AI_PLAN_REVIEW_SOFTWARE_(Addendum_#3_Revision).pdf

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City of Tampa

AI PLAN REVIEW SOFTWARE

25-P-00143

Technology & Innovation

Celeste Gibbons-People, Certified Senior Procurement Analyst

2555 East Hanna Ave

Tampa, FL 33610

Phone: (813) 274-8834

Table Of Contents

1. Introduction

2. Project Details

3. Vendor Questionnaire

4. Attachments

Attachments:

A - ATTACHMENT A - PARTICIPATION SIGNATURE FORM

B - RFI AI Planning Review Software

C - Addendum #2 vendor-ai-policy

1. Introduction

The City of Tampa is looking for information as it pertains to an AI based Planning Review Software for the Development and Growth

Management Department.

1.1. Summary

The purpose of this Request for Information (RFI) is to obtain input, gather knowledge, new ideas, best practices and information from the vendor community regarding the potential procurement of an AI-Based Plan Review Software for Development and Growth

Management that captures basic prescriptive code requirements from the Building, Residential and Accessibility volumes of the Florida

Building Codes. Information gathered from this RFI will assist the City in determining system requirements, project scope, project timetable, ongoing costs, and City resources needed for AI-Based Plan Review Software. This input may assist the City in its preparation of a Request for Proposal (RFP) and subsequent contract(s).

The Construction Services division of the Development and Growth Management department, along with the Technology & Innovation

Department of the City of Tampa (City) request information concerning issues and options associated with an AI-Based application that can assist in-house plan reviewers and submitters to address basic prescriptive requirements for pre-application.

The Construction Services division regularly accepts permit applications that involve plan reviews. There are certain prescriptive (exact) requirements that are consistently not met and therefore need to be returned to the submitter. The idea is for this software to assist the submitter and plan reviewers with satisfying these requirements pre-application.

Examples of prescriptive requirements:

• Total Square Footage

• Building Code Reference and all applicable standards included. They must also be the correct edition/date.

• Address

• Building Elevations

• Product Approval List

• Engineer Stamp

• Construction Type

• Scope of work

• Level of alteration and/or change of occupancy for existing building permits.

1.2. Timeline

Release Project Date: March 3, 2025

Question Submission Deadline: May 6, 2025, 5:00pm

Proposal Submission Deadline: May 13, 2025, 3:00pm

1.3. Procurement Contact

Celeste Gibbons-People

Certified Senior Procurement Analyst

2555 East Hanna Ave

Tampa, FL 33610

Email: celeste.gibbons-peoples@tampagov.net

Phone: (813) 274-8834

2. Project Details

2.1. Important Instructions for Electronic Submittals

The City of Tampa is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on

"Draft Response", and follow the instructions to submit the electronic bid.

2.2. Scope of Work or Project Details

Please see the Attachments section for specifications and attachments.

2.3. City's Roles and Responsibilities

The purpose of this initiative is to introduce and integrate AI-Software into the daily business activities undertaken by the City Plan reviewers. The AI software can be either integrated or non-integrated with the Accela platform which is the permitting software used by the City. The project involves software acquisition, implementation and training. The software will result in changes to survey submittal, with the expectation of increasing staff productivity.

The City’s objective is to find and implement software that will do the following:

• Identify the type of submittal (Residential, Building, Accessibility) Eighth Edition or most recent.

• Based on the type of submittal, identify prescription requirements identified in the building code requirements listed in the 2023

Florida Building Code, Building, Eighth Edition (107.3.5 Minimum plan review criteria for buildings).

• The code requirements previously mentioned are high level in that this tool would need to go further to identify specific dimension requirements based on the submittal type.

2.4. Project Timeline or Milestones

The City recognizes that considerable effort may be required in preparing a response to the RFI. Please note, however, that this is a request for information only and not a request for services. The Provider must bear all costs for preparing and responding to this RFI.

If the Provider is interested in participating in the City’s Request for Information, the following shall be submitted:

2.4.1 Contact information for a person (Point of Contact, POC) who is employed directly by the firm and who is authorized to respond to questions from the City Representative. Provide a statement confirming that the City is authorized to contact the POC to request additional information or discussion to further investigate the response to the RFI at no cost to the City.

2.4.2 Provide a brief summary of the Company’s experience and qualifications in delivering AI Plan Review solutions. Provide an overview of the software and its functionalities. Technical specifications, diagrams, models and examples are welcomed in support of text discussion.

2.4.3 Provide a cost estimate for the solutions and options offered by your company. Cost estimates are not binding to the company.

These estimates will assist the City in developing an initial budget for possible AI Plan Review software deployment.

https://procurement.opengov.com/signup

2.4.4 Please describe the level of conformity of the Customer Relationship Management (CRM) to the Open 3-1-1 Application

Programming Infrastructure (API).

2.4.5 Any brochures, information/marketing materials and price list(s) the company would like to provide.

2.4.6 Recommended best practices and suggested steps with respect to proven planning and implementation tasks/activities.

2.4.7 Provide the company’s website address. If applicable, provide login and password to allow access to view a sample of the application if available.

2.4.8 Any other information the company can provide that could assist the City in developing the requirements for the Request for

Proposal.

2.4.9 Provide a statement of understanding that the City would be able to demo the system on-site at a City of Tampa location at no cost to the City.

2.4.10 Multiple Solutions. Multiple responses to the RFI will be accepted from a single Provider, if each response is comprehensive.

Please provide each response separately and clearly marked as “RESPONSE #1”, “RESPONSE #2”, etc.

2.4.11 References. If available, provide a list of three clients who utilize the software solution being provided.

2.5. Minimum Criteria

2.5.1 Responses should be prepared simply providing a straightforward, concise description of the Provider's application and services.

In order to ensure a uniform review of each response submitted, it is required that responses be organized in the following manner and identified with headers:

• Title Page. The name of Provider's agency/firm, address, telephone number, email address, name of contact person, date, and the title of the RFI.

• Table of Contents. Include a clear identification of the material by section.

• Tab 1. Addenda. Include a copy of the addendum, or addenda associated with the RFI, if applicable.

• Tab 2. Attachment A. Submit the Participation Signature Form.

• Tab 3. Section I. Scope of Services. Include all the requirements and/or documentation requested under Section 4. Information to be submitted.

2.5.2 DEMONSTRATION

After reviewing the responses to the RFI, the City may request a demonstration. The City reserves the right to invite a select group of

AI Plan Review software provider(s) to participate in a demonstration. The City will be in contact with the selected group of AI Plan

Review software provider(s) who submitted a response to the RFI, if the City chooses to schedule demonstration(s).

3. Vendor Questionnaire

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE response, including any and all required forms listed in the solicitation and the corresponding attachments.

(Do not upload cost information in here)

*Response required

2. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

3. I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company.*

☐ Please confirm

*Response required