Electronic Plan Review Software Request for ProposalsCITY OF KALISPELL REQUEST FOR PROPOSALS (RFP)
Electronic Plan Review Software
INTRODUCTION
The City of Kalispell (City) is experiencing rapid growth and development. One challenge with rapid
growth is streamlined and thorough plan review that provides clear communication between the
multiple reviewing departments of the City and development teams comprised of engineers, architects,
property owners, investors, and other members of development design teams. To meet these needs,
the City intends to migrate its historical review processes into an electronic plan review platform.
The City of Kalispell utilizes CityWorks, a GIS-centric permitting and asset management software. As
such, any plan review software must be able to communicate with CityWorks for the public user
interface for plan submittals as well as internal project tracking.
1. GENERAL INFORMATION
Pursuant to the authority granted to it under MCA 7-5-4301, the City of Kalispell is seeking proposals
from Proposers who offer an electronic plan review software platform.
The proposals must be received uploaded electronically via QuestCDN by 5:00 p.m. local time,
November 15, 2022.
Questions pertaining to the selection process should be directed to Keith Haskins, Deputy Public Works
Director / City Engineer at (406) 758-7727 or kha_ski_ns(kLisplleccrrr or via the QuestCDN Q&A forum.
The City of Kalispell shall not be held responsible for any oral instructions. Any changes to this Request
for Proposals (RFP) will be in the form of an addendum posted to the project on QuestCDN — Quest
Number: 8321067
The City of Kalispell reserves the right to reject any or all proposals, to waive any informality or
irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals
received. The Proposer will be selected on the basis of demonstrated competence and qualification for
the type of services required, and thereafter the City will negotiate the services agreement with what it
deems to be the most qualified company.
2. PRELIMINARY SCOPE OF WORK
After being selected, the consultant will execute an agreement with the City to provide the service to
fulfill the scope of work. The consultant and the City shall negotiate the exact scope of work after the
selection. The selected consultant will be required to prepare a final work plan for City of Kalispell
approval on the conclusion of the negotiation process and before proceeding with contract tasks. The
consultant will be required to complete all work under this contract within 6 months after notice to
proceed.
The Scope of Work involved for this project which lists the minimum work required under this contract
is outlined below. The consultant is encouraged to recommend additional tasks or recommend deleting
tasks as well. Additional tasks and work elements may be added or deleted during contract negotiations.
The Proposer must have a platform solution which can integrate with CityWorks for collaborative plan
reviews, permitting, and inspections.
The City of Kalispell seeks a fully integrated solution that will support the following functions:
• Fully compatible with CityWorks.
• Provides for the applicant to upload plans, specifications, reports, applications, permits, and
other development review items through an online user interface.
o Applicants should be able to create accounts which store general information for
preparation of future applications.
• Supports the upload and review of multiple file formats including .pdf, .dwg, .xls, .doc, .jpg, .png
Aif and other applicable image file formats.
• Does not require redundant data storage. A single set of drawings and documents should be
able to be downloaded and accessed concurrently by multiple reviewers.
• Allows concurrent and separate plan review/comments by multiple City Departments of a single
plan submittal. City review departments include: Planning, Zoning, Building, Parks, Fire, Police,
and Public Works.
• 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:
o versioning (allow new submittals to replace pages or documents of previous submittals),
o comparative analysis of plans (plan overlays which show changes),
o visual search (ability to search a plan for a specific visual item such as a symbol),
o word search (ability to search a document for a specific word),
o review stamps (ability for individual reviews to apply a customized review stamp),
o standard review comments (ability for reviewers to select common comments
applicable to reviews from a customizable comment library),
o 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.
3. PROPOSAL REQUIREMENTS
Firms interested in providing requested scope of services must submit a proposal that addresses the
following evaluation criteria. Proposers are encouraged to organize their submissions in such a way as to
follow the general evaluation criteria listed below. Information included within the proposal may be
used to evaluate your firm as part of any criteria regardless of where that information is found within
the proposal. Information obtained from the proposal and from any other relevant source may be used
in the evaluation and selection process.
The proposal shall be provided in pdf format and at a minimum include the following:
1. Cover Letter (1-page max) containing at a minimum: Company name, contact name(s), address, fax
number, website address, and email address.
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.
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.
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.
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.
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.
7. Delivery and Implementation Schedule (1 page max): Schedule should be clear and concise, clearly
demonstrating the critical path items to reach full implementation.
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.
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
4. SELECTION CRITERIA AND PROCESS
The City will convene a selection committee of City staff to review the proposals received. The proposals
will be judged on the completeness and quality of content. Only those proposers who supply complete
information as required by the material contained herein will be considered for evaluation. The City of
Kalispell is seeking to contract with a proposer that has the appropriate qualifications using the
appropriate technology and methodology to ensure delivery of high -quality products and who has
demonstrated extensive experience with and understanding of similar projects. The criteria for
evaluating proposals are as follows, with the corresponding weight of each item also provided.
Criteria
Weight
1.
Cover Letter
5%
2.
Proposed Technology and Software
25%
3.
Firm Personnel Qualifications
5%
4.
References
15%
5.
Contract Understanding and Approach
10%
6.
Proposer's Expectation of City Staff
5%
7.
Delivery and Implementation Schedule
10%
8.
Price Proposal
20%
9.
Challenges & Changes in Scope
5%
The selection committee will evaluate and rank each response to this RFP according to the above
criteria. The evaluation of proposals and the determination of conformity and acceptability shall be the
sole responsibility of the City and will be based on information furnished or identified in the proposal as
well as on other information available to the City. When discrepancies occur between words and figures,
the words shall govern.
The City may invite three or more prospective proposers to respond to the selection committee in
person, remote meeting, or in writing during the proposal evaluation. Failure to provide additional
information, if requested, may disqualify a proposal from further consideration.
The City of Kalispell reserves the right to reject the proposal of any person/firm who previously failed to
perform properly to the satisfaction of the City of Kalispell, or complete on time agreements of similar
nature, or to reject the proposal of any person/firm who is not in a position to perform such an
agreement satisfactorily as determined by the City of Kalispell.
The highest ranked firm will be recommended for Contract Award. The City of Kalispell reserves the right
to determine the best qualified proposer and negotiate a final scope of services and cost, negotiate a
contract with another consultant if an agreement cannot be reached with the first selected proposer, or
reject all proposals. The successful proposer will be required to enter into a professional services
contract with the City of Kalispell, which will incorporate the proposer's scope of service and work
schedule as part of the agreement.
The City assumes no liability or responsibility for costs incurred by firms in responding to this request for
proposals or request for interviews, additional data, or other information with respect to the selection
process, prior to the issuance of an agreement, contract or purchase order.
5. TENTATIVE TIMELINE
• RFP Issued 10/19/2022
• Proposals due 11/15/2022
• Notice of Award 12/5/2022
• Product Deployment 5/1/2023
6. RIGHTS RESERVED
The City reserves the right to accept or reject any and all proposals; to add or delete items and/or
quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to
the RFP; to extend the deadline for submitting proposals; to postpone the award for up to 30 days; to
award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if
multiple awards are determined by the City to be in the public interest; and to reject, for good cause and
without liability therefore, any and all proposals and upon finding that do so is in the public interest, to
cancel the procurement at any time prior to contract execution.
7. WITHDRAWL OF PROPOSALS
Proposals submitted may be withdrawn through QuestCDN until the proposal due date. After that time,
proposals may not be withdrawn.
Publish: October 30, and November 6, 2022