This is a Cost Proposal Format attachment for RFP #195677 issued by the City of Palo Alto's Planning & Development Services Department in California for a cloud-based permitting and land management software system. The City seeks a modern solution to replace its current platform and support permitting, land management, code enforcement, and inspections functions. The RFP was released on October 8, 2025, with proposals due by November 11, 2025 at 3:00 pm PST. The anticipated project timeline includes vendor interviews in December 2025 through January 2026, an intent to award in March 2026, project initiation in April 2026, and a targeted go-live in September 2027 or earlier. The procurement will support up to 200 user licenses with provisions for additional licenses beyond this threshold.
The cost proposal format requests pricing for both ongoing and one-time costs structured in distinct categories. Ongoing costs include annual SaaS licensing for up to 200 users, annual hosting and maintenance for the applicant portal, and ongoing training at 30 hours per year. One-time costs include implementation (process mapping, software setup, user configuration), data migration of 42 years of historical records from the current system, end-user and system administrator training, and 60 days of post-go-live support. Vendors must also specify pricing for additional SaaS licensing beyond the initial 200 users and indicate their licensing model (per-user, site-based, or other). The RFP emphasizes vendor collaboration, scalability, security, strong support and training capabilities, and integration with existing city systems including ArcGIS, Power BI, SolarAPP+, and Azure Entra ID.