FINAL 2025-RFP-17.pdf

REQUEST FOR PROPOSAL 2025-RFP-17

PUBLIC NOTICE

LAND USE PERMIT MANAGEMENT SYSTEM

(2025-RFP-17)

NOTICE IS HEREBY GIVEN that the Delta County Planning and GIS Department is soliciting proposals for purchasing a Land Use Permit Management Software. The purpose of this Request for

Proposal (RFP) is to provide information to prospective vendors (hereinafter referred to as a Vendor or Respondent) for the submission of sealed bids to be considered by Delta County (hereinafter referred to as COUNTY) for the purchase of a GIS Centric (ESRI compatible) Permitting Database

Software.

Bidders may obtain bidding documents through the Delta County BidNet Direct branded site at Delta

County BidNet Direct. Bid information is also available on the Delta County website. Bids must be submitted on County forms with any additional information attached.

The County reserves the right to reject any bids, to change, add, or amend the specifications, to waive any informality, and to accept the Proposal that best serves the County's interest.

BOARD OF COUNTY COMMISSIONERS COUNTY OF DELTA

Published in the High Country Shopper on April 16, 2025 http://www.bidnetdirect.com/deltacounty http://www.bidnetdirect.com/deltacounty https://www.deltacounty.com/bids

Introduction

Delta County, Colorado, is embarking on a transformative initiative to modernize its land use permit management system by transitioning from outdated, fragmented processes to an integrated, GIS-centric platform. Spanning over 1,140 square miles with a population of approximately 14,000 residents, Delta County is characterized by its rural heritage, robust agricultural sector, and emerging economic opportunities in renewable energy and tourism. Agriculture remains foundational, with a strong emphasis on local farming, organic production, and agritourism, contributing significantly to the county's identity and economy. However, the county also faces substantial challenges, including aging infrastructure and inefficiencies resulting from legacy administrative practices.

These demographic and economic realities underscore Delta County's pressing need for a modern permit management solution. The existing reliance on paper forms, PDFs, spreadsheets, and disparate databases severely hampers operational efficiency, data integrity, and interdepartmental collaboration among the Planning, Engineering, GIS, Environmental Health, and Road & Bridge departments. The proposed centralized, cloud-based system, incorporating robust real-time GIS integration compatible with ArcGIS Enterprise and ArcGIS Pro, will streamline workflows, enhance data accuracy, and improve customer experience.

By addressing these challenges through modernization, Delta County aims to strengthen operational effectiveness, enhance service delivery to residents and businesses, and support sustainable community growth.

Executive Summary

Delta County faces significant challenges in managing its land use permits. The current manual processes lead to duplicated efforts, delays, and compliance risks. To address these issues, this Request for Proposal (RFP) invites experienced vendors to submit comprehensive proposals for a state-of-the-art permit management solution.

The proposed system must deliver robust, real-time GIS integration—fully compatible with ArcGIS Enterprise and ArcGIS Pro—enabling advanced mapping and visualization capabilities such as aerial imagery and FEMA floodplain overlays. It should automate workflows, centralize document management, and integrate with existing County systems (as appropriate). The solution is expected to support at least 15–20 internal users and provide a user-friendly public portal, while maintaining a historical audit trail that links permits to legal documents such as deeds and plats.

In addition to meeting these technical requirements, the selected vendor will be responsible for comprehensive change management, tailored training across diverse user groups, and ongoing maintenance and support. The proposal should include measurable key performance indicators (KPIs) to ensure improvements in processing times and customer service, thereby guaranteeing the system’s long-term success. To ensure the project team has applicable expertise and is responsive to Delta Country needs, vendors who keep system setup and implementation activities in-house (as opposed to leveraging third party vendors) are strongly preferred.

By modernizing its land use permit process, Delta County aims to enhance operational efficiency, improve interdepartmental coordination, and user experience for both County staff and citizens.

Proposals should demonstrate a deep understanding of these objectives and provide a clear roadmap for achieving a transition to a modernized, integrated permitting system.

Project Scope and Goals

The primary goal of this RFP is to implement an off-the-shelf permitting system that:

Modernizes Operations: Centralizes and automates workflows to enhance data accuracy and reduce processing times.

Improves Interdepartmental Coordination: Enables real-time data integration and automated processes to ensure compliance and improve communication across departments.

Enhances Customer Experience: Provides an intuitive online interface with real-time tracking and automated notifications.

Supports Scalability: Integrates with existing County databases and adapts to future regulatory and technological changes.

Proposals should demonstrate how the vendor will achieve these objectives through targeted configuration, process reengineering, and proven software solutions.

Vendors should also refer to Appendix 1 for specific instructions on detailing their technical approaches.

INSTRUCTIONS TO BIDDERS:

1.0 SALES AND USE TAX:

1.0.1 Delta County, referred to as Owner, is eligible for the State of Colorado and Local

Option Sales and Use Tax refund. Bidders will not include the State of Colorado and

Local Option Sales and Use Tax in their Bid.

1.1 CONSIDERATION OF BIDS:

1.1.1 OPENING OF BIDS: Bids will be publicly opened on April 30, 2025 at 11:00 a.m. in the Samuel Wade Room, 560 Dodge Street, Delta, Colorado 81416, and through the

Zoom Invite Link and presented to the Board of County Commissioners for consideration at a regularly scheduled Board of County Commissioner's Meeting.

1.1.2 BID SUBMISSIONS: Bids shall be submitted electronically through BidNet Direct by uploading the Delta County Bid Proposal Form contained herein and any other information relevant to the Bid. Any Bid submission not containing the completed

Delta County Bid Proposal Form will be deemed unresponsive and not considered. All electronic submissions shall be submitted on or before April 30, 2025, at 10:00 a.m.

Any electronic bid, even those in progress at the date and time of closing, will not be accepted and will be locked out of the BidNet Direct site.

https://us05web.zoom.us/j/5493141635?pwd=YkdhMVVLaTJXR0xEdGVoeUxJSHFjUT09

1.1.2.1 All proposals must contain the following information, at minimum (refer to the corresponding detailed RFP section above):

Cover letter signed by an authorized representative confirming validity.

Organized proposal with a table of contents and consistent page numbering.

Required sections:

Executive Summary (brief overview of qualifications and solution) Scope Understanding (demonstrate comprehension of Delta County’s challenges and goals) Qualifications & References (Company Overview, Experience &

Expertise, Project Team Experience, References) Approach (Technical Approach & Implementation, Project Management

& Enablement Approach) Schedule, Pricing & Payment Details (Including Completed Cost Sheet

Exhibit A) Requirements Status Appendix (Appendix 1)- indicates whether your system meets, partially meets, or does not meet the stated requirement Signed acknowledgments and all required forms/addenda.

Clearly label the proposal with the RFP title, reference number, and contact details.

1.1.3 EVALUATION OF BIDS: Proposals will be assessed using the following weighted criteria. Each section will be scored based on how well the proposal meets the

County’s needs. A full evaluation outline can be found in Appendix 3.

1. Responsiveness & Completeness (5%)

2. Vendor Qualifications & Experience (20%)

3. Technical & Functional Fit (35%)

4. Implementation Approach (20%)

5. Cost Proposal (20%)

Each proposal will be scored by a review panel, and the weighted scores will help determine the best overall solution that meets the County’s needs both technically and financially. Please note that only the top 3-5 finalists will be selected for interviews & software demonstrations.

Activity Date

RFP Issued April 16, 2025

Question Submissions April 22, 2025 at 2 p.m. MST

Vendor Proposals Due April 30, 2025 at 10 a.m. MST

Bid Opening April 30, 2025 at 11 a.m. MST Zoom Invite Link

Please also note that local companies will receive a higher selection rating, as well as companies that can perform the work on site.

1.1.4 REJECTION OF BIDS, INFORMALITIES, AND IRREGULARITIES:

https://us05web.zoom.us/j/5493141635?pwd=YkdhMVVLaTJXR0xEdGVoeUxJSHFjUT09

Delta County reserves the right to reject any bids, change, add, or amend the specifications, waive any informality or irregularity, and accept the Proposal that, in its judgment, best serves the interest of the County.

1.1.5 ACCEPTANCE OF BID

1.1.5.1 The County shall have the right to accept Alternates in any order or combination and to determine the low Bidder by the sum of the Base Bid and the Alternates accepted if it is in the best interest of Delta County.

1.1.5.2 The County intends to award a contract to the lowest responsible Bidder provided the Bid has been submitted by the requirements of the Bidding

Documents, is judged reasonable, and does not exceed the funds available.

1.1.5.3 Preference will be given to Bidders whose principal office is licensed and located within the State of Colorado. Consideration of experience with Delta

County will also be considered. Colorado has a reciprocal bid preference on public projects. On such projects, where no federal money is involved, "a resident bidder shall be allowed a preference against a nonresident bidder from a state or foreign country equal to the preference given or required by the state or foreign country in which the nonresident bidder is a resident." CRS § 24-

103-908 (2) (a).

1.1.5.4 The County may conduct such investigations as it deems necessary to evaluate any Bid and establish the Bidder's proposed Subcontractors' responsibility, qualifications, financial ability, and other persons and organizations involved.

1.2 VENDOR QUALIFICATIONS AND EXPERIENCE:

Delta County seeks qualified vendors with demonstrated experience delivering permitting software to county or municipal governments. When responding to the RFP, please include the following details:

1.2.1 Company Overview

1.2.1.1 Company name, headquarters, and organizational structure.

1.2.1.2 Company size, market presence, and growth history.

1.2.1.3 Years of experience in delivering permitting solutions to local governments.

1.2.1.4 Notable awards and financial stability indicators (e.g., audited statements, industry ratings).

1.2.2 Experience and Expertise

1.2.2.1 Summarize at least three recent county-level permitting projects (within the past 5 years), including: Client name, location, population served, annual permit volume, project duration (initiation to go-live), services provided (e.g., implementation, data migration, training) and key outcomes (efficiencies, customer satisfaction, compliance improvements).

1.2.3 Project Team Experience

1.2.3.1 Project Manager’s qualifications and past project experience.

1.2.3.2 Indicate access to subject matter experts in planning, land use, and permitting.

1.2.3.3 Roles and responsibilities for any subcontractors (subject to County approval).

1.3 REQUIREMENTS:

Vendors should detail their overall technical approach to the enterprise-wide solution in their proposals, including:

1.3.1 System Architecture

1.3.1.1 Provide a high-level architectural overview of your proposed solution, clearly indicating major system components, infrastructure decisions, and proposed database technologies.

1.3.1.2 Describe your data and cyber security approach.

1.3.2 Integration Methodology

1.3.2.1 Clearly articulate your strategy for integrating with Delta County’s existing systems indicated in the Product Requirement section of this document (e.g., ArcGIS Enterprise, GovPros, etc.). Include API approaches, middleware (if applicable), data synchronization strategies, and security protocols (refer to

Appendix 1 for more detail).

1.3.3 Configuration, Use Cases & Workflow Examples

1.3.3.1 Describe your approach to performing the configuration work—vendor must perform the product configuration work and not outsource to a third party.

1.3.3.2 Priority use case for vendors to address: Processing a Preliminary Plat (see

Appendix 2 for more information).

1.3.4 Performance Metrics & Benchmarks

1.3.4.1 Suggest measurable performance criteria and service level agreements (SLAs) that your system is designed to meet, including application response times, uptime guarantees, and performance under concurrent usage.

1.3.5 Testing & Validation

1.3.5.1 Describe your standard testing and validation approach, including unit tests, integration testing, user acceptance testing, load/performance testing, and the validation criteria used to ensure functionality and compliance with requirements.

1.3.6 Implementation Approach & Milestones

1.3.6.1 Provide a preliminary timeline outlining key project milestones and deliverables. This timeline should also identify major risks or uncertainties and your proposed mitigation strategies.

1.3.6.2 Vendor must implement their own software solution: no third-party implementation oversight.

1.4 SPECIFICATIONS:

1.4.1 Detailed product specifications are provided in Appendix 1 of this RFP. Any proposed solution must address each requirement listed therein. Vendors are encouraged to include comments where applicable to provide clarity, elaborate on partial compliance, or explain specific implementation considerations.

1.5 INSURANCE:

1.5.1 Bidder and all sub-contractors, at their own expense, shall provide and maintain insurance with a company licensed to do business in Colorado as follows:

1. Comprehensive general liability: including Contractor's liability, contingent liability, completed operations, and product liability, all on the occurrence basis with personal injury coverage:

● $424,000 for any injury to one person in any single occurrence.

● $1,195,000 for any damage to two or more persons in any single event, except that, in such instance, no person may recover more than $424,000.

2. Professional Liability Insurance: Evidence of Professional Liability Insurance coverage for $1,195,000, with a minimum range of $1,195,000 per occurrence and

$424,000 aggregate. The Board of County Commissioners of Delta County, Colorado, and the state of Colorado shall be named "Additional Insured" under the Commercial

General Liability and Comprehensive Automobile Liability insurance policies. All

Certificates of insurance shall be issued and effective before the date a Notice to

Proceed is issued by the County.

1.6 SERVICES TO BE PROVIDED BY THE BIDDER:

The vendor must also describe how they will successfully manage the end-to-end project, staying on schedule, mitigating risks, and ensuring the resulting system is usable by Delta

County employees. As part of their response, vendors are required to clearly detail the following in their proposals:

1.6.1. Project Management

1.6.1.1 Project manager dedicated to implementation.

1.6.1.2 Regular meeting cadence and status reports to Delta County.

1.6.1.3 Delineated roles and responsibilities between the County and the vendor to ensure accountability.

1.6.2 Stakeholder Engagement and End User Acceptance Testing

1.6.2.1 Straightforward communication plan and strategy to involve key stakeholders early.

1.6.2.2 Pilot phase, user acceptance testing, or other ways to validate workflows and collect real-time feedback from end users.

1.6.2.3 Iteratively deliver functionality to identify challenges early.

1.6.3 Training

1.6.3.1 Comprehensive system training for ~15 internal users, including a superuser/admin roles, as well as pre-UAT training.

1.6.3.2 Initial training approach, as well as ongoing performance support approach

(job aids, documentation, etc.).

1.6.4 Continuing Services, Maintenance, and Support

1.6.4.1 Regular software updates (seamless or scheduled, any downtime, etc.), proactive monitoring, and scheduled maintenance.

1.6.4.2 Technical support provided Monday–Friday, 8:00 am–5:00 pm MST, with clear escalation procedures and timelines.

1.6.4.3 Clearly detailed pricing structure for any additional troubleshooting or technical services beyond the standard support agreement.

1.7 MISCELLANEOUS REQUIREMENTS:

1.7.1 The County will not be liable for any costs incurred in preparing and presenting the response.

1.7.2 Any materials submitted by the Bidder considered confidential must be marked as such. Due to applicable laws and regulations concerning public documents, the County makes no representation that such materials will be kept confidential.

1.7.3 ALL materials are confidential and proprietary until bid opening.

1.7.4 Bid submissions and accompanying documents shall be CADA complaint. Web

Content Accessibility Guidelines. Governor’s Office of Information Technology

Information

1.8 DISQUALIFICATION: The County reserves the right to disqualify Bids, before or after opening, upon evidence of collusion with the intent to defraud or other illegal practices upon the part of the Bidder.

https://www.w3.org/TR/WCAG22/ https://www.w3.org/TR/WCAG22/ https://oit.colorado.gov/standards-policies-guides/guide-to-accessible-web-services https://oit.colorado.gov/standards-policies-guides/guide-to-accessible-web-services

DELTA COUNTY

EXHIBIT A: Cost Worksheet

[2025-RFP-17]

Refer to the uploaded Exhibit A Cost Worksheet—to be filled out by the vendor and must be uploaded with their bid.

APPENDIX 1: Product Requirements Worksheet

Any proposed solution must include the requirements below. Please indicate whether your system:

MEETS (2pts), PARTIALLY MEETS (1pt), or DOES NOT MEET (0pts) the stated requirement in an Appendix. You may add comments for each requirement if it adds clarity or necessary context to your response.

Requirement + Description Meets, Partially

Meets, Does Not Meet

Comments

GIS Requirements

Real-time, live integration with Delta County’s

ArcGIS Enterprise database to auto-populate permit forms with parcel boundaries, zoning, ownership details, floodplain information, etc.

Has silver, gold, or platinum partnership (EPN) with

Esri.

Ability to ensure permits are traceable and remain tied to property records within GIS.

Supports future updates of GIS software without locking the GIS environment to any specific version.

Offers robust mapping capabilities, including dynamic overlays, aerial imagery, and hazard overlays

(such as FEMA floodplain data), as a core feature rather than an add-on.

Automated Workflow & Tracking

Electronic forms with conditional logic, automated workflows, configurable checklists, deadlines, escalation paths, and visual workflow status indicators.

Configurable templates that automatically generate key documents (e.g., notices to proceed, fee calculations, follow-up letters) and flag overdue or expired applications.

Centralized Document Management

Secure cloud-based document repository supporting version control and searchable historical records.

Secure Authentication & Role-Based

Access Control

Robust authentication mechanisms and role-based access control (RBAC) tailored for departmental permissions and public-facing users.

Interoperability

GovPros for payment processing

Eagle Treasurer (Tyler)

Tyler Technologies’ recording management system

(Clerk & Recorder Office)

Assessor’s database (Tyler)

Legacy Data Migration &

Consolidation

Capability to migrate and normalize approximately

22,500 existing records from Google Sheets/Drive

(including septic permit records) into a structured, searchable format within the new system.

File types to migrate include PDF, documents, google sheets and images, among others.

Cloud-Based, Scalable Platform

Cloud-based architecture accessible via desktop, tablet, and mobile devices with high performance under concurrent use.

Automated Scheduling & Task

Notifications

Automated notifications via dashboard, login, or other format for due dates, upcoming deadlines, etc.

Audit Trails & Immutable Records

When GIS data auto-populates an application, the system captures a “snapshot” of all property details at the time of submission. This snapshot preserves historical data so that subsequent updates to parcel boundaries, zoning, or ownership do not overwrite the information captured at submission.

Dashboard & Real-Time

Reporting/Analytics

Interactive dashboards providing dynamic checklists, status timelines, embedded training resources, and ad-hoc reporting tools.

Advanced Front-End Customizability

User-friendly, no-code/low-code customization interface for easily modifying forms and fields without relying on the vendor.

Integrated Asset Management Module for Road & Bridge

The solution should include a robust Asset

Management module tailored for the Road & Bridge department. This module must provide comprehensive asset management capabilities, including a clear migration strategy to replace

PubWorks rather than merely integrating with it.

Vendors must describe how their system will manage road asset data, ensuring real-time data sharing and reporting to avoid duplicative data entry.

Building Permit Functionality

While building code functionality need not be included in the initial configuration, we anticipate needing this soon; therefore, the system must have the capability.

Additional Preferred Functionality

Embedded Training

Interactive visual workflow charts with embedded instructional videos, FAQs, and printable documentation.

AI-Driven Chatbot/Virtual Assistant

Optional chatbot or virtual assistant for handling common user inquiries and providing step-by-step guidance.

Offline Functionality for Field

Operations

Mobile offline mode enabling data capture without immediate internet connectivity, automatically synchronizing upon reconnection.

Automated Fee Calculation &

Payment Processing

Automatic calculation of permit fees integrated securely with county payment.

APPENDIX 2: Priority Use Case

Please leverage the below Primary Use Case to explain your system’s capability to align with

Delta County needs. We are especially interested in user experience, how systems work together on the back end, how multiple parties collaborate, as well as scheduling and notification features.

APPENDIX 3: Evaluation Process & Criteria

Proposals will be assessed using the following weighted criteria. Each section will be scored based on how well the proposal meets the County’s needs.

RFP EVALUATION: Phase 1

Responsiveness & Completeness (5%)

Adherence to Requirements: Does the proposal address every section and requirement of the RFP?

Clarity and Organization: Is the information presented in a clear, logical, and well-structured format?

Full Response: Are all sections and requested details comprehensively covered?

Vendor Qualifications & Experience (20%)

Relevant Experience: Has the vendor successfully completed similar county or municipal projects?

Team Expertise: Are key personnel, especially the Project Manager, well-qualified and certified? Does the vendor have subject matter experts with planning, land-use, and permitting experience?

References: Do the provided references demonstrate a strong track record in comparable projects?

Technical & Functional Fit (35%)

Solution Capability: How well does the proposed solution meet the product requirements (Appendix 1)? Is the system a good fit for priority use cases?

Innovation: Does the proposal include innovative features or value-added functionalities that enhance operational efficiency?

Data Integrity & Security: Are there robust procedures in place to ensure data management, security, and compliance?

Technical Approach: Does the RFP detail the requested elements in the Requirements section?

Implementation Approach (20%)

Project Plan and Timeline: Is there a detailed, realistic project plan with clear milestones and deliverables?

Change Management & Training: Are there effective strategies for stakeholder engagement, training, and knowledge transfer?

Risk Mitigation: Does the proposal identify potential risks with clear strategies to address them?

Cost Proposal (20%)

Cost Competitiveness: Is the pricing structure competitive and transparent with detailed cost breakdowns for licensing, implementation, and ongoing support?

Long-Term Value: Does the proposal demonstrate cost-effectiveness over the lifecycle of the solution?

Each proposal will be scored by a review panel, and the weighted scores will help determine the best overall solution that meets the County’s needs both technically and financially.

DEMONSTRATION & INTERVIEW EVALUATION: Phase 2

More details around demonstration criteria will be provided to finalists. Finalists can expect to be evaluated based on:

Functionality

High-level demo scripts will be provided to vendors who are finalists from the initial RFP process

Vendors will be evaluated on the system’s ability to perform according to the use case description and functionality requirements

Ease of Use

Vendors will be evaluated on core ease of use standards, including page organization, navigation/clicks, labels, context, and style

Vendor Responsiveness

Vendors will be evaluated on how well they tailor their demo to Delta County needs, as well as their ability to respond to questions with both expertise and transparency

BID PROPOSAL FORM

Proposal of: Date:

(Name of Company)

Address:

Phone: Contact Person:

Fax: E-Mail:

(Hereinafter called "BIDDER"), organized and existing under the laws of the State of Colorado, doing.

Business as:

(Sole Proprietor, Partnership, Corporation, etc.)

Delta County, State of Colorado shall be hereafter called "COUNTY."

By submission of this BID, each party to it certifies as to his organization that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BID with any other BIDDER or with any competitor. Bids must be good for six (6) months from the bid date.

In compliance with your Advertisement for Bids, BIDDER hereby proposes to sell to the COUNTY

Land Use Permit Management System.

BID PROPOSAL FORM [CONT.]

THE TOTAL LUMP SUM COSTS DELIVERED TO DELTA COUNTY PLANNING

DEPARTMENT:

(FROM COST SHEET EXHIBIT A LINE #13):

THE TOTAL RECURRING ANNUAL FEES FOR LAND USE PERMIT MANAGEMENT

SYSTEM:

(FROM COST SHEET EXHIBIT A LINE #19):

HOW SOON CAN THE BIDDER PROVIDE THE REQUESTED SOFTWARE DELIVERED

TO THE DELTA COUNTY PLANNING & GIS DEPARTMENTS AFTER NOTICE OF

AWARD?

HOW WILL INSTALLATION AND IMPLEMENTATION BE PERFORMED? (On-site, virtually/remotely, or a combination of both): __________________________________________

Bids will be signed by the person or persons legally authorized to bind the Bidder to a contract:

Name of Company: ____________________________________.

Signature of Bidder: ___________________________________.

Printed Name of Bidder: ________________________________.

Title: ________________________________________________.

E-mail: _______________________________________________.