RFP Amedment No 1.pdf

AMENDMENT No. 1

DATED: May 12, 2026

Palm Beach County Purchasing Department

50 South Military Trail, Suite 110, West Palm Beach, FL 33415

RFP No. 26-033/LAC

Title: INFORMATION TECHNOLOGY (IT) PROJECT MANAGEMENT

SERVICE FOR LAND MANAGEMENT SOFTWARE

IMPLEMENTATION

Request for Submittal Due Date: May 18, 2026

This Amendment is issued to provide additional information, and clarification to the RFP document:

A. Proposers are advised of the following changes to the RFP:

1. Section 1.7 TIMETABLE is revised as follows:

Selection Committee 06/04/26 9:00 a.m. Procurement Department Meeting 50 S. Military Trail Room 1N-142 North/South

W.P.B., FL 33415

2. The address for proposal submissions noted in Section 1.8 Proposal Submission has been revised as follows.

Palm Beach County Board of County Commissioners Procurement Department 240 South Military Trail West Palm Beach, Florida 33415

ATTENTION: Bridget Williams, Procurement Manager and Christal Bakie, Procurement Administrative Project Coordinator

RFP No. 26-033/LAC

B. Questions received from Ivanov Consulting Solutions LLC and the County’s responses:

Q.1. Did the County engage a consulting firm to support pre-procurement activities (e.g.

requirements definition, process mapping, RFP development)? If so, please identify the firm and confirm whether they are eligible to participate in this solicitation.

AMENDMENT No. 1 to

A.1. The County engaged Plante Moran as a consultant to support the ITN for the

LMS selection and implementation. The Department also conducted pre-procurement activities leveraging internal resources, including the Planning, Zoning & Building (PZB) Division, the Office of Technology and Innovation (OTI), and other relevant County stakeholders. The selected IT Project Manager will be expected to validate, refine, and operationalize requirements during the pre-implementation phase and ensure alignment between business needs, technical architecture, and vendor capabilities. This may also include coordinating efforts should the County continue to engage Plante Moran as a consultant. Plante Moran is not eligible to participate in this solicitation.

Q.2. What is the approved budget or budget range for the Project Management services?

A.2. The County has established an internal budget for this effort; however, a specific range is not being disclosed to ensure a competitive procurement process. Proposers are expected to submit fully burdened, market-competitive pricing aligned with the scope, duration, and complexity of a large-scale, multi-departmental SaaS implementation.

Q.3. Please describe the size, structure, and roles of the County’s core project team?

A.3. The County’s core project team will consist of Planning, Zoning & Building

(PZB) leadership and business stakeholders, Office of Technology and Innovation (OTI) technical resources, Selected Land Management System (LMS) vendor and implementation partners and Departmental Subject Matter Experts (SMEs).

The IT Project Manager will serve as the central coordination point, responsible for aligning business, technical, and vendor activities, facilitating communication, and maintaining governance across all stakeholders.

Q.4 Will current and future system administration/support be dedicated participants in the implementation?

A.4. Current and future system administration and support resources will participate throughout the implementation lifecycle to support system configuration, knowledge transfer, and long-term operational readiness.

Q.5: How many business SME’s will be allocated and what level of availability is anticipated (full-time vs part-time)?

A.5. Business SMEs will be engaged on a part-time, as-needed basis, with increased participation during key phases such as requirements validation, user testing, and training. The IT Project Manager will be responsible for coordinating SME involvement to ensure effective participation while minimizing operational disruption.

Q.6. Is the County open to augmenting the Project Management function with additional roles (e.g. Business Analysts, Training/Change Management resources) if needed?

A.6. The County is open to augmenting the project team with additional resources such as Business Analysts, Change Management, or Training specialists if determined necessary to support successful project delivery.

Recommendations should be justified based on project needs and phases.

Any additional roles that are not included in the advertised RFP Scope of Work should be shown as “options” with separate pricing from the main proposal/response.

Q.7. Can you clarify which components of the implementation are expected to be vendor-led versus agency-led, particularly for data conversion, integrations, User Acceptance Testing, Training activities?

A.7. We are currently in the negotiation stage for the software and implementation services which includes data conversion and integration.

The IT Project Manager will be responsible for coordinating and assisting SME for coordinating data conversion, integrations, conducting testing and assisting with training.

C. Questions received from LanceSoft Inc and the County’s responses:

Q.1. Are candidate resumes required with the bid response submission? If so, should they be actual resumes or sample resumes and how many resumes are required?

A.1. Please review section 3.3 Key Personnel and Operations Information for the resume requirements.

Q.2. Are there any mandatory subcontracting goals?

A.2. Please refer to Exhibit C of the RFP for API requirements.

Q.3. Is there an incumbent for this contract? If yes, could you provide the incumbent pricing and details?

A.3. No. PZB does not currently have an IT Project Manager.

Q.4. Are there any Pain points with the incumbent?

A.4. N/A PZB does not currently have an IT Project Manager.

Q.5. What is the budget allocated to this contract?

A.5. The County has established an internal budget; however, a specific amount is not being disclosed. Proposers are expected to submit competitive pricing based on the scope and duration of the engagement.

Q.6. What is the previous spending

A.6. N/A PZB does not currently have an IT Project Manager contract.

Q.7. Is it a single award contract?

A.7. Yes

D. Questions received from Kryptek, LLC and the County’s responses:

Q.1. The RFP requires a minimum of 10 years of IT project management experience with 5 year in SaaS and enterprise software deployments. Will experience managing large scale cloud platform deployments and enterprise software implementations qualify, even if not specific to land management?

A.1. Comparable experience managing large-scale SaaS or enterprise system implementations will be considered, even if not specific to land management, provided the experience includes multi-stakeholder coordination, regulatory environments, and complex system integrations.

Q.2. Are subcontractor past performance references acceptable to meet the reference requirements in in Section 3.1.2?

A.2. Subcontractor references may be accepted, provided they clearly demonstrate relevant experience and the proposed role of the subcontractor in this engagement.

Q.3. Must all three references be from land management or permitting/zoning projects specifically, or will other large scale public sector IT implementations be considered comparable in scope?

A.3. References from other large-scale public sector IT implementations will be considered acceptable if they demonstrate similar scope, complexity, and multi-departmental coordination.

Q.4. Is experience with GIS systems a mandatory requirement or a preference?

A.4. GIS experience is highly preferred due to its relevance to land management processes and system integrations.

Q.5. Can a company (rather and individual) propose for this engagement and embed a dedicated full time IT Project Manager onsite?

A.5. A company may propose, provided a dedicated full-time IT Project Manager is assigned to the project for the entire duration of the project and the assigned IT Project Manager also meets all requirements outlined in the RFP.

Q.6. If proposing as a company, should the proposal follow the Section 3.3A (Group or

Firm) requirements exclusively?

A.6. Proposals submitted by a company should follow the requirements outlined in Section 3.3A.

Q.7. Is an SDVOSB ( Service-Disabled Veteran -Owned Small Business) federal certification recognized or given any preference in Palm Beach County’s evaluation process for this solicitation?

A.7. No. The Affirmative Procurement Initiative (API) placed on the solicitations only applicable to the Palm Beach County Office of Small Business Development certified SBE firms.

Q. 8. Can an out of state SBE equivalent certification (e.g. federal SDVOSB) be used for any portion of the SBE evaluation points, or must the firm be certified specifically by Palm Beach County?

A.8. No. The Affirmative Procurement Initiative (API) placed on the solicitations only applicable to the Palm Beach County Office of Small Business Development certified SBE firms.

Q.9. If proposing as the prime contractor with no subcontractors, how should schedule

1 and Schedule 2 be completed?

A.9. If you are submitting a proposal with subcontractors, the Schedules 1 and 2 should be submitted blank with N/A inscribed.

Q.10. Does the 15 point SBE preference apply only to firm certified as SBE by Palm

Beach County, or does it extend to other small business designations?

A.10. Yes, the SBE Evaluation Preference only applies to Prime firms utilizing/teaming with Palm Beach County OSBD certified SBE firms. It does not extend to other small business designations outside of the aforementioned entity.

Q.11. Section 4.4(a) requires the contractor to work on-site Monday-Friday 8am to 5pm.

Are there any circumstances under which remote work would be permitted (e.g.

during system outages, declared emergencies, or with prior written approval)?

A.11. The position is expected to be primarily on-site in accordance with Section

4.4(a), Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote work is not anticipated under normal operating conditions. In the event of declared emergencies or natural disasters, the County’s operations shift to recovery efforts, and the IT Project Manager role will not be actively utilized during such periods when normal operations are suspended.

Q.12. Will the County provide parking for the onsite contractor?

A.12. Parking is available for all county employees and onsite contractors.

Q.13 Is the primary work location in the PZB offices, and if so, what is the specific address where the contractor will report?

A.13. The primary work location will be within PZB offices. Contractor will report to the Vista Center complex located at 2300 North Jog Road, West Palm Beach, Florida. Specific reporting details will be provided upon contract award.

Q.14. Should the hourly rate submitted in Appendix A be fully burdened to include all travel, overhead, and incidental costs with no additional expenses billed separately?

A.14. The hourly rate must be fully burdened and inclusive of all associated costs.

Q.15. Is there a budget ceiling or expected range the County is able to share to assist proposers in submitting competitive pricing?

A.15. The County has established an internal budget; however, a specific amount

Q.16. Will overtime or after-hours work ever be required, and if so, is a separate overtime rate permitted?

A.16. Typical hours of operation, will be Monday to Friday 8:00am to 5:00pm.

Hours beyond this schedule are not anticipated but may occur on rare occasions. Overtime rates are not permitted.

Q.17. Is the June 22, 2026 contract start date firm, or is there flexibility depending on when the award process is finalized?

A.17. The start date is anticipated as June 22, 2026; however, it may be adjusted based on the procurement and award process.

Q.18. Has the Land Management Software vendor already been selected, or will that selection occur during the pre-implementation phase managed by the awarded IT Project Manager?

A.18. The Land Management Software vendor and system implementer have not yet been finalized; both are currently in the ITN negotiation stage. Final selection is expected upon completion of these negotiations, prior to or concurrent to the award of the IT Project Manager.

Q.19. What LMS platform is the County considering or has already selected (e.g., Tyler

Technologies, Accela, OpenGov)? Knowledge of the specific platform would allow proposers to better tailor their approach narrative.

A.19. The LMS vendor selection and software is currently in progress. The software is tentatively Accela. The IT Project Manager will support vendor coordination and implementation activities regardless of the selected platform.

Q.20. The attendance sheet is collected at 10:10 a.m. local time. If a proposer experiences a technical issue that prevents joining the teleconference by that time, is there any remedy or appeal process available?

A.20. Attendance requirements are outlined in the RFP. Proposers are responsible for ensuring timely participation.

E. Questions received from BAA Consulting and the County’s responses:

Q.1. Is there an incumbent for this role?

A.1. No

Q.2. What is the budget range for this solicitation?

A.2. The County has established an internal budget; however, a specific amount

Q.3. Is there an onsite requirement? If so, what is the requirement?

A.3. The IT Project Manager is expected to work onsite Monday through Friday, 8:00 a.m. to 5:00 p.m., consistent with the requirements outlined in the RFP.