Development Application Process Software
Solicitation number RFP-2022-28
Publication date
Closing date and time 2022/08/10 17:00 EDT
Last amendment date
Description
Summary Details:This Request for Proposals ("RFP") is an invitation by the District of Summerland (the “District”) to prospective Proponents to submit non-binding Proposals for the supply and implementation of a Development Application Process Software (the “System”).
The District anticipates that the Services will be delivered in up to two (2) phases, with Phase One being specific to the District’s needs only. Phase One includes the design and implementation of the Development Application Process Software, which is to be provided as a Software-as-a Service (“SaaS”) solution. The System will include integrated modules covering the following functions:
More information can be found in Section 2 – Deliverables (the “Deliverables”).
This RFP document sets out:
RFP Documents:
BC Bid (https://new.bcbid.gov.bc.ca/) is the only authorized website to obtain competitive bid documents for District of Summerland opportunities. The District of Summerland shall not be held responsible for competitive bid documents that are located on any other website. Procurement documents are available for download at BC Bid by searching for opportunities posted by the District of Summerland.
Submission of Proposals:
To be considered, Proposals must be submitted via BC Bid’s Supplier “e-Bidding” submission functionality available for this opportunity. Proposals submitted in any other manner will be disqualified.
Proponents should note that on May 30, 2022, the BC Government released a new version of BC Bid and all suppliers, even if previously registered with BC Bid, are required to register for an account with the new platform. For more information on registering with the new BC Bid, visit:
https://www2.gov.bc.ca/gov/content/bc-procurement-resources/bc-bid/get-started-with-the-new-bc-bid/suppliers
Proponents are urged to start their e-Bidding submission process several days prior to the RFP Closing Date and Time to ensure they are registered with the new BC Bid, have a BC Bid e-Bidding subscription with the new BC Bid platform, and are familiar with the new e-Bidding submission requirements and procedures. Proponents are directed to contact BC Bid customer support with any questions about BC Bid and the e-Bidding submission process. The District shall not be responsible for incomplete or misdirected Proposals.
Proposals must be received no later than the RFP Closing Date and Time. It is solely the responsibility of the Proponent to ensure that the Proposal is received on time.
Term of Engagement:
The Agreement shall be valid from the date of the Agreement execution for the Implementation Period (expected to be one (1) year plus no less than one (1) year for the warranty/testing) plus five (5) years, with the opportunity to renew for one (1) additional five (5) year period, upon the mutual agreement of both parties. For the further clarity, the District expects the Agreement term to be potentially twelve (12) years, including the renewal period.
Conditions for Participation and Requirements to Request to Participate:
Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration in the evaluation process.
The Supplier shall provide the District with proof of the following prior to beginning work on this project:
Procurement Method:
Request for Proposals. The District reserves the right to negotiate. The District may request a Best and Final Offer (BAFO).
Procuring Entity:
District of Summerland
RFP Contact Person:
Dana Silk, Manager of Procurement & Contract Administration
Email: procurement@summerland.ca
This procurement may be subject to the Canada-EU Comprehensive Economic Trade Agreement (Chapter Nineteen), the Canadian Free Trade Agreement (Chapter Five), and the New West Partnership Trade Agreement.
The District anticipates that the Services will be delivered in up to two (2) phases, with Phase One being specific to the District’s needs only. Phase One includes the design and implementation of the Development Application Process Software, which is to be provided as a Software-as-a Service (“SaaS”) solution. The System will include integrated modules covering the following functions:
- Business licensing
- Building permits & inspections
- Property information requests
- Pre-application inquiries
- Property/land management
- Land use planning & development permitting application processes
- Bylaw enforcement & municipal ticketing
- Bylaw service requests & complaint tracking
- Electrical utility service requests
- Sewer & water service requests
- Online Customer Portal
- Mobile capability
More information can be found in Section 2 – Deliverables (the “Deliverables”).
This RFP document sets out:
- The details of the System and Services that the District is seeking, as further described in Section 2 - Deliverables;
- The process for submission, evaluation and award of the Agreement;
- The proposed terms and conditions of the Agreement; and
- The forms which outline the information a Proponent should submit in their Proposal.
RFP Documents:
BC Bid (https://new.bcbid.gov.bc.ca/) is the only authorized website to obtain competitive bid documents for District of Summerland opportunities. The District of Summerland shall not be held responsible for competitive bid documents that are located on any other website. Procurement documents are available for download at BC Bid by searching for opportunities posted by the District of Summerland.
Submission of Proposals:
To be considered, Proposals must be submitted via BC Bid’s Supplier “e-Bidding” submission functionality available for this opportunity. Proposals submitted in any other manner will be disqualified.
Proponents should note that on May 30, 2022, the BC Government released a new version of BC Bid and all suppliers, even if previously registered with BC Bid, are required to register for an account with the new platform. For more information on registering with the new BC Bid, visit:
https://www2.gov.bc.ca/gov/content/bc-procurement-resources/bc-bid/get-started-with-the-new-bc-bid/suppliers
Proponents are urged to start their e-Bidding submission process several days prior to the RFP Closing Date and Time to ensure they are registered with the new BC Bid, have a BC Bid e-Bidding subscription with the new BC Bid platform, and are familiar with the new e-Bidding submission requirements and procedures. Proponents are directed to contact BC Bid customer support with any questions about BC Bid and the e-Bidding submission process. The District shall not be responsible for incomplete or misdirected Proposals.
Proposals must be received no later than the RFP Closing Date and Time. It is solely the responsibility of the Proponent to ensure that the Proposal is received on time.
Term of Engagement:
The Agreement shall be valid from the date of the Agreement execution for the Implementation Period (expected to be one (1) year plus no less than one (1) year for the warranty/testing) plus five (5) years, with the opportunity to renew for one (1) additional five (5) year period, upon the mutual agreement of both parties. For the further clarity, the District expects the Agreement term to be potentially twelve (12) years, including the renewal period.
Conditions for Participation and Requirements to Request to Participate:
Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration in the evaluation process.
| Mandatory Criteria: | |
| 1 | The Proposal must be received by the Closing Date and Time, in accordance with the requirements of Section 3.1 – RFP Schedule. |
| 2 | The Proposal must be submitted in accordance with the requirements of Section 3.8 – Submission of Proposals. |
| 3 | The Proposal must include a completed Appendix E indicating that at least 80% of all functions identified as “Must” in Appendix E are offered as part of the proposed System, either as Out-of-the-Box, Software Configuration, or Software Customization. |
| 4 | Proposals must offer post-Implementation Period support by telephone and email. |
| 5 | Proposals must offer post-Implementation Period System maintenance that provides regular maintenance (minor upgrades and hot fixes) as well as major software revision upgrades. |
| 6 | The Proposal must include the following completed forms:
|
| 7 | The Proposal must include the information requested on the following forms, either on the forms or a format of their choice:
|
The Supplier shall provide the District with proof of the following prior to beginning work on this project:
- Proof of legal status.
- WorkSafe BC Clearance Letter (or equivalent if the Supplier operates in another jurisdiction), indicating that account is active and in good standing, or proof of exempt status in the form of a status determination letter from WorkSafe BC. As the process to obtain a status determination letter may take some time, Proponents are urged to contact WorkSafe BC (or equivalent) immediately if they do not have WorkSafe BC coverage.
- Commercial General Liability Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.
- Cyber Liability Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.
- Professional Liability Insurance coverage as per the requirements detailed in Appendix A – Form of Agreement.
Procurement Method:
Request for Proposals. The District reserves the right to negotiate. The District may request a Best and Final Offer (BAFO).
Procuring Entity:
District of Summerland
RFP Contact Person:
Dana Silk, Manager of Procurement & Contract Administration
Email: procurement@summerland.ca
This procurement may be subject to the Canada-EU Comprehensive Economic Trade Agreement (Chapter Nineteen), the Canadian Free Trade Agreement (Chapter Five), and the New West Partnership Trade Agreement.
Contract duration
Refer to the description above for full details.
Trade agreements
-
Please refer to tender description or tender documents
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Contact information
Contracting organization
- Organization
-
District of Summerland
- Email
- procurement@summerland.ca
Bidding details
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