Final Planning and Permitting RFP.pdf

Town of Eagle

Request for Proposal

Planning and Permitting Software

Due Date: August 1, 2025

Table of Contents Part 1: RFP Purpose

Part 2: Project Overview

Part 3: Proposal Instruction

Part 4: Evaluation of Proposals

Part 5: Proposal Format

Part 6: Proposal Components

Part 7: Background and Existing Conditions

7.1 Organization Overview

7.2 Existing Technology

7.2.1 Current Computerized Maintenance Management System

7.2.2 Current Systems Overview

Appendix A: Software Evaluation Worksheet

A.1. Technical Requirements

A.2. Software Capabilities

Appendix B Technical Expertise Evaluation Worksheet

B.1. Technical Expertise – Experience and Qualifications

B.2. Technical Expertise – Installed Base

Appendix C Experience Evaluation Worksheet

Customer Reference 1

Customer Reference 2

Customer Reference 3

Customer Reference 4

Customer Reference 5

Part 1: RFP Purpose

The purpose of this request for proposals (RFP) is to receive competitive proposals for qualifications-based selection of a contractor to provide professional services to replace the Town of Eagle’s Planning and Permitting suite of services. The Town is currently using file folders (Sharepoint) and manual processes. Land Use Applications come in via email, a file folder is created for the project, and the project materials are managed through subfolders indicating project stage. The team uses multiple applications to manage the project, including: Microsoft Planner, Outlook Calendar, Microsoft Lists, and other MS products. Community Core is utilized by the Building department as their workflow organizer for building permits.

The Town of Eagle is seeking a software solution that will manage planning and permitting and fill in gaps between multidepartment communications and workflows with regards to specific land use files or building permits. Our main priority is simplification of our current processes and future customization.

The final candidate will also need to demonstrate an ability to connect to, or replace, our existing systems (Community Core, ESRI, Microsoft 365/SharePoint, BlueBeam, AutoCAD, Laserfiche) and provide information on customers who are using the application. The Town of Eagle is looking for a system that will meet the growing demands of our organization and the desired operational objectives.

The preferred solution will need to demonstrate the ability to comprehensively meet the objectives outlined below.

This project will include the following key components:

• Software to support the organization’s Community Development Department, which includes the Planning Department, the Building Department, and the Public Works Department

• Installation and implementation of the software package

• Training on the new software package

• Data Migration

• Annual maintenance contract to maintain the system, correct deficiencies and provide operational assistance as needed

This RFP does not constitute a contract for services performed or to be performed. After selection of the successful firm (referred to as the contractor), the organization and the contractor will negotiate a contract and a complete scope of services.

All proposals submitted become the property of the organization and will not be returned. The organization is not responsible for any costs incurred by the respondent in proposal preparation, presentations, or benchmarks performed.

Part 2: Project Overview

The purpose of this project is to acquire and implement a viable software package to support all the functions of the organization’s planning and land use processes as well as replacing the current process utilized within our current building department software, Community Core, which is also utilized by the Public Works team.

The following are some of the primary requirements of the software:

• File Retention: Suggest retention schedules for archives and out-of-use files.

• Software Solution: Simplify manual processes for land use applications in Planning, Public

Works, Code Enforcement, and Building. Automate simple tasks such as label generation for adjacent properties and template letters.

• Dashboard: User-friendly dashboard to assist with plan reviews, workflows, and deadlines.

• Project Tracking: Track long-term projects, such as large annexations with extended vesting periods.

• PUD Tracking: Manage Planned Unit Development (PUD) documentation outside the Land Use

Code.

• Property Information: Provide a centralized source for all property-related information, including, but not limited to land use approvals and building permits.

• Process Efficiency: Eliminate redundant steps like downloading and re-uploading plans for review.

• Coordinated Plan Review: Allow for shared plan reviews within system that manages versions resubmitted by applicants.

• Asset Management: Store asset data and use analysis tools for maintenance and replacement programs.

• Service Requests: Manage address and asset-based service requests and work orders, both scheduled and reactive.

• Accounting / Resource Tracking: Track and report on planning reimbursables, building permit fees and taxes, plant investment fees, impact fees, and expenditures, which could include labor, material, and equipment costs for tasks and activities.

• Engineering & Operations: Manage inspection and testing activities.

• Inspections Support: IRC/IBC/IECC Code Integration for field interpretation during inspections utilizing software capacities found in the following programs: Municity Periodic Inspections Program of Work,DigEplan for Municity 5, AI Navigator Feature

• GIS Integration: Use GIS for reporting and graphical representation.

• Mobile Application: Enable field operations with a mobile app for paperless service requests and work orders

• Online Submissions: Allow online submissions and track communication for active land use files.

• Additional Applications: Consider connectivity to call centers, web-based customer interfaces, executive dashboards, vehicle tracking, auto-dial systems, warehouse modules, and SCADA/water modeling systems.

• Data Security: Ensure the security of data.

• Data Management: Eliminate repeated data entry and simplify data management.

• Data Query: Enable data querying capabilities.

• Invoice Management: Create and track invoices, with intuitive document location suggestions.

Invoice generation and payment collection within the system.

• File Storage: Store site plans, applications, correspondence, etc.

• AI: AI solutions to improve the public portal experience.

• Deed Restricted Program Administration: A Housing module or software solution that helps local government manage deed restricted homeownership and rental programs by tracking eligibility, affordability, resale transactions, occupancy, long-term compliance and provides reporting capabilities.

https://www.youtube.com/watch?v=PY7k1KUXrMg https://www.youtube.com/watch?v=PY7k1KUXrMg https://www.youtube.com/watch?v=hqihSqYL0F4 https://codes.iccsafe.org/features/ai-navigator

• Finance: Upgrade path to financial integration or compatibility with Caselle (current Town system). Or path to replace Caselle.

• Business License: Allow online submission and issuance of business licenses through integrated system.

• Public Interface: User-friendly portal for residents to submit applications and retrieve property data. Configurable to meet the Town’s unique needs.

• Code Enforcement: Software solutions for managing and tracking code enforcement violations.

Part 3: Proposal Instruction

▪ Submission Instructions. Proposals must be no longer than 25 pages excluding CV’s. Qualified firms desiring to provide the required service must submit response via email with Subject Line “Proposal for the Planning and Permitting System, RFP”: kevin.aoki@townofeagle.org;

planning@townofeagle.org

▪ Deadline.

o Questions must be submitted by July 17, 2025 o Proposals must be received by email (stated below “Questions”) no later than 5:00 p.m.

Mountain Standard Time on August 1, 2025. Proposals received after the deadline will not be accepted.

▪ Interviews. The organization desires to avoid the expense to all parties of unnecessary presentations/interviews. If a single number one ranked firm cannot be clearly determined, then the evaluation team shall request the Project Manager to set up any or all respondents to make a scripted demonstration and presentation of their company and product(s). If so, the organization will notify the respondents of the date, time, and location of the interviews/presentation.

All costs incurred by the respondent in the demonstration/presentations will be the responsibility of the respondent.

▪ Proposal Acceptance and Rejection. The organization reserves the right to accept any proposal, to reject any or all proposals, to waive irregularities or informalities in any proposal, and to make the award in any manner deemed in the best interest of the organization.

▪ Questions.

If there are any technical questions related to this RFP, please contact:

Kevin Aoki kevin.aoki@townofeagle.org

If there are any questions regarding the evaluation procedures, please contact:

Gram Dick planning@townofeagle.org

If there are any questions pertaining to the organization’s purchasing policy, please contact:

Rachel Tand rachel.tand@townofeagle.org

Part 4: Evaluation of Proposals mailto:kevin.aoki@townofeagle.org mailto:planning@townofeagle.org mailto:kevin.aoki@townofeagle.org mailto:rachel.tand@townofeagle.org

The organization intends to select a contractor that demonstrates, in the organization’s opinion, the highest degree of technical merit. With that contractor, the organization will negotiate the technical aspects of the scope of work, deliverables, schedule, and fees. However, if a negotiated agreement cannot be reached, the organization may open negotiations with the contractor that demonstrates the next highest degree of merit.

Responses to this RFP will be evaluated in accordance with the organization’s Purchasing Policy.

Responses will be rated based upon the following criteria:

A. Compliance with RFP Instructions. The proposals will be evaluated for general compliance with instructions issued in the RFP. Noncompliance with significant instructions may be grounds for disqualification.

B. Software Capabilities. The proposal will be evaluated on the ability of the software to meet the technical specifications and to satisfy the functional requirements of the organization.

(Appendix A)

C. Technical Expertise. The proposal will be evaluated on the basis of implementing software environments similar to the technical nature and complexity of the organization’s, approach to implementing the system, ability to adequately train users, ability to maintain the system after implementation, and methods in performing the project. (Appendix B)

D. Experience with Similar Projects. The proposal will be evaluated on the basis of implementing software environments similar to the technical nature and complexity of the organization and ongoing support after implementation is complete. Further evaluation will be made based upon the total number of satisfied clients and number of satisfied clients in our region. (Appendix C)

E. Staff Qualifications and Firm Background. The proposals will be evaluated on the basis of the contractor’s background, including the number of years in the planning and permitting software business, size and resources of the company and financial stability.

F. Schedule and Availability. The projected schedule and resource availability will be evaluated in the choice of a contractor, although the organization understands that the actual beginning and completion dates are subject to the notice to proceed. Time is of the essence.

Part 5: Proposal Format

All proposals must follow the same format. No exceptions to this format will be accepted. To be accepted for evaluation, the proposal format must address all required components in order.

The aim of the required format is to simplify the proposal preparation and evaluation processes and to ensure that all proposals receive the same orderly review.

All proposals must include the following components:

Section Topic

Cover Letter 1 Contractor Profile

2 Software Evaluation Worksheet (Appendix A)

3 Technical Evaluation Worksheet (Appendix B)

4 Experience Worksheet (Appendix C) 5 Staff Qualifications and Project Team

6 Proposed Schedule

7 Cost Information 8 Additional Information

Part 6: Proposal Components

• Cover Letter. Provide a one- or two-page cover letter. Include the original signed cover letter with the original proposal and a copy of the cover letter with each copy of the proposal. The cover letter should provide the following:

o A brief statement of the respondent’s understanding of the requirements.

o The name, title, phone number, fax number, e-mail address, and street address of the person in the contractor’s organization who will respond to questions about the proposal.

o Highlights of the contractor’s qualifications and ability to perform, provide the software, and conduct the project services.

• Section 1: Contractor Profile. Provide the following information about your firm:

o The firm’s name, email address, business address, mailing address (if differs from business address), phone number, and fax number.

o Types of services and products offered.

o Number of years in business and in providing planning and permitting software.

o Number of total company employees and number of employees dedicated to supporting your systems.

o The location of the headquarters office and/or offices that would provide the project services and ongoing support.

o A brief statement of the firm’s background, demonstrating longevity and financial stability.

• Section 2: Software Evaluation Worksheet. Complete the worksheet attached to this document (Appendix A) and place in this section.

• Section 3: Technical Expertise Evaluation Worksheet. Complete the worksheet attached to this document (Appendix B) and place in this section.

• Section 4: Experience Evaluation Worksheet. Complete the worksheet attached to this document (Appendix C) and place in this section.

• Section 5: Staff Qualifications and Project Team. Start the section by introducing the designated project manager and the project team for the software implementation and conversion. Be sure to state the specific qualifications and experience levels of the personnel that would be assigned to this project.

• Section 6: Proposed Schedule. Include a brief schedule for the completion of the software implementation, conversion, and training. It is understood that estimating conversion time can be difficult; please estimate based upon your past experience in converting from in-house systems.

• Section 7: Cost Information. Your response must contain an estimated cost. This estimated cost is used for the evaluation committee to understand the order of magnitude of your proposal. No points are awarded for this element. Once the actual selection is made, the organization will negotiate the fees, conditions, and terms of the contract with the selected contractor. The estimate must be provided as follows:

Cost of Software $

Cost of Implementation/Training $

Annual Service Contract $

Other Cost $

Total Estimated Cost $

Annual Maintenance Cost $

Hourly rate for additional work $

• Section 8: Additional Information. At your discretion, include additional information to support your proposal. However, choose the additional information carefully, because this section of the proposal should not constitute the bulk of your submission.

Part 7: Background and Existing Conditions

7.1 Organization Overview

The Town of Eagle is a home rule governance town located in Eagle County, CO, that was incorporated in 1905. It operates under a Council-Manager form of government with seven (7) elected Town Council members including the Mayor, an appointed Town Manager, and approximately 75 full-time staff. The Community Development Department consists of: Community Development Director, Building Official,

(3) Planners, Building Inspector, Building Permit Technician, and an Administrative/Planning Technician.

Located in the Eagle River Valley, a west-flowing tributary of the Colorado River. The town limits extend southward up the Brush Creek valley. The Town of Eagle is known for its outdoor experiences with pristine access to epic mountain biking, trail running, hiking, year-round events and Gold-Medal fly fishing. Our census population sits at approximately 7,480 full-time residents.

INSERT DETAIL OF THE WHAT AND THE PATHWAY

7.2 Existing Technology

7.2.1 Current Systems and Operations

Currently, the Department uses a process which utilizes the shared team site (SharePoint) and a series of network folders, as well as Outlook, Teams, MuniCode, Microsoft Planner, Bluebeam, Laserfiche, Wave, Xpress Bill Pay, Community Core, and the Town’s Website in processing current land use applications. Current land use applications begin as requests for pre-application meetings, ideally submitted through a standard departmental email (planning@townofeagle.org). Unfortunately, not all applications originate this way – some are submitted directly to staff email. Applications submitted to the Planning email are reviewed by the Administrative/Planning Technician, who works with the applicant and all the planners to schedule a pre-application meeting. There is currently no process for assigning a planner to a pre-application meeting or assigning a planner to an application after a pre-application meeting.

Once a pre-application meeting has been completed, the applicant may submit their application. Ideally, applications are also submitted to the standard departmental email, but similar to requests for pre-application, this does not always occur. After an application is submitted, it is assigned to a planner, this may not occur immediately upon receipt. Once a planner is assigned, they review the application for completeness based on a previously established checklist that lives in Share Point and on the Town’s website. Application fees and a deposit are required for almost every type of land use application and are a component of meeting the completeness requirements. To have a complete application with no comments, applicants must research the fee schedule and submit a check based on what they believe their fee and deposits will be. Most applicants do not initially submit payment, as the fees and deposits for some applications are complicated and they typically need a planner to help them determine the fees. Staff communicates via email (Outlook) with the applicant regarding completeness of the application, until the application is complete. This can lead to multiple emails with piecemeal document submittal, which then has to be saved to the SharePoint folder created by planner upon initial submittal.

Once an application has been deemed complete, there is email correspondence from the assigned planner to the applicant. The planner uploads all the documents to a folder on the website and creates an active application on the website (Active Land Use Applications). Once an active application has been created on the website, the planner drafts an email to send the application materials out on referral. A referral email is sent to relevant internal and external agencies for review and comment, and a response time is determined by the panner (Example Referral Email). Referral comments are then emailed to the planner, ideally prior to the deadline, the planner reviews each email, and may need to respond to questions, but typically compiles all responses into a template word document (Referral Response Summary Report). The assigned planner will also review the application and type out comments into the summary report. Once the Summary Report is complete with all comments included, the planner creates a PDF of the report to send via email. Depending on the type of application, there may be additional documents, like plans with comments or questions or symbols drawn, that need to be included with the report. The planner adds any supplemental comments into the report PDF and when complete, sends it out to the applicant. The applicant reviews the comments, there may be back and forth emails and meetings with the Planner assigned to the application, the applicant is responsible for coordination between their team and the referral agencies. The applicant is responsible for incorporating all the review comments into the application to move forward with Administrative Approval or a Public Hearing with appointed or elected official approval. There may be multiple rounds of referral/review before an applicant has adequately addressed all comments.

Once all comments have been addressed, the planner can make a decision on an administrative application. Decisions on administrative land use applications are typically acknowledged by filling out a template Notice of Decision (Notice of Decision). These notices are not recorded at the County or uploaded to our document repository, Laserfiche. Not all administrative applications will utilize a Notice of Decision, for example, Sign Permit applications are administrative, but staff utilizes an approval box at the bottom of the sign permit application form to confer decisions on the application (Sign Permit Application).

For applications that require Public Hearings, additional steps are involved. The planner reviews the calendar and schedules the application as required in the Code. An application may go to the Planning and Zoning Commission for review and decision or to the Planning and Zoning Commission for review and recommendation to the Town Council, who would then review and decide on the application. Public Notice is required for all Public Hearings and must be published, mailed, and posted on-site at least 15-days before the first Public Hearing. The Town utilizes the website Column to submit Public Notice to the https://www.townofeagle.org/418/Active-Land-Use-Applications https://www.townofeagle.org/DocumentCenter/View/20412/Example-Referral-Email https://www.townofeagle.org/DocumentCenter/View/20413/Referral-Response-Summary-Report_TEMPLATE https://www.townofeagle.org/DocumentCenter/View/20413/Referral-Response-Summary-Report_TEMPLATE https://www.townofeagle.org/DocumentCenter/View/20414/Notice-of-Land-Use-Decision_TEMPLATE https://www.townofeagle.org/DocumentCenter/View/20155/Application-2024-Sign-Permit-Application?bidId= https://www.townofeagle.org/DocumentCenter/View/20155/Application-2024-Sign-Permit-Application?bidId=

Vail Daily for newspaper publication and has a word template to prepare the notice (Public Notice). The Town utilizes Copy Copy for printing onsite-notices, this is accomplished by sending an email to Copy Copy with the notice, and Copy Copy prints it to our specifications (Site Notice). Mailings are done by the planner or the administrative technician, labels are supplied by the applicant for surrounding properties or property owners within a certain distance of the subject property. The planner or the administrative technician prints updates the template mailing notice form (Mailed Notice), then prints the requisite number of copies, stuffs all the envelopes, seals and stamps all the envelopes and either puts them in a folder for another administrative technician to take to the Post Office, or the planner or Administrative/Planning Technician might take them to the Post Office. The Public Notice, published in the newspaper, also gets uploaded to the Active Land Use webpage, as an additional source of notification to the public.

All costs beyond staff costs for administering the application are passed through to the applicant using an invoice through Wave. Typical charges that would be passed through to an applicant include the newspaper notice, legal review and comment fees, consultant review fees, etc. The Administrative Technician receives an invoice from the vendor and saves it into the SharePoint folder under invoices for a particular application. To process, they will code the invoice, save it in the Finance Department’s invoice folder, create a Wave Invoice, attach the vendor invoice, and send it to the applicant for payment. All these processes are tracked using various spreadsheets. The applicant pays via check, which is received by the administrative technician, entered into Wave as paid, and then a copy of the invoice is printed and physically taken to the Finance Department who will reconcile it in their systems.

After Public Notice has been completed, the assigned planner drafts a staff report for the Planning & Zoning Commission (Example Staff Report). The information and amount of information included in a staff report varies widely based on the type of land use application and the Code requirements. Planners have a template staff report but typically copy and paste a previous staff report for that type of land use application (Template Staff Report). In addition to writing the staff report, the planner also drafts a resolution for for the Planning and Zoning Commission, and has the Town’s legal team review this resolution.. A resolution is created for the Planning & Zoning Commission regardless of whether they are making a recommendation to Town Council or deciding on an application. We do not have a template resolution; the planner typically uses a resolution from a previous and similar application (Example Resolution).

After the Planning & Zoning Commission has decided on an application, the Commission Chair and administrative technician sign the resolution and save a copy in the SharePoint folder under the relevant year and project file. If the application is recommended by the Planning & Zoning Commission for a decision by Town Council, the planner drafts a staff memo explaining the salient points of the application and refers to the full report created and published for the Commission (Example Staff Memo). The staff memo to Council would also highlight any changes to the application since it went before the Commission as well as any legal documents for Council’s review and approval (note: legal documents are not generally presented to the Planning & Zoning Commission for review). For applications reviewed and approved by Town Council, there is frequently a component of the application that gets recorded at the Eagle County Clerk and Recorders Office. We do not currently record our Town Resolutions or Ordinances with Eagle County.

Once an application is completed with a decision by staff (Administrative), the Planning & Zoning Commission or Town Council, the planner or the technician moves the application information on the Active Land Use Application page to either the Approved Land Use Application page or deletes it if the https://www.townofeagle.org/DocumentCenter/View/20418/Staff-Memo-91624 https://www.townofeagle.org/DocumentCenter/View/20419/PZ-Staff-Report_Template https://www.townofeagle.org/DocumentCenter/View/20420/Haymeadow-4th-Amend-PZR060824 https://www.townofeagle.org/DocumentCenter/View/20420/Haymeadow-4th-Amend-PZR060824 https://townofeagle297.sharepoint.com/:b:/g/EeVOG6_DjLpPgdhOdtdJ8KMBs1f1soYZnD6Budl0ovVXYQ?e=08yxg1 https://townofeagle297.sharepoint.com/:b:/g/EeVOG6_DjLpPgdhOdtdJ8KMBs1f1soYZnD6Budl0ovVXYQ?e=08yxg1 https://www.townofeagle.org/707/Approved-Land-Use-Files application was withdrawn or denied. The technician also tracks and follows up on all invoicing after the project and consults with the planner and the Finance Department to determine when deposits can be released back to the applicant.

Research for land use applications currently occurs in multiple places, which often include: Community Core (Building Permit Software), SharePoint (Planning file repository), Laserfiche (document repository), Eagle County GIS, Town of Eagle GIS (incomplete and not live), and the Eagle County Clerk and Recorder’s Official Document Search. We use Microsoft products (like Teams, Outlook, Planner, and Lists) for project management and tracking. We also utilize Civic Plus for our website and Civic Clerk for Public Hearings and Meetings. Currently, the Town is using Eagle County GIS for addressing, property records information, and general land use information, but will be switching to Town of Eagle GIS when available. Column (Vail Daily) is used for Public Notices. Community Core is used as building permit tracking software. Bluebeam is utilized by Planning primarily for zoning reviews of building permits and for zoning reviews of certain development or plat applications. Bluebeam is used by the Building Department for plan review of building permits and by Public Works for Plan Reviews of building permits, development applications, as well as for street and utility projects. Planning also utilizes InDesign and Illustrator for graphics for Long Range Planning Documents. The Planning Department has also had a new Land Use and Development Code adopted recently and is using spreadsheets and Microsoft Lists to track changes/amendments that are needed.

Building Permit Application Process:

• We require administrative control over workflow and software adjustments, rather than relying on the helpdesk for changes.

• Contractors should have the ability to modify or cancel their requested inspections within a specified timeframe. Additionally, they should be able to request inspections not listed in the suggested options.

• Sub-permits should be linked to the main permit under a single permit number. This would allow sub-contractors to apply for permits connected to the main permit, with reporting capabilities to reflect the count of both sub-permits and main permits.

• Documents associated with a permit need better organization. Currently, all documents appear as rolling line items, which is overwhelming. We propose using multiple tabs or color-coded organization for easier access.

• While the help videos are beneficial, a basic walkthrough checklist for new hires, including mandatory training modules, would enhance the onboarding process without requiring in-person training.

• An outward-facing fee estimator for applicants, with a disclaimer indicating it is only an estimate, would be valuable.

• Automated email notifications should be sent to contractors when their license renewal is due.

• Automated email notifications should also be sent to contractors when their permits expire.

• Contractors should be able to renew their licenses without re-entering all information. They should only need to update expired documents and pay any applicable fees.

• The ability to download inspection information for offline use on an iPad would be beneficial.

Once back online, the updates should sync with the website.

• A daily travel route for inspectors should be created using a GIS map viewer.

• Inspections should be auto-assigned based on the type of inspection, e.g., plumbing inspections to John and electrical inspections to George.

https://map.eaglecounty.us/GIS_Viewer/ https://experience.arcgis.com/experience/f5bec3d54ebe44d895edf3f79423f68f#data_s=id%3AdataSource_1-fed009bfceb94d49a2f3bc3d8b50fd72%3A651 https://acclaim.eaglecounty.us/AcclaimWeb/ https://acclaim.eaglecounty.us/AcclaimWeb/

7.2.2 Current Systems Overview

• Building Permit SOP’s o Report SOP’s

▪ 1 Receipts and Daily Report.docx

▪ 2 Online Payment Email.docx

▪ 3 Payment Issues with PnP and Community Core Connecting.docx

▪ 5 Monthly Reports.docx

▪ 6 Town Council Update- Building.docx o Payments and Refunds SOP’s

▪ 1 Check.docx

▪ 2 Refunds.docx

▪ 5 Invoicing Procedure.docx o Contractor Registration SOP’s

▪ 1 Contractor Registration Email.docx

▪ 3 Certificate of Insurance.docx o Permit SOP’s

▪ 1 Building Permits General Internal Process.docx

▪ 2 Building Permits General External Process Overview.docx

▪ 3 Online Permit Application Submittal.docx

▪ 4 Demo Permit Application.docx

▪ 5 Quick Requirements Sheet 2024.docx

▪ 6 Quick Fee Sheet 2024.docx

▪ 7 Sub Permit Application.docx

▪ 8 Permit Reactivation Letter.docx o Calculations SOP’s

▪ 2 Use Tax Information.docx o Plans SOP’s

▪ 2 Looking Up Plans.docx

▪ 3 Cora Request for Plans.docx

• Planning SOP’s o Create an Event in CivicClerk:

▪ Create an Event in Civic Clerk.docx o Encroachment Permit SOP:

▪ Encroachment Permit SOP Rev 9.12.24.docx o Mobile Vending SOP:

▪ Mobile Vending SOP.docx o Sign Permit Process:

▪ Sign permit process 3.11.24.docx o Wave Invoicing SOP:

▪ SOP Wave Invoicing.docx o Development Permit SOP:

▪ Development Permit SOP.pdf https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/1%20Reports/1%20Receipts%20and%20Daily%20Report.docx?d=wff08bd7df3a742128157bd2192ae8f8f&csf=1&web=1&e=yZnBjN https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/1%20Reports/2%20Online%20Payment%20Email.docx?d=w30604b74ef3842aeac50e5a1c7456ef9&csf=1&web=1&e=T8oe4e https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/1%20Reports/3%20Payment%20Issues%20with%20PnP%20and%20Community%20Core%20Connecting.docx?d=w6fe3281412944bd6bd230acf3f2872f0&csf=1&web=1&e=pJ5PNh https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/1%20Reports/5%20Monthly%20Reports.docx?d=w8a5c794c180b420bb58c0964bd397e4c&csf=1&web=1&e=ALh6Hd https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/1%20Reports/6%20Town%20Council%20Update-%20Building.docx?d=wd4d8a0535e824ab18afb1c7437624637&csf=1&web=1&e=Pnapdk https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/2%20Payments%20and%20Refunds/1%20Check.docx?d=w4258e80858084784be91053425abea12&csf=1&web=1&e=UQW9c7 https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/2%20Payments%20and%20Refunds/2%20Refunds.docx?d=wa16eb81577cb40fca1e0f945a7796bc8&csf=1&web=1&e=ZuPNpE https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/2%20Payments%20and%20Refunds/5%20Invoicing%20Procedure.docx?d=wfb87dde4df414004bc50cd6042cb0eb8&csf=1&web=1&e=ewr2R2 https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/3%20Contractor%20Registration/1%20Contractor%20Registration%20Email.docx?d=wed12f8d54acc46c195e76820267d40d3&csf=1&web=1&e=EMbGDk https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/3%20Contractor%20Registration/3%20Certificate%20of%20Insurance.docx?d=w3967eafc92f24af4ab830ed784980010&csf=1&web=1&e=tWRGVb https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/4%20Permits/1%20Building%20Permits%20General%20Internal%20Process.docx?d=w1b68de9cf64948f894044c1698f039e0&csf=1&web=1&e=xYmkw9 https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/4%20Permits/2%20Building%20Permits%20General%20External%20Process%20Overview.docx?d=w587088526a4e466b966145848035637e&csf=1&web=1&e=eQbAOQ https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/4%20Permits/3%20Online%20Permit%20Application%20Submittal.docx?d=w95174280567f4cb397279ede2b67c367&csf=1&web=1&e=2GGdWW https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/4%20Permits/4%20Demo%20Permit%20Application.docx?d=w1c00b973b73040c094dcdd0c5fc59293&csf=1&web=1&e=fzGpeH https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/4%20Permits/5%20Quick%20Requirements%20Sheet%202024.docx?d=wc69c6d4aec6549ffb9667c2a3d3704be&csf=1&web=1&e=48WYc7 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https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/6%20Plans/2%20Looking%20Up%20Plans.docx?d=w7154a712e7d3491c88f903bff2b351f0&csf=1&web=1&e=9mOVCl https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Building-Permits/1PERMIT%20TECH/1%20Training%20Manual/6%20Plans/3%20Cora%20Request%20for%20Plans.docx?d=wa5458a0ba6d34005b08e6747a66050da&csf=1&web=1&e=rTdOQW https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Admin/SOP/_FINALIZED%20SOPs/Create%20an%20Event%20in%20Civic%20Clerk.docx?d=w6b1675c43b1b4b1792c3d00c9138d3d7&csf=1&web=1&e=xYg46w https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Admin/SOP/_FINALIZED%20SOPs/Encroachment%20Permit%20SOP%20Rev%209.12.24.docx?d=w720953a63e0f4b5e81f67175e207eb8f&csf=1&web=1&e=kr4Z46 https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Admin/SOP/_FINALIZED%20SOPs/Mobile%20Vending%20SOP.docx?d=wb283ce3146984186b5885c92ccabab13&csf=1&web=1&e=pnolmc https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Admin/SOP/_FINALIZED%20SOPs/Sign%20permit%20process%203.11.24.docx?d=w9d071804bf29467b9da3492353d985e3&csf=1&web=1&e=bf6WXc https://townofeagle297.sharepoint.com/:w:/r/Shared%20Documents/Com%20Dev/Admin/SOP/_FINALIZED%20SOPs/SOP%20Wave%20Invoicing.docx?d=we1e1fb18353a4f52baa222814343e2ce&csf=1&web=1&e=CzW5wG https://townofeagle297.sharepoint.com/:b:/r/Shared%20Documents/Com%20Dev/Admin/SOP/Development%20Permit%20SOP.pdf?csf=1&web=1&e=3yhmDu

Appendix A: Software Evaluation Worksheet

A.1. Technical Requirements

The following are minimum proposed requirements. No proposal will be considered without meeting all the following technical requirements.

Please answer the questions as stated. If you cannot answer YES to all the questions in section A.1, the proposal will not be considered.

No. Requirements A 1.1 The proposed system must be cloud-based or SaaS. Please describe the system architecture.

A 1.2 Must comply with basic security to address PII and red flag rules.

A 1.3 The proposed system must be able to run on Windows 10/11, iPad, and iPhone clients.

A 1.4 Ability to function in field (located in vehicles and areas with limited or no connectivity). For example, building inspectors may need access to the application and workflows in areas with no or very limited connectivity.

A 1.5 The proposed system must be compatible with ESRI products either directly or via 3rd party tools.

A1.6 The proposed system shall allow system users to retrieve and view relevant ECM stored (scanned) documents.

A1.7 Does the proposed system allow for SSO using Microsoft Entra ID?

A1.8 The proposed system must have regular backup intervals and restore points. Please describe how the system is set up to do so.

A1.9 The proposed system must be able to integrate with a planning review software (preferably Bluebeam)

A.2. Software Capabilities

Provide a response to each of the following requirements in the appropriate column.

Appendix B Community Development requirements request as of 03/29/2022 -

FUNCTION REQUEST

General Real-time and immediate customer service access

• Live agent chat feature

• Quick links to FAQs, training videos, and user guides

• Ability to create & submit tickets to a Help Desk

General Connectivity and access from multiple devices

• Web accessible and not limited to a desktop program

• Includes PC and handheld mobile devices

General Customer access

• Online fillable applications which can be submitted through customer portal

• Applicants can extract / download their approved licenses and permits

• Applicants and contractors can make payments online

• Applicants and contractors can view workflow progress, missing documents, outstanding balances

• Generate reminders to customers for missing documents, outstanding balances, approvals

• System clearly identifies when the ball is back in the applicant’s court.

General Project Classification

• Color-coded distinction between tabs within the system

• Color-coded distinctions for individual users in the workflow

• Ability to manually modify project file naming convention

General Project Workflow

• Workflow capability to assign work to identified agencies (ex. Planning, Public Works, Fire District), (Note:

agencies may be internal or external to the organization)

• Ability to track required workflow items for each permit type and assign completion/return deadlines

General Auto-generated e-mail reminders

• Contractor registration and building permit expiration alert

General Archiving and Historical Data

• Parameters should comply with state/federal archiving laws

• Mass import of existing data

General Interface with or replace other systems / software

• Laserfiche (document repository) – interface with

• GIS (overlay of zoning, FLUM, subarea plans, special districts, parcels, amenities, utilities, schools, easements, etc.)

• Community Core - REPLACE

• Bluebeam – interface with or replace with similar system for document review and markup

• Wave invoicing / Xpress Bill Pay – replace for invoicing and payment collection

General Licenses & Registration

• Business licenses – new & renewals with features to enable zoning verifications by Planning and violations by Code Enforcement

• Vendor / contractor list

General User Functions

• Robust ‘Search’ capabilities (sort by year, property, file number, project name, property owner name, etc.)

• Import / Download

• Ability to export maps to an image/PDF - Printer View

• Ability to allow multiple users to work in the system simultaneously

• Ability to add notes / free-type as needed. Add tags.

• Time stamps that show when changes were made and by which user

• Ability to tailor-make checklist of our processes

Building Building Permits (generation & customization)

• Existing permits library includes: one-stop's (ex. Roof replacement or residential alterations);

Commercial/Residential new, remodel, addition, alteration; tenant improvement; new SFR, Townhome, Multi- Family, Mixed-Use

• Customize canned permit types to allow for one-off changes when needed

• Ability to provide Building Code nomenclature (Type of Construction, Use, Sprinkler Systems including Code used and applied to project). Typical requirements needed to be disclosed upon Occupancy Approval.

• Generate an Inspection List for each permit type.

• System knows not to issue permits until all fees are paid.

Building Contractor Registration

• Database

Building Reports

• Generate issued permits, inspection reports, certificates of occupancy

• Permit tracking, time issues, performance, and inspection counts

• Query and export based on project valuation, fees, number of active permits, etc.

Building Inspection Module

• Contractors can request inspections online (do not have to call or e-mail)

• Allow for paperless inspections

• Generate reports / Email results to contractors Planning Time Tracking Module

• Per user, per project

• Ability to generate monthly, quarterly, year-end financial report

Planning Land Use Applications

• Checklists for the different processes & applications

• Online payment

• Template letters to applicants

• Template letters to APOs

• Populate application schedule – noticing, public hearings, etc.

• Database/deposits for land use related documents that is located within GIS

• Reminders for conditions of Special Use Permits (SUP’s)

• Reminders for upcoming deadlines (expiring permits, payment of impact fees)

• Preferred sample/template documents

Planning Reports

• Registered Accessory Dwelling Units (ADU’s), Multi-Family, Single Family, Parking, Deed Restricted Units, Special Use Permits, Code Violations

• Financial tracking for each project (application fees, deposits, passthrough costs, performance guarantees, impact fees)

• Ability to query and export application types, application statuses, etc.

• Ability to create agendas for internal meetings, i.e., Development Review Committee (DRC)

• Ability to create a list of all case comments as a PDF.

• Timeline/time track of workflow and how long projects take to complete/review. (Helpful not necessary)

Planning Tracking System

• Tracking mechanism for properties when they are annexed through all of the subdivisions to final build out and addressing.

• Ability to track conditions within agreements like Annexation and Development Agreement, Subdivision Improvement Agreement, etc.

• Track conditions of approval and performance guarantees on smaller applications.

• Track a preapplication and give this the ability to transition a file from a “preapp” to a regular land use file

• Track costs and payments throughout a project cycle

• Tracking for projects managed by multiple departments (eg: planning and housing)

Technical Expertise Evaluation Worksheet

B.1. Technical Expertise – Experience and Qualifications

Answer the following questions and provide the necessary documentation for each item listed below:

No. Question Answer

B 1.1 Specify the number of years the Proposed firm has been in the Planning and Permitting business.

B 1.2 Specify the total number of employees within the company.

B 1.3 Specify the number of employees dedicated to research, development, and maintenance.

B 1.4 Specify the number of employees in customer support.

B 1.5 Specify the amount of dollars dedicated annually to research and development.

B1.6 Specify technical support hours of operation and how mission critical support issues are handled after hours (if applicable).

B.2. Technical Expertise – Installed Base

Answer the following questions and provide the necessary documentation for each item listed below:

No. Question Answer B 2.1 Specify the total number of current clients using any of your firm’s application(s).

B 2.2 Specify the total number of local government owned clients.

B 2.3 Specify the total number of clients with between 50-150 employees.

B 2.4 If your proposal is short listed, are you willing to provide a complete (all) list of your firm’s clients and may we contact them?

Appendix C Experience Evaluation Worksheet

Customer Reference 1

Organization Name

Contact Name

Address

Telephone

E-Mail

Customer Reference 2

Customer Reference 3

Customer Reference 4

Customer Reference 5