TruePoint Solutions Electronic Plan Review Software BidTrueP6int;
Solutioni
Proposal Response:
City of Kalispell, MT
RFP 8321067 for
Electronic Plan Review Software
201 1st Ave East
Kalispell, MT 59901
TrueP6inb
Solutions
,,;DigEplan
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City of Kalispell, MT
RFP 8321067 for
Electronic Plan Review Software
Submitted by:
Aoinl;
Solutions
774 Mays Blvd.
#10-377
Incline Village, NV 89451
Submittal Due
5:OOPM local time
November 18, 2022
,rrue
Point;
Solutions
November 18, 2022
Keith Haskins
Deputy Public Works Dir./City Engineer
City of Kalispell
201 1st Ave East
Kalispell, MT 59901
RE: City of Kalispell RFP 8321067 for Electronic Plan Review Software
Dear Mr. Haskins and Evaluation Committee:
TruePoint Solutions — in partnership with Avolve Software — is pleased to offer our response to the City of
Kalispell's (the City) Request for Proposals (RFP 8321067) for an Electronic Plan Review Solution. On the pages that
follow, we will demonstrate how our proposed solution, DigEplan, will not only meet, but exceed the City's
technical, functional and integration requirements as defined in your RFP.
Our team provides exemplary service and support in conjunction with our software solutions and professional
services. We do this by taking the time to listen to our clients' needs and understand the business issues they face;
then we can provide real -world proven solutions to resolve their business issues in a manner that is supportable,
maintainable, and affordable. We believe that IT solutions should last longer than the time it takes to implement
them.
TruePoint has been a Cityworks partner and conference sponsor since 2007. We have a very good working
relationship with the team there — some of which goes back to their University of Utah days in the early 90s. We
are proud to be associated with Cityworks and know that the DigEplan product is the best solution available.
We know that providing superior customer support is the key component to our success. By building strong,
dedicated partnerships with our customers, TruePoint can not only meet your agency's business requirements, but
we will strive to exceed your expectations. Our constant objective is to have all our business relationships produce
quality reference accounts. That only happens by delivering exceptional service and top quality products.
We would like to take this time to thank you for your consideration in allowing us to demonstrate TruePoint's
successful strategy to implement a business critical solution for the City. We look forward to working with you and
to the prospect of building a long-term relationship.
RfTrueent
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John
Poin S lutions
(916) 25%4293 office
(916) 607-4490 mobile
(916) 256-1975 fax
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Table of Contents
1. COVER LETTER................................................................................................................................................ 3
TABLEOF CONTENTS.......................................................................................................................................................4
2. PROPOSED TECHNOLOGY AND SOFTWARE (4 PAGES MAX).............................................................................
S
3. FIRM PERSONNEL QUALIFICATIONS (2 PAGES MAX)........................................................................................
9
SUPPORTORGANIZATION...............................................................................................................................................10
4. REFERENCES (1 PAGE MAX)...........................................................................................................................11
CITYWORKS COMPANY REFERENCE...................................................................................................................................11
5. CONTRACT UNDERSTANDING AND APPROACH (1 PAGE MAX).......................................................................12
6. PROPOSER'S EXPECTATION OF CITY STAFF (1 PAGE MAX)..............................................................................13
7. DELIVERY AND IMPLEMENTATION SCHEDULE (1 PAGE MAX).........................................................................14
8. PRICE PROPOSAL (1 PAGE MAX)....................................................................................................................15
LEVEL OF EFFORT AND COST...........................................................................................................................................15
9. CHALLENGES & CHANGES IN SCOPE (1 PAGE MAX)........................................................................................16
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2. Proposed Technology and Software (2 pages max): Detailed explanation of type of technology and software proposed
to be utilized to comply with each item in the Scope of Work.
DigEplan is purpose-built for government permitting, providing a fully integrated easy -to -use electronic plan review
solution that helps automate & streamline permitting services. With rapid deployment options, DigEplan ensures
customers are quick to realize a return on investment.
DigEplan removes the challenges of redundant manual processes while enhancing your agency's productivity in issuing
permits. Utilizing a simple and cost-effective pricing model while providing a robust set of features, DigEplan stands out
as the electronic plan review solution offering the greatest value for small to mid -sized municipalities.
The Dig tan Adw3niage
IFUlkly Efficient Improved IM xir-nurn
Integrated I rnplemen tallrion F'r ��Uc,tivit V NUe
DigEplan is a software as a service business, focused solely on public sector organizations. The focus on public sector
comes with a deep understanding of the end -to -end permitting, licensing, and land management processes and how to
provide complementary integration to government technology partners.
DigEplan customer case studies are available ,here. for review at your convenience.
DigEplan, is a leading -edge electronic plan review solution that provides an efficient, flexible, and secure method for
municipalities to streamline electronic plan review and accelerate permit application processes, removing the need for
paper, complex third -party integrations, or disconnected PDF mark-up tools.
With over 45 municipalities across North America and over 100 customers worldwide utilizing DigEplan for a more
efficient overall permitting process, DigEplan has seen time and time again the value in providing our customers with a
fully integrated electronic plan review solution that works in harmony with your permitting system.
Full integrated with your Iperimriittiiing system of record, creating the most interconnected diigiitall experience between
Ilitiiing and pllaininiing processes
DigEplan enables users of the permitting system of record to efficiently work with electronic plans that need to be
viewed, commented upon, stamped, and rejected or approved. Users of the permitting system can instantly access plans
and other supporting documents for analysis, viewing, annotation, stamping, printing, and archiving due to the tight
integration between DigEplan and our partners' permitting systems.
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DigEplan i.s fiUlly integrated .to the permitting .system of
record so all interactions with the plans are recorded
and available in the development application tracking
.solution to create a .sea less and i f iciest end -to end
permitting serviced
Reduce complexity and siirnpllify your i..i.. real estate
DigEplan does not require a separate portal, workflow,
database, client installs, or file upload / download. It is
fully integrated into your development application tracking solution's document management, screens, workflows, and
tasking, reducing complexity and providing an integrated user experience.
Managing duplicate functionality for workflow, document management and portals alongside complex third -party
integrations is an overhead on day-to-day operations and creates complexity in customer support.
Lightning fast performance and reliability iremoving the need to triage plains
DigEplan's performance is comparable with desktop PDF viewing applications, but with all the advantages of full
integration. This allows organizations to work with large plan sets experiencing high performance for page loads and
sheet navigation with engineering grade reliability. No more wait time, file opening issues or triage for plans required.
incirease the efficiency of your peirrnitting Process, .save your staff time, and issue Iper°rnfiits faster
Permit applications are typically reviewed by multiple departments within a city and external stakeholders. Traditionally,
with paper -based processes or non-integrated plan review tools, reviews were completed in a consecutive manner with
the application being passed around to each reviewer. These dated and inefficient methods typically create a longer
time for approval, with excessive lag time between stages of the review process.
Non-integrated plan review tools require users to download and upload plans and supporting documents, alongside a
significant amount of manual data entry. This slow and inefficient practice leads to delays and less than timely
approvals.
Using DigEplan, a fully integrated electronic planning review
tool, enables reviewers to simultaneously review planning
applications without any downloads, add their digital
comments, and redlines at the same time. This serves to
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standardize, streamline, and accelerate workflows for the
electronic planning process.
DigEplan provides a rich set of engineering grade annotation
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features that allow reviewers to communicate, comment, and
add in -context observations and instructions, directly within T.p aztr
plans and supporting plan documents.
Dig[.. -.plan enables ua.se:rs to work with electronic Mara workflow review cycles directly from the permitting .solution.
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innstantly anallyae resubmitted plans with the coin pairiisoin and oveirllay function
The compare capability allows users to instantly determine III III III III III III III III III III III III III III III III IN
what has been added, removed, or changed in documents. « m s
This is particularly useful during the review of resubmitted
plans or documents. Hard to spot differences between the
original file and subsequent resubmittals can be easily [3EM
identified, saving time and quickly catching accidental or
intentional changes beyond what was requested.
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Quickly and easilyspot hard to seas differences in subsequent review cycle
Increased productivity and siirttnlplliified submission standards with sheet mainageirrrneirnt
DigEplan supports the management of plans at a sheet level,
removingthe need to force applicants to resubmit entire Ian
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sets at each cycle, or requiring plans to be split on upload,
which is complicated and cumbersome.
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Sheet management is automatic with Digf- alaan, so applicants and plan reviewers ado not need to split plans on in take
Inteingent and batch stamping processes
Reviewers can apply Intellistamps to electronically sign and stamp document
sets with attributes from the permitting system. Intelligent stamps retrieve and
insert information from the permitting system, enabling quick approvals and
digital sign -off. The sign -off stamp contains information about the annotation
author, CASE ID, date and time of creation, providing a reliable audit trail of
changes and approvals.
I)'agEplaan Inlellastaamps eases your permitting system's meta ....data that ,supports electronic stamping and sign -off
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Autornaticafly extract correction comments frown plan review cycles; combined with the plans with revisions required
sheets
Once a document has been reviewed in DigEplan, the details of any correction comments can be extracted from the
marked -up plans and used to populate the permitting system's comment tracking module and report. This allows
comments to be tracked through multiple review cycles.
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Correction reports, that can be created based on the review status, become available in the permitting systern's record
and citizen portal
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3. Firm Personnel Qualifications (2 pages max): Names, relevant experience, professional registrations of consultant's
personnel with background information on previous experience, qualifications, and skills relevant to each item proposed
upon in the Scope of Work section. Resumes of personnel may be included in an appendix with no maximum number of
pages.
In this section, we have provided a brief summary of the qualifications and experience of our proposed team
members for this project.
DigEplan Senior Solution Consultant, MPA, CBO
Christine Brakefield, MPA, CBO, is a Senior Solution Consultant for DigEplan. Christine has significant expertise in the public sector
with 7 years' experience as a Chief Building Official and professional planner. In her role as Senior Solution Consultant, she uses
her knowledge in code administration, plan review, permitting, licensing, as well as planning and zoning to assist agencies with
the end -user and citizen experiences by combining digital solutions to transform government operations and processes. Christine
began the public sector portion of her career at the State of Oklahoma Office of Management and Enterprise Services as an
Auditor and Internal Investigator. She then became the Associate Planner for the City of Midwest City Oklahoma, where she
quickly grew into the role of Chief Building Official. During her tenure as Chief Building Official, Christine successfully navigated
the day-to-day business, process changes and technology implementations required to continue to serve the public throughout
the pandemic. Christine holds a B.A in Political Science from the University of Oklahoma, a Master's degree in public
administration from the University of Central Oklahoma and is an International Code Council Certified Building Official.
As part of this engagement, Christine will be responsible for supporting TruePoint's implementation of DigEplan, providing non -
billable guidance and special assistance as required. Christine also takes an active role in engaging with DigEplan customers after
go -live, Christine ensures DigEplan customers are using the electronic plan review solution to its fullest potential by providing
additional training upon request.
Lead DigEplan Implementation Consultant
Ryan is a senior level implementation consultant with years of experience with DigEplan implementations and configuration. He
possesses extensive and proven abilities at providing customers with successful implementations. Ryan has been with TruePoint
for nearly five years, bringing an abundance of Public Sector experience which encompasses mobile -first and cloud supply chain
solutions while at DSI, in addition to managing distribution clients throughout the western US as a Strategic Account Executive at
Infor Software. Ryan's expertise runs the gamut from ERP, to CPQ, from CRM to HCM, to EAM solutions. Ryan currently provides
implementation consultation for our DigEplan services group.
Notable Projects
• Rexburg, ID
• Sandy, UT
• Morro Bay, CA
• Rochester, NY (Current)
.......................................................................................................................
• Roseville, CA
• San Leandro, CA
• Citrus County (Current)
• Elsinore Valley (Current)
.........................................................................................................................
• North Vancouver, BC
• Stafford County (Current)
• Myrtle Beach (Current)
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DigEplan Delivery Manager
Responsible for leading the DigEplan project team, Richard will be the primary interface with the delivery partner,
TruePoint, and City project manager, and is responsible for day-to-day management of the project, including overall
performance and contract compliance. Richard is a profoundly experienced IT professional with a proven track record
for delivery of IT projects and innovation. His technical/core skills include:
Notable Projects:
• Sandy City, UT • Santa Clara County, CA
• Missoula, MT • Stanislaus County, CA
• and over 75 other DigEplan implementations
Support Organization
TruePoint will provide remote and on -site training for Agency staff that focuses on the administration,
maintenance, and augmentation of Electronic Plan Review processes for the PLL Platform configuration. Our
aim is to educate Agency resources in an effort to ensure your Agency is self-sufficient. This allows the Agency
to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive
and significantly reduce system maintenance costs over time.
The Electronic Plan Review process will be documented from Cityworks PLL intake through the review cycles to
final distribution of approved/stamped plans. This process will then be reviewed in training sessions for all end
users and management staff.
The above implementation team will also work with the City to help plan for outreach programs to educate
contractors on plan review submittal standards and ways to best utilize the new technology. For this project, we
have estimated 3 days of training for admins and end users, plus additional assistance in the support phase.
TruePoint will bring on additional resources as needed for unforeseen specific project work.
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4. References (1 page max): Provide three to five refences from other municipalities or local governments for which work
was performed within the last three 5 years. This list shall include the agency name, address, names of contacts, and
applicable phone numbers.
Below, we
have provided five references that received
similar services from TruePoint/. The
City may contact
the organizations
and individuals. In addition to the
requested references, we have also offered
a company
reference
from Cityworks.
�.Contact
Info
Project description; lczmm��
City of Rexburg,
Faron Young
Professional Services to integrate the
February 2020 — April
ID
208-372-2414,
DigEplan product with Cityworks PILL
2020
faron.young@rexburg.org, 35 N 1st East,
Similar in nature to the project currently
P.C. Box 280, Rexburg, ID 83440
being proposed.
City of Sandy, UT
Jared Gerber, Asst. Community
Professional Services to integrate the
April 2021
Development Dir., 10000 Centennial
DigEplan product with Cityworks PILL
Parkway, Suite 330, Sandy, UT 84070,
Similar in nature to the project currently
...............................f..............................................................
801-568-7265, . g ei�eir sandy.utah.gov
being proposed.
......................................................................................................................................................................g............................................................................
Cityo Morro Bay,Scot
Graham 805-772-6291
Professional Services to integrate the
September 2021—
p
CA
sgraham@morrobayca.gov,
DigEplan product with Cityworks PILL
January 2022
595 Harbor Street,
Similar in nature to the project currently
Morro Bay, CA 93442
being proposed.
..............................................................................................................................................................................................................................................................................................................................................................................................................
Glynn County, GA,
Nick Hall, Systems Analyst, IT
DigEplan implementation with Infor
2019
Board of
912-554-7161 (work), 912-402-4171
Public Sector
Commissioners
(mobile), 1725 Reynolds Street, 3rd
Floor, Brunswick, GA 31520,
.............................................................................................................................................................................................................................................................................................................................................................................................................
Stanislaus County
Denny Ferreira, Building Official /
DigEplan Electronic Plan Review for
March 2019 —Services
Stanislaus County -Bldg Permit Svcs
Accela and implementation services —
are ongoing.
(209) 525-6557, 436 Hackett Rd,
Are fully implemented as of July 2019
Modesto CA 95358,
with a soft rollout
Fririlrad..a_slrraun:ty::prn
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Solana County
Kirsten Gilson, IT Analyst, Solano County
DigEplan Electronic Plan Review for
Are fully implemented
(707)784-3160,
Accela and implementation services
as of August 2019 with a
Ikcg%Ilan_slln_c_ro.tycgm,, 675 Texas
soft rollout
Street, Suite 5500, Fairfield, CA 94533
Cityworks company reference
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5. Contract Understanding and Approach (1 page max): Provide a statement of understanding of goals and objectives of
this plan and services required of the proposer.
TruePoint is proposing the DigEplan product at the City of Kalispell. DigEplan offers a fully integrated solution
that is fully compatible with Cityworks, and supports the following City -requested functionality:
Provides for the applicant to upload plans, specifications, reports, applications, permits, and other
development review items through an online user interface.
Allows applicants to create accounts which store general information for preparation of future
applications.
Supports the upload and review of multiple file formats including .pdf, .dwg, .xIs, .doc, .jpg, .png .tif and
other applicable image file formats.
Does not require redundant data storage. Ability to concurrently download and access a single set of
drawings and documents by multiple reviewers.
Allows concurrent and separate plan review/comments by multiple City Departments of a single plan
submittal.
Provides an automated review status to applicants concerning required uploads, milestones, comments,
and progress of review of individual departments.
Allows design teams to correspond or respond to review comments utilizing the software.
Interfaces with Bluebeam Revu or provides tools for plan review such as:
Versioning (allow new submittals to replace pages or documents of previous submittals),
Comparative analysis of plans (plan overlays which show changes),
Visual search (ability to search a plan for a specific visual item such as a symbol),
Word search (ability to search a document for a specific word),
Review stamps (ability for individual reviews to apply a customized review stamp),
Standard review comments (ability for reviewers to select common comments applicable to reviews
from a customizable comment library),
V Standard markup tools (highlighter, cloud, text, leader, insert picture, etc.)
Provides a workflow which targets standard and customizable review milestones such as Architectural
Review, Site Review, Planning Board, City Council, Building Review, Zoning Review, Civil Engineering
Review, Permitting Compliance, and Construction Inspection tasks.
Provides the ability within the software for collaboration with other agencies for review or to invite third
party reviewers to participate in the plan review portions of a project.
Allows applicants to pay review fees electronically and be tracked via Cityworks.
Allows participants to upload construction documents to Cityworks such as certifications, product
submittals, warranties, testing data, and record drawings and documents.
Provides appropriate staffing for full implementation of the software, including necessary collaboration
with Cityworks.
Assures the platform is accessible in the field.
Provides a way to archive project data once complete, which can integrate with Laserfiche document
image management system.
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6. Proposer's expectation of City Staff (1 page max): Clearly define any expectations for information or support to be
provided by City staff during the implementation. Information should also include expected time requirements.
When staffing the implementation, it is important to consider available resources, internal skills, competing
priorities, and project timing. The table below is a sample of TruePoint's generally recommended agency -side
staffing to support implementations. Chances are, for a project of the present nature (i.e., of a smaller scale),
expectations for the City will be less extensive. But in general, this guideline assumes an apprenticeship
approach to the implementation. TruePoint's Professional Services team will execute project tasks while also
transferring system maintenance and configuration knowledge to City staff.
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Division/Departmental
A user representative for each affected department should pp be appointed to
Business Leads
facilitate analysis and configuration and serve as a decision -making entity for
that group. These critical appointments may well determine the success of
the implementation for their respective areas. Responsibilities include:
• Attending requirements workshop sessions
• Willingness and ability to gather data and make decisions about business
processes
• Assist in the creation of specifications for reports, interfaces &
conversions
• Review and test the system configuration, reports, conversion, interfaces
• Participating in the implementation of the DigEplan solution
Technical Lead
• Primary responsibility for the technical environment during the software
implementation
• Work with TruePoint technical personnel during implementation
• Perform day-to-day maintenance of the configuration
• Act as the primary technical resource for troubleshooting problems
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7. Delivery and Implementation Schedule (1 page max): Schedule should be clear and concise, clearly demonstrating the
critical path items to reach full implementation.
A sample project plan with key tasks has been provided below. We would note that this is for sample purposes
only and does not necessarily reflect all deliverables, tasks, etc. that will ultimately be included. The initial
project schedule will be developed in conjunction with City staff as a mutual exercise during project kick-off.
Timing for the project is based on many variables and may differ after contract negotiations. A final approved
timeline will be determined during the project kickoff process.
Project Management
Electronic Plan Review Process Analysis & Configuration data capture
DigEplan SaaS Site setup (Test and Production)
Cityworks PLL Configuration
DigEplan Stamp and Report Configuration
DigEplan Administration Training (including Stamp and Report layout)
Configuration Unit testing
DigEplan End -user Training
Go Live Prep
Go Live Support
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8. Price Proposal (1 page max): The price proposal shall clearly state all itemized costs to the City of Kalispell for the
project. The contract for services shall be between the City of Kalispell and the proposer. The price information shall
include staff hours of effort planned for each task by the personnel who will perform the services, materials, travel costs,
equipment usage charges (rate and total cost), and any other direct or indirect costs. Costs shall include all costs for
implementation and also include a breakdown of all annual service charges or other supporting software annual or
periodic costs required for full implementation of the required services. One year of technical support following full
implementation should be included in the prepared price proposal. Support fees beyond the conclusion of the first full
year of support should be included for consideration.
Level of Effort and Cost
Costs
& Payment Schedule
Annual
Named Named User Cost per
Total - Annual
License Type —Annual Subscription Fee
Users / per Month Named
Subscription
User
DigEplan for Cityworks PILL
........................................................................................................................................................................................................................................
15 $69.00 $828.00
$12,420.00
SaaS Annual Recurring Subscription
Professional Services —
Total — Professional
Hours Hourly Rate
One Time Costs
..............................................................................................................................................................................................................................................................
.............................................................................................................................................................................
Services
Professional Services - Provisioning,
144 $185.00
$26, 640.00
Configuration and Training
..............................................................................................................................................................................................................................................................
Total Year 1 Costs
$39,060.00
• Cost assumes the Cityworks public portal is deployed as a part of the City's Cityworks solution and that Cityworks Case
Basic API is setup and available for use with DigEplan.
• Annual Subscription costs are for 'Year 1' with a 3% increase on software subscription costs each following year.
• Services will be billed monthly on a time & materials basis. Tax not included.
• All services will be completed remotely.
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9. Challenges & Changes in Scope (1 page max): Identify and discuss any potential difficult issues your company may face
in providing services as outlined in the scope. Identify and discuss methods to mitigate these difficulties. Provide a
proposed procedure to accommodate changes in scope of the contract and addition or deletion of task activities
TruePoint Solutions does not foresee any potential issues in providing services as outlined in the scope, but
takes a proactive approach to ensure that any issues that arise will be addressed quickly, efficiently, and
effectively in order to keep the project progressing optimally.
TruePoint Solutions will develop a communication plan that outlines escalation paths. In each defined path, the
City and TruePoint project managers will be the initial contact to address issues. Issues requiring additional
resolution will subsequently be escalated to the project director or project sponsor, if needed. It is TruePoint's
standard procedure to run checks to ensure that each , task, stage, and milestone is performed and achieved to
the highest standards, paving the way for the next set of tasks.
Change management is handled at the operations management level. Often change orders can be affected
through appropriate management of other tasks, without change in costs or significant changes to project
timelines. All change orders must be documented and approved prior to execution.
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