Municipal_Code_Codification_and_Publishing_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cavecreekaz

Town of Cave Creek, AZ undefined

2027-08

MUNICIPAL CODE CODIFICATION AND PUBLISHING

SERVICES

PROPOSALS SHALL BE SUBMITTED TO:

https://procurement.opengov.com/portal/cavecreekaz/projects/317022

PROPOSALS DUE: November 12, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

undefined #2027-08 Title: Municipal Code Codification and Publishing Services

Table Of Contents

1. REQUEST FOR INFORMATION (RFI) – MARKET RESEARCH

2. GENERAL INFORMATION AND AUTHORITY

3. PURPOSE / INTRODUCTION

4. OVERVIEW / ANTICIPATED REQUIREMENTS

5. INSTRUCTIONS

6. RESERVATION OF RIGHTS

7. Questionnaire

1. REQUEST FOR INFORMATION (RFI) – MARKET

RESEARCH

The Town of Cave Creek is seeking industry information regarding municipal code codification, legal review, ordinance maintenance, and online publishing services.

This RFI is intended solely for market research and planning purposes. Information received will assist the Town in developing a comprehensive Scope of Work, evaluating available service options, and determining the appropriate procurement method.

This RFI is not a solicitation for bids or proposals, and no contract will be awarded as a result of this request.

MARKET RESEARCH • WRITTEN SUBMISSIONS

RFI Title Municipal Code Codification and Publishing

Services

RFI Number 2027-08

Issue Date Thursday, October 29, 2026

Questions Due Thursday, November 5, 2026 at 3:00 pm

Responses Due Thursday, November 12, 2026 at 3:00 pm

Procurement Contact Monique Harris, Procurement Administrator

Contact Email mharris@cavecreekaz.gov

Submission Method Town of Cave Creek OpenGov Procurement

Portal

2. GENERAL INFORMATION AND AUTHORITY

This section outlines the purpose, authority, and conditions governing the Town's Request for

Information (RFI), including its nonbinding nature and the Town's discretion regarding future procurement activities.

The Town of Cave Creek (Town) issues this Request for Information (RFI) to obtain market information, feedback, suggestions, and comments regarding the subject identified above. The RFI is intended solely for planning and market research and is not a solicitation for offers or a request for binding prices.

A response to this RFI is not an offer, will not be accepted to create a contract, and does not obligate the Town to issue a subsequent solicitation, award a contract, or reimburse any response expenses.

Participation is voluntary. Participation or nonparticipation will not, by itself, confer an advantage or disadvantage in a future solicitation.

3. PURPOSE / INTRODUCTION

The Town of Cave Creek, Arizona (Town), is issuing this Request for Information (RFI) to obtain industry feedback regarding municipal code codification, legal review, ordinance maintenance, and online publishing services.

The Town seeks to understand available service models, technology solutions, implementation processes, ongoing maintenance requirements, and estimated costs. Information received will assist the Town in identifying appropriate tasks, deliverables, performance standards, and budget considerations for a potential future solicitation.

Respondents are encouraged to provide recommendations, describe available solutions, and identify industry best practices that may assist the Town in developing a comprehensive Scope of Work.

This RFI is issued solely for market research and planning purposes. It is not a request for proposals or pricing commitments and does not obligate the Town to issue a future solicitation or award a contract.

4. OVERVIEW / ANTICIPATED REQUIREMENTS

The Town of Cave Creek is exploring municipal code codification and publishing solutions to support the organization, legal review, maintenance, and public accessibility of its ordinances and regulations.

Potential services under consideration include:

A. Code Codification: Organization, formatting, indexing, and incorporation of municipal ordinances into a comprehensive municipal code.

B. Legal Review: Identification of outdated, conflicting, duplicative, or inconsistent provisions and potential conflicts with Arizona Revised Statutes.

C. Online Publishing: Searchable, accessible, and mobile-friendly digital platforms for public and

Town staff use.

D. Ordinance Maintenance: Ongoing supplementation, updates, amendment tracking, and historical ordinance access.

E. Zoning Integration: Options for incorporating zoning ordinances, development regulations, and GIS mapping.

F. Implementation: Document conversion, data migration, quality assurance, staff training, and system deployment.

G. Technical Support: Hosting, cybersecurity, system maintenance, accessibility compliance, and customer support.

Anticipated Outcomes

The Town seeks to identify practical and cost-effective approaches that improve municipal code accessibility, accuracy, transparency, and long-term maintenance.

Respondents are encouraged to identify recommended service models, implementation schedules, anticipated Town staff responsibilities, suggested deliverables, and budgetary pricing structures.

The anticipated contract duration, implementation schedule, budget, and final service requirements have not been established and will be determined following the Town's review of industry feedback.

All services and requirements described above are preliminary and subject to change. This

RFI does not establish mandatory specifications or constitute a commitment to procure any particular solution.

5. INSTRUCTIONS

5.1. Inquiries

Submit questions through the Town's OpenGov Procurement Portal using the question-and-answer functionality by the deadline shown above. Identify the relevant section and question. The Town may post substantive clarifications through OpenGov for the benefit of interested respondents. Do not rely on verbal statements or communications outside the portal as modifications to this RFI.

5.2. RFI Responses

• Submit responses electronically through the Town's OpenGov Procurement Portal before the stated deadline.

• Address the Requested Information items in the same order, with sufficient detail for the Town to understand the feedback. Respondents may include supplemental materials.

• Identify the firm, primary contact, email, telephone number, and relevant areas of service.

• Responses should be concise and address the requested information. Respondents are encouraged to provide sample scopes of work, descriptions of standard service packages, implementation schedules, and budgetary pricing information to assist the Town in developing a future Scope of Work. No formal pricing proposal, bid bond, or binding offer is required.

• The Town may request clarification, product demonstrations, sample documents, or voluntary follow-up discussions to better understand available services and develop a future Scope of

Work. Participation in these activities does not constitute a competitive evaluation or guarantee consideration in any future solicitation.

• OpenGov portal access or technical questions should be directed through the portal's available supplier support resources.

6. RESERVATION OF RIGHTS

The Town reserves the right to amend or cancel this RFI, request additional information, use information obtained to develop or revise requirements, or elect not to proceed. The Town may consider market information from sources other than RFI respondents.

The Town is not obligated to incorporate any suggestion, enter into discussions with any respondent, or issue a subsequent solicitation. Participation in this RFI does not guarantee an award, provide preferential consideration, or restrict participation in any future competitive procurement.

All costs associated with preparing and submitting a response are the sole responsibility of the respondent.

7. Questionnaire

1. Describe the municipal code codification services your company offers.*

Please describe available services, including code organization, formatting, indexing, ordinance incorporation, and related activities. Identify typical tasks, deliverables, and service options that the

Town should consider when developing a future Scope of Work.

*Response required

2. What approaches are available for reviewing, reorganizing, and updating an existing municipal code?*

Describe the typical process for assessing an existing municipal code, identifying organizational improvements, and recommending updates. Include key activities, expected deliverables, and options the Town should consider when developing its Scope of Work.

*Response required

3. What legal review services are available for municipal code codification?*

Describe available legal review services for identifying outdated, conflicting, duplicative, or inconsistent ordinances, including potential conflicts with Arizona Revised Statutes. Explain the review process, typical deliverables, and how recommended changes are presented to the Town for consideration and approval.

*Response required

4. What options are available for incorporating zoning ordinances, development regulations, and related maps into the municipal code?*

Describe available solutions for integrating zoning ordinances, development regulations, zoning maps, and GIS information into a municipal code publishing platform. Identify available features, implementation considerations, and recommended approaches for improving public access to these materials.

*Response required

5. What online municipal code publishing solutions and features are available?*

Describe available online publishing platforms, including keyword searching, mobile accessibility, downloadable documents, hyperlinks, and public access to municipal codes and ordinances. Identify accessibility standards supported, such as WCAG 2.1 AA, and any additional features that improve usability for residents, businesses, and Town staff.

*Response required

6. What options are available for Town staff to independently manage, update, and publish municipal ordinances?*

Describe available self-service, vendor-managed, and hybrid publishing options. Explain the responsibilities of Town staff versus the service provider, including ordinance uploads, editing, approval workflows, publication, and quality control. Identify any training, software access, or technical requirements associated with each option.

*Response required

7. What integration capabilities are available for municipal websites, GIS mapping systems, and other Town applications?*

Describe available integration options for municipal websites, GIS mapping systems, document management systems, and other applications. Identify technical requirements, integration methods, potential limitations, and recommended approaches for providing seamless public access to municipal codes and related information.

*Response required

8. What options are available for maintaining and accessing historical municipal code versions, ordinance amendments, and legislative records?*

Describe available features for maintaining historical code versions, tracking ordinance amendments, and accessing legislative records. Explain how users can view previous code provisions, identify changes over time, and access supporting ordinance documents. Include available archiving, version control, and public access options.

*Response required

9. What is the typical implementation process for a municipal code codification and online publishing project?*

Describe the typical implementation phases, including document collection, code conversion, legal review coordination, quality assurance, Town review and approval, and final publication. Identify key milestones, estimated timelines, expected deliverables, and responsibilities of the Town and service provider during each phase.

*Response required

10. What documents, data formats, staff resources, and other information would the Town need to provide for a municipal codification project?*

Identify the documents, records, electronic file formats, and other materials typically required from a municipality to complete codification and online publishing. Describe anticipated Town staff involvement, departmental coordination, technical resources, and responsibilities throughout the project. Include recommendations for preparing existing records to support an efficient implementation.

*Response required

11. What ongoing maintenance and ordinance supplementation services are available for municipal codes?*

Describe available maintenance and ordinance supplementation service models, including update frequencies, standard turnaround times, expedited publishing options, and procedures for incorporating newly adopted ordinances. Identify typical service responsibilities, deliverables, and recommended performance standards for ongoing code maintenance.

*Response required

12. What training, technical support, accessibility, cybersecurity, data backup, and disaster recovery services are available?*

Describe available staff training, technical support, system maintenance, and customer service options. Identify accessibility standards supported, cybersecurity measures, data backup procedures, and disaster recovery capabilities. Include typical support hours, response times, service-level options, and recommended requirements for ensuring system reliability and continued public access.

*Response required

13. What pricing models and estimated costs are typically associated with municipal code codification and online publishing services?*

Describe available pricing structures for initial codification, legal review, implementation, online hosting, ordinance supplementation, and ongoing maintenance. Identify one-time costs, recurring fees, optional services, and factors that influence pricing. Provide estimated budgetary cost ranges, where available, to assist the Town with financial planning and development of a future Scope of

Work. Formal or binding price proposals are not requested.

*Response required

14. What cooperative purchasing contracts, if any, are available for municipal code codification and online publishing services?*

Identify any existing competitively solicited cooperative purchasing contracts available for use by

Arizona municipalities. Include the cooperative organization, contract number, expiration date, and services covered. Indicate whether codification, legal review, online publishing, implementation, and ongoing maintenance are included within the awarded contract scope. If available, provide a link to the contract documents and pricing schedule.

*Response required

15. What tasks, deliverables, performance standards, and service-level requirements would you recommend including in a future Scope of

Work for municipal code codification and publishing services?*

Based on industry best practices and available service models, recommend key tasks, deliverables, performance standards, implementation milestones, and ongoing maintenance requirements that the

Town should consider when developing its future Scope of Work. Identify potential challenges, optional services, cost-saving opportunities, and recommendations for structuring a successful municipal codification project.

*Response required

16. (Optional) Does your company offer or integrate with a solution that automates the preparation, management, and publication of municipal meeting minutes?

Describe any available solutions that use artificial intelligence (AI) or other technology to automatically transcribe meeting recordings, generate draft meeting minutes, identify motions and voting results, and link minutes to agendas and meeting videos.

Explain available integrations with municipal websites, agenda management systems, and document publishing platforms. Identify staff review and approval workflows, data security measures, implementation requirements, and estimated costs.

If these capabilities are not available, please indicate whether your company offers integrations with third-party solutions.

17. (Optional) Please provide sample scopes of work, service descriptions, implementation schedules, or other supporting documentation.

Respondents are encouraged to upload available sample scopes of work, standard service packages, implementation schedules, sample deliverables, or other materials that may assist the Town in developing a comprehensive Scope of Work for municipal codification and publishing services.

Please exclude confidential or proprietary information.