Title:
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Award RFP-604632-23/GCM - Software Agreement for Permitting, Code Enforcement, and Contractor Licensing Solution and Implementation Services to Accela, Inc., San Ramon, CA for complete implementation of the project, authorize negotiations with Velosimo, Lehi, UT and PermitRocket Software LLC, Miami for continuing software subscriptions after implementation, and an optional managed application services agreement, with Accela, Inc., for an estimated total cost of $3,995,428.90 and authorize the Purchasing and Contracts Division to execute the Agreements. Countywide (Lorie Bailey Brown, CFO/Resource Management Director) Department - Development Services Department
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Division:
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Resource Management - Purchasing and Contracts
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Authorized By:
Lorie Bailey Brown, CFO/Resource Management Director
Contact/Phone Number:
Gladys Marrozos/407-665-7110
Background:
RFP-604632-23/GCM will replace the County’s current Naviline Permitting System and the ProjectDox electronic plan review system (ePlan) to provide a new comprehensive Land Management Software (LMS) Program for Development and Review and Zoning, Electronic Plan Review, Permitting, Code Enforcement, and Contractor Licensing activities whose product and service capabilities meet or exceed current County requirements and whose complete turn-key product will provide a robust solution that will allow the County to continue to leverage its investment well into the future.
This project was publicly advertised, and the County received ten (10) proposals in response to the solicitation. One (1) proposal was non-responsive for failure to comply with Vendor Form of the solicitation. The Evaluation Committee comprised of Jose Gomez, Chief Administrator, Rebecca Hammock, Director-Development Services, Jeffrey Leveroni, DEP Chief Information Officer, Charrell Reese, Senior GIS Analyst, Sandra Riley, Building Division Manager, Archana Virmani, Project Manager II, evaluated the proposals. A selected team of subject matter experts and Plante Moran Consulting assisted the Evaluation Team in the different disciplines encompassing this project. Consideration was given to the capability to successfully deliver functional requirements, technical requirements, and overall price reasonableness. Each proposal was evaluated based on the proposed solution and how the solution will meet or exceed the County’s objectives. The Evaluation Committee shortlisted the proposals and entertained presentations and software demonstrations of the top three (3) shortlisted firms, Accela Inc., Intuitive Municipal Solutions (IMS), and Tyler Technologies.
The Evaluation Committee evaluated the shortlisted firms, considering their proposed implementation, software solution support, integration, and business and technical capacity to deliver. The Evaluation Committee requests an award of the project to the responsive, responsible, proposed team with the most advantageous solution, Accela, Inc., San Ramon, California, for a one-time implementation fee in the negotiated amount of $1,957,387.00. The Evaluation Committee also requests a five-year subscription in the amount of $1,853,041.90. After successful implementation, separate subscription agreements may be negotiated with Velosimo, Lehi, UT and Permitrocket Software LLC, (ePermitHub), Miami. At the sole option of the County, each of these subscription agreements may be renewed for three (3) successive periods not to exceed three (3) years each. In addition, The Evaluation Committee requests the Board authorize an optional Managed Application Services (MAS) agreement, if needed, with Accela, Inc., in the amount of $185,000 for one year. MAS includes tasks such as application monitoring, configuration management, performance tuning and optimization, and applying patches.
Requested Action:
Staff requests the Board award RFP-604632-23/GCM - Software Agreement for Permitting, Code Enforcement, and Contractor Licensing Solution and Implementation Services to Accela, Inc., San Ramon, CA for complete implementation of the project, authorize negotiations with Velosimo, Lehi, UT and PermitRocket Software LLC, Miami for continuing software subscriptions after implementation, and an optional managed application services agreement, with Accela, Inc., for an estimated total cost of $3,995,428.90 and authorize the Purchasing and Contracts Division to execute the Agreements.