-Purchasing System: www.bidnetdirect.com mailto:KHightower@lpcgov.org mailto:SIwanicki@lpcgov.org http://www.bidnetdirect.com/

INDEX

Legal Advertisement page 3

Request for Proposal Information page 4

Offeror/Contractor Qualifications page 4

Scope of Work and Specifications page 5

Solution Features and Functionality Tables A - G page 10

General Conditions page 15

Proposal Submittal Requirements page 16

Selection/Evaluation Process page 19

Evaluation Criteria page 20

Awardee Contract Requirements page 20

Business Information Form page 22

Colorado Open Records Act Notice Acknowledgment and Indemnification form page 23

La Plata County’s Sample Technology Agreement page 24

The following public notice was published in a newspaper of general circulation as required for this project:

La Plata County

Advertisement for Request for Proposals (RFP)

Community Development

Project #: 25-019-1260

Notice is hereby given that the La Plata County Board of County Commissioners (BOCC), through the La Plata

County Procurement Division, is seeking proposals from qualified technology services Contractors to provide a turnkey, comprehensive, and flexible licensing and permitting software solution.

Proposals must be received by the staff of the La Plata County Procurement Division no later than August

8, 2025, 10:00 AM MDT. Proposals shall be emailed, with the subject line stating “Permitting, Review, and

Licensing Software, RFP #25-019-1260” to: KHightower@lpcgov.org and SIwanicki@lpcgov.org.

Proposals received after the closing date and time will be rejected. (Note: Procurement will acknowledge receipt of your bid submittal within twenty-four hours; if you do not receive that confirmation, please contact

Procurement immediately.)

Specifications and/or supporting documents can be downloaded, at no charge, from Rocky Mountain E-

Purchasing System, https://www.bidnetdirect.com/colorado. In order to receive specifications, offerors must obtain the documents from the Rocky Mountain E-Purchasing System.

The County reserves the right to reject any and all responses, to waive any informalities and minor irregularities in responses, and to accept the response deemed, in its opinion, to be in the best interest of

La Plata County.

Refer questions regarding this RFP opportunity to KHightower@lpcgov.org and SIwanicki@lpcgov.org.

Generally, contracts will be awarded to the responsible and responsive offeror whose proposal: meets the requirements set forth in this RFP; is priced within the budgeted amount; and, represents the best overall value for the County. The contract shall be awarded by the Board of County Commissioners, County

Manager, or Procurement Manager.

This RFP will be conducted in accordance with the regulations set forth in the La Plata County

Procurement Code: http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-

Publish: July 2, 2025, and July 4, 2025

Distribution of Advertisement:

Original: Contract File

Newspaper: The Durango Herald

Website: www.bidnetdirect.com https://www.bidnetdirect.com/colorado mailto:KHightower@lpcgov.org mailto:SIwanicki@lpcgov.org http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-489 http://online.encodeplus.com/regs/la-plata-co/doc-viewer.aspx?tocid=092#secid-489 http://www.bidnetdirect.com/

REQUEST FOR PROPOSAL INFORMATION

1. Submittal specifications and supporting documents can be downloaded, at no charge, from

Rocky Mountain E-Purchasing System, www.bidnetdirect.com. In order to receive submittal specifications, respondents must obtain the documents from the Rocky Mountain

E-Purchasing System.

2. Questions regarding this Request for Proposals (RFP) must be received by close of business no later than seven calendar days prior to the Submittal Deadline; submit questions to:

KHightower@lpcgov.org and SIwanicki@lpcgov.org. Answers to all respondents’ questions or requests for additional information will be issued in the form of an Addendum.

Addenda, if any, may address additions to, deletions from, or changes to the requirements of the project or contract documents. Copies of each Addendum will be posted on the Rocky

Mountain E-Purchasing System, www.bidnetdirect.com. Respondents are advised to monitor the Rocky Mountain E-Purchasing System for any Addenda that may be posted.

Respondents shall acknowledge receipt of each Addendum in their submission, and each

Addendum shall be considered a part of the contract documents. Failure to acknowledge receipt of any Addendum issued may invalidate a submission as incomplete.

3. The County will not be responsible for the authenticity or correctness of oral interpretations of the RFP documents, including Addenda, or for information obtained in any manner other than through the media posted at Rocky Mountain E-Purchasing System. Respondents are expected to examine the Scope of Work, General Conditions, Addenda (if applicable), and all other instructions and information provided. Failure to do so will be at the respondent’s risk.

4. All bids (i.e., proposed pricing) shall remain in force for a period of seventy-five days (75) days after the date of the submittal deadline.

5. The County can participate in State of Colorado cooperative bids/agreements. If submitting a bid against an existing cooperative agreement, please provide contract name and number with your response.

6. Unless otherwise indicated, the prices shown in the bid/proposal shall not include taxes of any kind. La Plata County is exempt from all state taxation including state sales and use tax.

OFFEROR/CONTRACTOR QUALIFICATIONS

Offerors shall be experienced with and qualified to complete the work proposed, including holding any and all relevant, current licensure and/or certifications in said field, if applicable. It is strongly preferred that offerors will be able to demonstrate prior experience with the implementation of the proposed solution, exemplary training and customer services, as well as experience working with government entities within Colorado.

file://///fs02/ch_home$/HightowerK/RFQs%20IFBs%20some%20POs%20type%20biz/Steve%20-%20Project%20Review%20docs/www.bidnetdirect.com file://///fs02/ch_home$/HightowerK/RFQs%20IFBs%20some%20POs%20type%20biz/Steve%20-%20Project%20Review%20docs/www.bidnetdirect.com

SCOPE OF WORK AND SPECIFICATIONS

Notice is hereby given that the La Plata County Board of County Commissioners (BOCC), through the La

Plata County Procurement Division, is seeking proposals from qualified technology services

Contractors to provide a turnkey, comprehensive, and flexible licensing and permitting software solution.

Project Background/Current State

La Plata County has a population of approximately 56,000 and employs approximately 450 full-time employees in several facilities throughout the County. On average, the County provides 700 building permits with 5,360 inspections, 400 on-site wastewater treatment system (septic) permits with 800 inspections, 280 public works permits with an equal number of inspections, 200 planning permits, 170 code enforcement cases, and 45 liquor and marijuana licenses/renewals with an equal number of inspections annually. Currently, the County manages these processes/programs through multiple separate software solutions; the County wants to integrate these into a single software package.

Notes:

• Most technical specifications listed in this RFP are an expression of intent, not necessarily a restrictive list of must-meet requirements.

• The successful Offeror’s implementation of the new product must be completed by March 1, 2026, unless otherwise approved by the County. Proposals are expected to adhere to the

March 1 deadline.

Future State

The County seeks to replace its current licensing and permitting software solutions with a more comprehensive solution that better serves both staff and our community. The County is seeking a

Contractor that can provide a software solution for the County in a civic environment that includes building permits and plan review, planning projects to include plan review and project management, access and right-of-way permits, environmental health permits, code enforcement, licensing, inspections, a user-friendly portal, and other associated functions. Please note that the County, while not excluding alternatives, has a preference for a Software as a Service (SaaS) solution.

Additional consideration will be given to a Contractor providing the same platform configuration for digital review or a proven track record of accomplishment with a third-party plan review provider. The proposed solution should also be compatible with the County’s financial service software and our document management software (i.e., Tyler Munis, Laserfiche, and SharePoint).

Preference will be given to the Contractor that provides a comprehensive, effective proposed solution for the following criteria. The solution proposed shall be fully functional to meet all criteria listed and not be proposed as under development for future enhancement, except in the case that the software solution is being further developed to meet Colorado ADA compliance standards.

Interface Requirements

The web portal and proposed solution must be compliant with the State of Colorado’s new

ADA compliance requirements passed by Colorado House Bill 21-1110. Offerors shall describe their Web Content Accessibility Guidelines (WCAG) status and/or compliance strategy.

The proposed solution shall be expandable and modular so that additional enhancements can readily be incorporated in the future. It should be configurable without costly customization. It should be developed, tested, and maintained using a high-quality software development methodology for long-term reliability and technical efficiency. The solution needs to offer data integrity in a secure, redundant, always-available system with business continuity, disaster recovery, data backup, and restoration.

Training

Training is considered an essential element of this project. On-site training will be required by the successful Contractor for all users who will utilize the technologies. Training will need to be done in a sufficient manner so that appropriate staff will understand the vital functionalities of this system. In-person training is not required. A test and/or training-development environment must be provided so that training and testing of the software solution can be utilized without modification of the current/live environment/data. There are approximately 45 employees who require training in different levels of access to the software solution based on their use and department.

Customer Support

Customer service is a crucial aspect of this project. The successful Contractor will be required to provide responsive and knowledgeable customer support for all users of the new technologies.

Support must be accessible in a way that ensures staff can quickly resolve issues and receive guidance on using the system’s key features. While on-site support is not necessary, the Contractor must offer effective remote support channels, such as phone, email, or live chat, to address user inquiries and technical problems. It is essential that support staff clearly communicate verbally in

English to ensure clear and efficient assistance. Additionally, a dedicated support environment should be available, allowing staff to seek help and troubleshoot without affecting the live system or data. With approximately 45 employees utilizing the software at varying levels of access, customer service must be adaptable to address the diverse needs of different departments and user roles.

Timeline

La Plata County must complete the final phase of the implementation no later than March 1, 2026.

This would include all implementation steps, integration development, system testing, training, and any other steps identified by the successful offeror.

Additional Information

1. Neither this section nor any part of this solicitation is intended to be all-inclusive.

Therefore, respondents should include in their responses any items they deem relevant and important to the project or La Plata County.

2. The top-rated offerors may be selected to provide product demonstrations. The decision as to which offerors (i.e., the top-rated offerors) may be scheduled for demonstrations is anticipated to be made and communicated approximately August 19, 2025. It is anticipated that product demonstrations from the top-rated offerors will be scheduled for August

25 & 28, 2025. Please plan for and ensure your availability for those dates in the event that you are selected to present your product.

SPECIFICATIONS

Note: Most technical specifications listed in this document are an expression of intent, not necessarily a restrictive list of must-meet requirements.

Overall Functionality

1. Ability to search within the software solution in multiple and intuitive ways (e.g., fuzzy search, parcel[s], address[es], applicant name, contacts, case, license, permit, project number, project name, case, permit, and license type, etc.).

2. Ability to create, store, and manage contacts for all code enforcement cases, licenses, permits, projects, and other relevant records while ensuring no duplicate entries in the system.

3. Robust and intuitive query, report, and ad-hoc creation and modification capabilities that enable standard and common export functionality and the potential for embedding features. If there is no export feature, the query tool should also support statistical formulation, charts, and graph generation.

4. Dashboard development and modification capabilities to provide a quick snapshot of tasks assigned to users and/or groups based on permissions.

5. Ability to configure and automate applicant notifications using letter templates.

6. Parent parcel tracking with the ability to link related parcels for comprehensive record management.

7. Configurable system permissions to control access based on user roles and responsibilities.

8. Ability to generate case summaries and status reports with real-time data updates.

9. Preferred, but not required, AI tools to create automation and assist staff in software processes and functionality.

Mobile App

1. Mobile access and utilization of the software solution for inspectors, even when cellular service is unavailable.

2. A dashboard feature that provides an overview of scheduled inspections, including address and permit information.

3. Ability to view license and permit application information (e.g., address, number, applicant) along with supporting documentation.

4. Capability to enter inspection notes, email findings/reports to applicants/contacts, record inspection information (e.g., images, videos), create violations, and update license/permit files.

5. Mapping features integrated with GIS for location-based and/or segment-based tracking and analysis.

6. Digital signature capability for mobile approvals and documentation.

Public Portal

1. A mobile-friendly public portal supporting all code enforcement cases, licenses, permits, and projects with:

a. Incorporated training tools for public navigation and use assistance.

b. Multiple search options (e.g., fuzzy search, parcel[s], address[es], applicant name, contacts, case, licenses, permits, project numbers, and types).

c. Public account registration with contact(s)/guest(s) preferences linked to specific cases/licenses/permits/projects.

d. Document submission/upload for applications, renewals, complaints, and compliance materials through registered accounts.

e. Visibility into statuses, progress/stages in processes, and access to view/download documents or other materials.

f. Scheduling inspections by type via registered accounts for related/unrelated licenses/permits.

g. Integrated correspondence tracking/documentation through the portal or a Microsoft

Outlook Add-in.

h. Configurable, integrated, fillable forms (e.g., Laserfiche/Microsoft forms) for collecting specific information by license, permit, or project type.

i. Fee payments “cart” via third-party payment software for multiple cases, licenses, permits, and projects simultaneously.

Document Management

1. Manage documentation for code enforcement cases, licenses, permits, and projects visible on the public-facing portal for registered and nonregistered users.

2. Document management capabilities including drag-and-drop functionality, naming conventions, deletion options, hierarchical organization, file export/email features, and copying between records

(e.g., cases/licenses/permits/projects).

3. Support for uploading multiple file formats (PDFs, .msg files, TIFFs, JPEGs, Microsoft files) and large file sizes by both applicants and LPC users.

4. Digital signature capability within the software solution for certified documentation approval.

5. Version control and audit tracking for all uploaded documents.

Configurability

1. Configurable automated workflows tailored to individual license/permit/project/case types.

2. Configurable automated fee structures for licenses/permits/projects/cases.

3. Integrated workflows enable multiuser reviews across licenses, permits, projects, and cases.

4. Configurable internal and external email notifications (including reminders) within the software solution or with a Microsoft Outlook add-in support.

5. Parcel alerts/flagging capabilities with internal notes linked to license/permit/project/case records.

6. Tools or configurable features to send/track emails or notifications to selected contacts/distribution lists tied to specific projects.

Technical Requirements (unless stated otherwise; see 8 below)

1. Provides multi-factor authentication (MFA) and certificate-based authentication capabilities to enhance user account security and support future authentication hardening needs.

2. Enforces role-based access management synchronized with Microsoft Azure Active Directory to ensure compliance with organizational policies and streamline user provisioning and deprovisioning.

3. Protects all data in transit and at rest with end-to-end encryption that exceeds public sector standards.

4. Provides detailed user activity auditing, including timestamped records of all user actions for accountability and security monitoring.

5. Follows secure software development practices, with third-party security audit certification available upon request.

6. Utilizes N-tier architecture for on-premises deployments, including demilitarized zone (DMZ) web servers for public access and protected security zones for application and data layers.

7. Supports Microsoft SQL Server Reporting Services (SSRS) or a custom-built reporting system for on-premises deployments, excluding third-party reporting tools.

8. Delivers Software as a Service (SaaS) solutions with industry-standard uptime of 99.999% (“five-nines”) and supports geographically dispersed architecture and service redundancy for disaster recovery. Note: The County prefers a SaaS solution, however, it is not required.

9. Escrows on-premises codebases and configurations to ensure business continuity in the event of vendor or system failure.

10. Integrates with ESRI GIS to provide mapping functionalities across all relevant modules.

11. Supports integration with third-party document repositories such as Laserfiche for seamless document management.

12. Supports migration of legacy data and documents from Laserfiche, CityView, and Permit Trax into a unified system of record.

13. Provides a robust reconciliation system for credit card transactions when using the vendor’s preferred payment processor.

14. Ensures artificial intelligence (AI) features do not use, share, or expose La Plata County data for large language model (LLM) training by any provider.

15. Implements logging, monitoring, and auditing of AI prompts (inputs) and outputs, including the content and context of interactions.

16. Applies least-privilege role-based access controls to AI user accounts, consistent with those for human users.

17. Supports compliance with the Health Insurance Portability and Accountability Act (HIPAA) to accommodate potential future regulatory needs.

18. Provides transparent definitions of credit card transaction fees and responsibilities, along with itemized costs for data migration and API integrations.

19. Avoids use of low-code or no-code development platforms unless implementations are performed by software professionals and security audited.

20. Provides a training, sandbox, or beta testing environment independent of the production environment.

21. Allows configurable payment allocations across licenses, permits, projects, and cases to support flexible financial management.

22. Supports electronic plan review tools, either native or third-party, with document markup functionalities for permits and projects requiring plan review.

Support/Warranty/Maintenance

1. Maintenance provisions allowing adjustments/modifications/additional features without extra costs during the contract period.

2. On-demand troubleshooting/support via FAQs, issue tracking systems (email/live support).

3. Intuitive online support resources accessible 24/7 by users/staff members as needed.

4. Support staff clearly communicate verbally in English to ensure clear and efficient assistance.

5. Proactive monitoring of system/software/hardware issues with notifications sent to LPC staff for resolution guidance.

6. Routine reporting on system functionality along with best practice recommendations for optimization/improvement efforts.

7. Comprehensive training programs during system implementation phases tailored to LPC staff needs/use cases.

8. Routine software upgrades addressing bug fixes/new feature additions without disrupting existing configurations/workflows.

SOLUTION FEATURES AND FUNCTIONALITY

TABLES A - G

Complete Tables A – G and include in your submittal. Do not edit or change the tables other than to respond.

A. Overall Functionality Indicate

Y or N

A1 Ability to search within the software solution in multiple and intuitive ways.

A2 Ability to create, store, and manage contacts.

A3 Ability to resolve contact duplication.

A4 Robust and intuitive query, report, and/or ad-hoc creation and modification tool(s).

A5 Ability to export reports.

A6 Ability to embed reports in the LPC (revise.) website.

A7 Dashboard development and modification.

A8 Ability to configure and automate applicant notifications.

A9 Parent parcel tracking.

A10 Link related parcels.

A11 Ability to configure system permissions to control access.

A12 Ability to generate case summaries and status reports with real-time data updates.

A13 AI tools to create automation and assist staff in software processes and functionality.

B. Mobile App/Access Indicate

B1 Mobile access and utilization of the software solution when cellular service is unavailable.

B2 A dashboard feature that provides an overview of inspector tasks.

B3 Ability to view license and permit application information.

B4 Ability to view license and permit supporting documentation.

B5 Ability to enter inspection notes.

B6 Ability to record inspection information (e.g., images, videos).

B7 Ability to create violations.

B8 Ability to update license/permit files.

B9 Ability to email findings/reports to applicants/contacts.

B10 Mapping features integrated with GIS.

B11 Mapping features integrated with GIS with location-based and/or segment-based tracking and analysis.

B12 Digital signature capability for mobile approvals and documentation.

C. Public Portal Indicate

C1 Incorporated assistance tools for public navigation and use.

C2 Integrated chatbot.

C3 Multiple search options.

C4 Ability to start a permit, license, or complaint from a search.

C5 Public account registration is required for application/complaint submissions.

C6 Ability to send a guest (or multiple) link to specific cases, licenses, and permits.

C7 Ability to save but not complete a permit, license, or complaint.

C8 Document submission/upload for license, permit, and cases.

C9 Ability to view the status of licenses, permits, and cases.

C10 Ability to view documents associated with licenses, permits, and cases.

C11 Ability to schedule inspections by type via registered accounts.

C12 Ability to schedule inspections unrelated to a license or permit.

C13 Ability to correspond with staff through a registered account.

C14 Ability to configure forms for collecting specific information by license, permit, or project type.

C15 Ability to accept multiple fees via a cart with a third-party payment software.

D. Document Management Indicate

D1 Ability to change document visibility on the public-facing portal for registered and non-registered users.

D2 Ability to drag and drop documents.

D3 Ability to dictate or change the naming conventions of uploaded documents.

D4 Ability to delete unnecessary documents and materials.

D5 Ability to use hierarchical file organization.

D6 Ability to import and export email messages and files.

D7 Ability to save zip files.

D8 Ability to copy between cases, licenses, and permits.

D9 Ability to upload multiple file formats (PDFs, .msg files, TIFFs, JPEGs, Microsoft files).

D10 Ability to upload large file sizes by both applicants and LPC users.

D11 Digital signature capability within the software solution for certified documentation approval.

D12 Version control and audit tracking for all uploaded documents.

E. Configurability Indicate

E1 Configurable automated workflows tailored to individual license/permit/project/case types.

E2 Configurable automated fee structures for licenses/permits/projects/cases.

E3 Integrated workflows enable multiuser reviews across licenses, permits, projects, and cases.

E4 Configurable internal and external email notifications (including reminders).

E5 Ability to place parcel alerts/flags linked to license/permit/project/case records.

E6 Ability to place internal notes on parcels linked to license/permit/project/case records.

E7 Ability to create and maintain distribution lists.

E8

Ability to configure features to send and track email notifications to selected contacts/distribution lists tied to specific licenses, permits, and cases.

F. Technical Requirements Indicate

F1 Ability to provide multi-factor authentication (MFA).

F2 Role-based access/security management.

F3 Protects all data with end-to-end encryption.

F4 Ability to pull activity audit reports.

F5 Integration with ESRI GIS.

F6 Single sign-on support via Microsoft Active Directory integration.

F7

Online payment processing integrated with 3rd-party systems, allowing configurable account allocations across licenses/permits/projects/cases.

F8 Online payment processing allowing configurable account allocations across licenses/permits/projects/cases.

F9 Electronic plan review tools (native or 3rd-party) supporting document markup functionalities for permits/projects requiring plans.

F10 Integration with 3rd-party document repositories like Laserfiche.

F11 Ability to migrate legacy data/documents from Laserfiche, CityView, and Permit Trax into the software solution.

F12 Secure cloud storage integrated into the software solution with encryption measures.

F13

Ability to utilize the software solution in a software as a service (SaaS) (cloud-based) capacity, with industry-standard uptime of 99.999% (“five-nines”). Note: A SaaS solution is preferred by the County but not required.

F14 Ability to utilize the software solution in an on-premises capacity (not cloud-based).

F15 Uses N-tier architecture for on-premises deployments.

F16

Supports Microsoft SQL Server Reporting Services (SSRS) or a custom-built reporting system for on-premises deployments, excluding third-party reporting tools.

F17 Ability to create a training or sandbox/beta testing environment independent from the production environment.

G. Support/Warranty/Maintenance Indicate

G1 Maintenance provisions allowing adjustments/modifications/additional features without extra costs during the contract period.

G2 On-demand troubleshooting/support via FAQs, issue tracking systems

(email/live support).

G3 Intuitive online support resources are accessible 24/7 by users/staff members.

G4 Proactive monitoring of system/software/hardware issues with notifications sent to LPC staff for resolution guidance.

G5 Routine reporting on system functionality, along with best practice recommendations for optimization/improvement efforts.

G6 Comprehensive training programs during system implementation phases tailored to LPC staff needs/use cases.

G7 Routine software upgrades addressing bug fixes/new feature additions without disrupting existing configurations/workflows.

GENERAL CONDITIONS

1. The selected Contractor will be required to enter into an Agreement with the County. The term of the Agreement shall be from the date of the Agreement execution until March 1, 2026. Continuous one-year extensions shall continue thereafter for licensing, maintenance, and support. Such extensions shall be automatic unless the County provides advance notice of the intention to not renew. Pricing shall remain firm for the duration of the Agreement.

2. Depending on budget appropriations and the needs within Community Development, the County reserves the right to reduce or increase quantities if deemed necessary by the County. Any substantial increase in quantity will require a written amendment/change order signed by both parties.

3. The County reserves the right to solicit any project, regardless of the project cost for Contractor services, when it is deemed to be in the best interest of the County.

4. The County reserves the right to amend or cancel a solicitation. Any response to a solicitation issued by the County may be rejected, in whole or in part, when in the best interest of the County. The County reserves the right to reject any and all submittals, to waive any informalities and minor irregularities in submittals, and to accept the submittal deemed, in its opinion, to be in the best interest of La Plata County.

5. Because this project involves the expenditure of public funds, this contract is contingent upon continued availability of such funds for payment. The obligations described herein shall not constitute a general obligation, indebtedness, or multiple year direct or indirect debt, or other financial obligations whatsoever within the meaning of the Colorado

Constitution or the laws of the State of Colorado.

6. Local government officials or employees shall not be interested in any contract made by them in their official capacity or by any body, agency, or board of which they are members or employees. A former employee may not, within six months following the termination of their employment, contract, or be employed by an employer who contracts with the County involving matters with which they were directly involved during their employment. For purposes of this section, “contract” does not include contracts awarded to the lowest responsible respondent based on competitive bidding procedures. See C.R.S. §24-18-201.

7. Open Records Notice: This invitation or request and all related documents produced by the respondent, proposer or the County are subject to the Colorado Open Records Act, C.R.S.

§24-72-201 et. Seq., as amended. Submittals marked confidential, proprietary or which otherwise propose to restrict or deny the public access to inspect any information or documentation contained therein may be disqualified or rejected by the County as against public policy. Please refer questions to your legal counsel.

8. This project is subject to the terms of the La Plata County Procurement Code. The respondent may obtain a copy of the Code through a link on the County’s website:

PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be received by the staff of the La Plata County Procurement Division no later than

August 8, 2025, 10:00 AM MDT. Proposals shall be emailed, with the subject line stating

“Permitting, Review, and Licensing Software, Project #25-019-1260” to: KHightower@lpcgov.org and SIwanicki@lpcgov.org. Proposals received after the closing date and time will be rejected.

(Note: Procurement will acknowledge receipt of your bid submittal within twenty-four hours; if you do not receive that confirmation, please contact Procurement immediately.)

All RFP responses must address each of the following. Do not exclude any major or minor items or information not specifically mentioned, but which would normally and reasonably be provided. Please be advised that the greater the degree of specificity, the more likely it will be for the County to review your response favorably. Failure of the offeror to submit such information may cause an adverse impact on the evaluation of the RFP response. If you are a value-added or similar reseller of the hardware and/or software proposed, answer the questions below for the software’s parent company.

Offerors must provide the following information in the order and with the numbering listed below.

Do not submit additional information that was not requested. Responses to items #2 –

7 below may not exceed thirty (30) pages.

Proposals that deviate from the required format may be considered non-responsive.

1. Offeror Information – Use Enclosed Business Information Form, included herein, to convey the following information:

a) Company name

b) Address

c) Name, title, phone, and email address for person authorized to enter into an agreement with La Plata County. Use the Business Information Form, included herein.

d) Name, title, phone, and email address for Project Contact (if different from above). Use the Business Information Form, included herein.

2. Subcontractors/Partners, if applicable. List any subcontractors, partners, and/or third-party application providers who are involved with fulfillment of the proposed solution.

Describe the specific role of each.

3. Experience and Project Team

a. Briefly describe the history and culture of your company.

b. Total number of customers served.

c. Total number of customers served of:

i. Like-sized local governments.

ii. Government entities in Colorado.

d. How many installations of the proposed application/software products (i.e., your proposed solution) have you completed?

e. Provide information for the project team, including: names; titles; roles; and, degree of experience with similar implementations.

f. Turnover rates within your organization by department.

g. Total number of staff within your organization by department.

4. References. Provide five, valid references for similar projects completed within the past three (3) years. If possible, include municipal governments similar to La Plata

County and/or government entities within Colorado. Include:

a) Organization names, contact names, titles, email addresses and phone numbers.

b) Brief project descriptions, including the products that the customers use.

5. Proposed Solution and Product Descriptions. Provide a detailed description of your proposed solution. At a minimum, be sure to address the following:

a) Explain why your solution best meets the needs of La Plata County. What are the primary benefits of your proposal?

b) Is your system compliant with the State of Colorado’s new accessibility law passed by

HB21-1110? Please describe your WCAG status and/or compliance strategy.

c) Describe each product module you are including in your proposal, including its purpose, benefits, and key features.

i. Indicate if modules are required or optional.

ii. Illustrate the dependencies between modules (e.g., if the organization selects modules “C” and “D” it must also have module “B”).

d) Describe hardware required to operate the system.

i. Describe in detail all hardware required to implement the proposed software system and provide a diagram of the recommended hardware.

ii. Describe the level of expertise required among La Plata County Information

Technology staff to support the suggested hardware.

e) Describe additional software required to operate the system, if applicable.

f) Provide an outline and approach for the project, including a reasonable implementation schedule that you believe will enable full implementation by March 1, 2026. Include at a minimum:

i. The process of systems integration you propose.

ii. A proposed schedule for planning, training, and implementation steps.

iii. Your criteria for determining when installation is complete.

iv. Describe the level of La Plata County staff involvement required during implementation and the nature of that involvement (technical, project management, etc.).

g) Training

i. Describe the type(s) of training and the number of people to be trained as part of the initial installation.

ii. Describe how you will schedule and provide training for end users, technical staff, and system administrators, including initial training, consultation, and follow-up training.

iii. Describe what types of additional training may be available.

h) Customer Support

i. What is your service commitment to customers, and how do you measure your customer service?

ii. Outline if tiered support packages are offered for an additional fee. If so, describe the additional cost and items offered in each package.

iii. Describe the extent and nature of software support services, including web-based support, telephone support, and consulting support.

iv. How many employees are involved in providing direct technical support for the proposed application software product?

v. Describe your response and resolution times to customer needs in relation to the extent and nature (types) of support services.

vi. Describe what is considered a response and a resolution.

i) Licensing Structure. Describe your software licensing structure in detail. Do so for each product or module if they differ from one another.

j) The County is interested in working with a Contractor that continues to invest in product development and continuous quality improvement, particularly with regard to meeting the needs of government partners. Describe your commitment to ongoing product development regarding the proposed solution. Briefly describe any improvements made to the product(s) within the last five years.

k) Warranty(ies) and Maintenance

i. Summarize the key details and duration of any manufacturers’ warranty(ies) on proposed hardware and software, including how often you provide product updates.

ii. Summarize the key details of your maintenance procedures and agreement.

iii. Attach and include warranty(ies) and your maintenance agreement.

6. Pricing/Costs. Provide complete cost breakdowns for the following:

a) Total system design and implementation costs, including training, etc.

b) A list and description of optional features of the proposed solution.

c) Required hardware.

d) Software

e) Licensure

f) List and describe in detail the projected maintenance costs involved in the proposed solution.

g) With regard to the potential need to train future users (post implementation) – list and describe the costs to train additional ‘basic’ or ‘advanced’ users, including descriptions and costs for documentation materials, consulting, installation, travel, and per diem if necessary.

h) Additional services and/or equipment required, if applicable.

i) Proposed annual costs/fees if not already included in the above.

j) If market increases are projected to be passed on to the County when they occur (annually, etc.), what is the average market increase to other municipalities over the last five (5) years?

7. Offeror must include a statement that certifies that they are not: debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal or state department or agency. The statement must address each detail listed.

8. Complete, and include in your submittal, the Solution Features and Functionality Tables (A through G, included herein). Do not edit or change the tables other than to respond.

9. A completed Colorado Open Records Act Notice, Acknowledgement, and indemnification

Form (included herein).

SELECTION/EVALUATION PROCESS

1. Generally, contracts will be awarded to the responsible and responsive offeror whose proposal meets the requirements set forth in this RFP; is priced within the budgeted amount; and, represents the best overall value for the County. The contract shall be awarded by the Board of County Commissioners, County Manager, or Procurement

Manager.

2. La Plata County reserves the right to conduct an extensive background check and consider historic information and fact gained from the offeror’s proposal, presentation, references, and other objective data, in the evaluation process.

3. The County may make such investigations, as it deems necessary, to determine the ability of the offeror to perform the work. The offeror shall furnish to the County all such information and data for this purpose as the County may request.

4. The County reserves the right to reject any proposal if the evidence submitted by, or investigation of, such offeror fails to satisfy the County that such offeror is properly qualified to carry out the obligations of the Agreement and to complete the Work contemplated therein.

5. The County reserves the right to reject any proposal if the offeror is found to be barred from conducting business with the federal government.

6. The County reserves the right to reject any and all proposals, to waive any informalities and minor irregularities in proposals, and to accept the proposal deemed, in its opinion, to be in the best interest of La Plata County.

7. The top-rated firms may be selected for a short list and then may be invited to make oral presentations if the oral presentation is deemed necessary. However, if one proposal is clearly above the other respondents based on selection criteria, an award recommendation shall be made without further review. If the oral presentations for a short list are needed, the committee will schedule oral presentations at a convenient time.

a. Discussions may be conducted with responsible offerors who submitted proposals determined to be potentially selected for award, for the purpose of clarification to ensure full understanding of, and conformance to, the solicitation requirements.

Offerors on the short list should ordinarily be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offers. The committee will then select a firm and make an Award Recommendation.

8. All offerors submitting proposals acknowledge and agree by submittal that the decision as to which proposal to select is within the sole discretion of the County.

EVALUATION CRITERIA

The County shall award the contract based on the evaluation criteria stated below. In determining the most qualified and responsible offeror, the evaluation committee will assign points to these criteria for a total score. The best total score will be considered low bid. The following criteria shall be considered:

Part 1: Evaluation Criteria for Establishing an Award or the Short List

• Experience and Project Team

• References

• Proposed Solution and Product Descriptions

• Pricing/Costs

• Solution Features and Functionality Tables A - F

Part 2: Evaluation Criteria for Oral Presentations/Product Demonstrations (if required)

The County will schedule those offerors whose proposals were scored in the top tier during the

Evaluation Part 1 process, for a follow-up oral presentation and product demonstration, if an award decision has not already been made. Evaluation criteria will be provided to offerors on the short list in advance of the presentations.

Note: The decision as to which offerors (i.e., the top-rated offerors) may be scheduled for oral presentations is anticipated to be made and communicated approximately August 19, 2025. It is anticipated that oral presentations from the top-rated offerors may be scheduled for August

25 & 28, 2025. Presentations are expected to be remote. Please plan for and ensure your availability for those dates in the event that you are selected to meet with the Evaluation

Committee.

After conducting oral presentations with offerors on the Short List, the County may request Best and Final Offers (BOFA).

AWARDEE CONTRACT REQUIREMENTS

Time is of the essence. The party to whom the contract is awarded will be required to execute the Agreement and submit it, along with the insurance certificate and W-9 within ten (10) calendar days from the date of the Notice of Award. In case the offeror fails to execute the

Agreement in a timely fashion, the County reserves the right to exercise its option to consider the offeror in default.

Contract Forms. La Plata County’s Technology Agreement, and its Network Access and Data Use

Agreement shall both apply. See attached sample agreements. Please note: If any terms and conditions are not applicable to the proposed solution (for example, if the proposed product is not a

Software as a Solution approach), those portions of the Agreements will be removed by the County.

Insurance. Contractor is required to hold throughout the initial term and all subsequent terms of this Agreement insurance in accordance with the contract documents. For details, see Exhibit C in the attached, sample Independent Contractor Agreement.

Worker’s Compensation. The Contractor is responsible for providing Worker's Compensation

Coverage for all of its employees to the extent required by law, and for providing such coverage or requiring its Subcontractors to provide such coverage for the Subcontractor's employees. In no case is La Plata County responsible for providing Worker's Compensation Coverage for any employees or Subcontractors of Contractor pursuant to this Agreement, and Contractor agrees to indemnify La Plata County, for any costs for which they may be found liable in this regard.

W-9. Contractor must supply the County with a completed W-9 form.

BUSINESS INFORMATION FORM

Complete with information for person Authorized to enter into Agreement

Complete with information for Project Manager/contact person (if different from above)

Printed Name:

Title:

Email:

Phone:

Company Name:

Authorized Signature:

Printed Name of Authorized Signatory:

Date:

Title:

Address:

City/State/Zip:

Email:

Colorado Open Records Act Notice, Acknowledgement and Indemnification

INVITATION DESCRIPTION: Permitting, Review, and Licensing Software, RFP #25-019-1260

Open Records Notice: This invitation or request and all related documents produced by the bidder or proposer and the County will be subject to the Colorado Open Records Act. C.R.S. § 24-72-201 et. seq., as amended.

Proposals or bids marked confidential, proprietary or which otherwise propose to restrict or deny the public access to inspect any information or documentation contained therein may be disqualified or rejected by the

County as against public policy. Further, all bidders or proposers must submit a duly executed copy of this

Colorado Open Records Act Notice, Acknowledgement and Indemnification (“CORA Acknowledgment”) as part of your submittal information. Bids and proposals submitted without a duly executed CORA Agreement will be deemed incomplete and will not be evaluated or considered for award of the contract. Please refer questions to your legal counsel.

Acknowledgement: I, the undersigned, on behalf of the bidder or proposer, acknowledge that I have read the foregoing Open Records Notice.

Indemnification: I hereby understand and agree that, regardless of whether or not a contract is awarded to the bidder/proposer listed below, the proposal or bid I am submitting as a result of this invitation or request is subject to the Colorado Open Records Act. C.R.S. § 24-72-201 et seq., as amended. Notwithstanding any other provision in the bid or proposal documents to the contrary, I agree, on behalf of the bidder or proposer, to indemnify, defend, save and hold La Plata County harmless from all costs, damages, and liabilities, including but not limited to court costs, expenses and reasonable attorney’s fees, that arise out of non-disclosure of information marked confidential, proprietary or otherwise redacted by us pursuant to CRS § 24-72-

204(3)(a)(IV), as amended. I understand and agree that these indemnification obligations shall survive the awarding of the bid for so long as La Plata County maintains the bid documentation related to this request or invitation.

Initial

I understand and agree that this CORA Acknowledgement shall be and is specifically incorporated into and shall constitute a part of the bid or proposal.

I further affirm and assert that I have been duly authorized to execute this CORA Acknowledgement on behalf of the bidder or proposer.

Bidder/ Name:

Executed By: ______

Date

Name, Title (Printed):

Procurement 1101 Eas t 2 n d Ave Durang o, CO 81301 (970 )382 -6433

TECHNOLOGY AGREEMENT

Between La Plata County and

This Agreement (“Agreement”) is made and entered into by and between the Board of County

Commissioners of La Plata County (“County”), and ________________ (“Vendor”), a corporation / limited liability company / etc. of the State of _______, and authorized to do business in the State of

Colorado (each a “Party” and together, “Parties”).

RECITALS

A. Fill in a recital here. Recitals are for background and context. Do not use this space for binding terms; and

B. Fill in another recital here.

NOW, THEREFORE, in consideration of the terms, conditions, covenants, and performance of the

Scope of Work contained herein, as attached and made a part hereof, the County and Vendor mutually agree as follows:

PART 1: AGREEMENT TERMS AND CONDITIONS

1. Term

The initial term of this Agreement shall be from the date of Agreement execution until March 1, 2026. Continuous one-year extensions shall continue thereafter for licensing, maintenance, and support.