Development Software Implementation

1 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov NAME OF BIDDER (Full legal name) AWARD & AMENDMENTS: Award and Amendment information will be available at www.cityofgreenwoodsc.com or by contacting Draper Carlile at 864.942.8417 or draper.carlile@gwdcity.com. Award and Amendment information will be distributed directly to all firms known to be interested in the project. ACKNOWLEDGMENT OF AMENDMENTS Bidder acknowledges receipt of amendments by indicating amendment number and issue date. Amendment Number Amendment Issue date Amendment Number

Amendment Issue date Drug Free Workplace Certification: By submitting a Bid, the Bidder certifies that, if awarded a contract, the Bidder will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. REQUEST FOR QUALIFICATIONS PROJECT NAME: Development Software Implementation DESCRIPTION: The City of Greenwood and County of Greenwood desire the services of a qualified firm to provide development software for the joint City/County Building, Planning, and Engineering Departments. DATE ISSUED: March 4, 2024 CONTACTS: Draper Carlile, Assistant City Manager|864.942.8417| draper.carlile@gwdcity.com PRE-BID MEETING: This project does not require a pre-bid meeting. BID SUBMISSION: (Public Bid Opening) Monday, April 1, 2024 at 10:00 am. Hand Delivery: 520 Monument St., Room 230, Greenwood, SC 29646 Mail: PO Box 40, Greenwood, SC 29648 Reference: Development Software Attention: Office of the City Manager *Submissions must be submitted in a sealed package with project name and opening date printed on the exterior. Late submissions will not be accepted. http://www.cityofgreenwoodsc.com/ mailto:draper.carlile@gwdcity.com mailto:draper.carlile@gwdcity.com 2 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov You must submit a signed copy of pages 1-2 with your submission. By submitting a bid or proposal, You agree to be bound by the terms of the Solicitation. You agree to hold Your bid open for a minimum of thirty (30) calendar days after the Opening Date. You agree that your bid/proposal can be made public under the Freedom of Information Act, 5 U.S.C § 552. The City of Greenwood reserves the right to reject any and all bids/proposals, and to waive any informalities or irregularities. NAME OF BIDDER (Full legal name of business submitting the bid) BIDDER’S TYPE OF ENTITY: (Check one) □ Sole Proprietorship □ Partnership □ Corporation (tax-exempt) □ Corporate entity (not tax-exempt) □ Government entity (federal, state, or local) □ Other ________________________ PRINTED NAME (Printed name of person signing below) TITLE (Business title of person signing above) Instructions regarding Bidder’s name: Any award issued will be issued to, and the contract will be formed with, the entity identified as the bidder above. A bid may be submitted by only one legal entity. The entity named as the bidder must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc. STATE OF INCORPORATION (If bidder is a corporation, identify the state of Incorporation.) TAXPAYER IDENTIFICATION NO. STATE LICENSE NO. HOME OFFICE ADDRESS (Address of principal place of business): PAYMENT ADDRESS (Address to which payments will be sent.) EMAIL: PHONE: By signing below, the bidder certifies they are qualified and hold all licenses, permits and regulatory authority to perform the scope of work set forth in the bid description. Upon request, proof of licenses, permits and regulatory authority must be provided to the City prior to contract award. AUTHORIZED SIGNATURE (Person signing must be authorized to submit binding bid to enter contract on behalf of Bidder named above.) DATE: 3 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov ****Include pages 1 & 2 with your bid**** I. Introduction The City of Greenwood (City) and County of Greenwood (County) are seeking a qualified firm to provide cloud-based permitting and land use development software to the joint City/County, Planning, and Engineering Departments. The current system used by the City and County does not allow for online submissions by the public nor does it meet the workflow needs for a staff of a growing community. Based upon the needs of both the City and County, the software must allow for integration with several other software products already in use by the City or County, including, but not limited to, Bluebeam, Incode, and GIS software. Interested parties should submit a statement of qualification and list prior experience related to services asked for. The statement of qualification should be in reference to the provider’s ability to service the development software needs of the City and County Departments. The selected firm should have documented experience in providing services for other governmental organizations, preferably in South Carolina. This statement should also include a proposed cost estimate for implementing the solution, training of City Staff, and annual licensing/maintenance fees. II. Response Format/Evaluation Criteria One hard copy and one electronic copy of the statements of qualifications and experience shall be submitted with a separately sealed hard copy of the cost estimate. The submittal shall be no longer than 10 pages and shall include the information outlined below. To ensure fair and equitable evaluation, proposals must be organized into the following separate sections: 1.0 Experience and Capacity The response shall include a summary of the following: • History of the firm’s experience and examples of who the firm has serviced in the past. Include examples of South Carolina municipalities where possible. • Description of the types of services provided to provide insight as to the breadth of the firm’s knowledge and capacity. • Description of the firm’s organizational structure and the names and experience of key individuals that will be working with the City of Greenwood. 2.0 References The response shall include at least three references for similar services that have been provided by your firm and the dates of service. References from government entities located in South Carolina are strongly encouraged. Please include the reference name, organization name, phone number and email address. Also include a description of the services and key personnel that were involved in the project. 4 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov 3.0 Proposed Methodology The response shall include a description of how the firm will complete the scope of work described herein. The City and County would like to begin the transition to the new service on or around July 1, 2024, if possible. Please include your ability to meet this deadline. If your firm is unable to meet this deadline, include the reasoning of why it cannot be met and provide the date the firm can begin work closest to the City of Greenwood’s preferred start date of July 1, 2024. 4.0 Cost Breakdown Identify billing methodology and cost breakdown of proposed services. • Billing per License, if applicable • Billing per model/service, if applicable • Professional service/fees • Training/support costs • One-time implementation cost, if applicable • Total cost 5.0 Required Features and Standards • MUST integrate with Bluebeam for electronic plan review. • MUST integrate with GIS mapping software (ESRI). • MUST have interface capability with Incode financial software. • Public facing portal for permit and development plan and document submission: o Applicants enter their information in the portal, generating a digital application for the desired service or permit. o Applicants should be able to see the status of the application and which department/reviewer is currently reviewing the application.  Automated communication to applicant.  Communication with staff via portal (logs of which are saved) • Workflow that allows for sharing and review of plans by various departments o Access for building (permitting), code enforcement, planning, lake management and engineering.  Code enforcement is a subdepartment of the building department.  Lake management is a subdepartment of the engineering department. o This sharing must also cross entity lines as these departments are shared between the City & County. o Allows for staff comments from the various departments to be gathered in one central area for transmission to the applicant. 5 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov • Provides tech support/service that performs major changes and updates. • Training for staff upon implementation provided, including future training as a result of staff turnover. • Ability to generate correspondence, such as notice or code violation letters. IV. Selection Criteria The responding firms will be evaluated on the following criteria. • Experience providing cloud-based local government permitting and land development software. • Experience in providing permitting and development software to other organizations, specifically for other governmental entities in South Carolina. • Ability to deliver required features and standards. • Approach and understanding of the scope of work. • Timeline needed for rollout. • Cost of the solution, including cost for implementation, annual fees, maintenance fees, and staff training Oral presentations to the City may be requested. The request for an oral presentation shall in no way constitute acceptance or imply that an agreement is pending. The City reserves the right to award this opportunity based on the initial RFQ response without oral presentations. The City reserves the right to reject any and all responses. Firms not selected will be notified in writing by the City. V. Address and Deadline Sealed responses to this RFQ should be delivered to Draper Carlile, Assistant City Manager: Hand Delivered: Mailed: City of Greenwood City of Greenwood 520 Monument Street PO Box 40 Greenwood, SC 29646 Greenwood, SC 29648 RFQ Release Date March 4, 2024 Deadline for Written Questions *Addendums will be posted HERE March 18, 2024 Submittal Deadline & Public Opening April 1, 2024, 10:00 am Be sure to regularly check the City of Greenwood’s Procurement webpage for changes or updates to the https://www.cityofgreenwoodsc.com/departments/procurement/current_projects.php 6 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov solicitation. https://www.cityofgreenwoodsc.com/departments/procurement/current_projects.php. SPECIAL CONDITIONS OF CONTRACT 1. The City reserves the right to reject any or all proposals and waive any technicalities or informalities. 2. The City may request additional references and experience records of the successful Bidder prior to the Contract award. 3. Specific monies have been allocated to do this project. Should the project scope exceed the funds allocated; the City reserves the right to award that portion of the Contract within the available funding limit. 4. The Contractor shall complete the work as noted in the Request for Qualifications. 5. No proposal may be withdrawn within thirty (30) days of the opening date. 6. CHANGE ORDERS: Changes to the Work must be approved by the City in writing prior to additional work being started. 7. TIME OF COMPLETION - TIME OF COMPLETION/DEFAULT - The work to be performed under this contract shall be completed no later than December 31, 2024. It is understood the timeline for implementation of software may be longer, so the City and County will negotiate with the selected firm if necessary. Work should commence within five (5) days of the signed Agreement. In case of failure on the part of the Contractor to complete the work as contractually specified, the firm shall be liable to the City for all damages sustained by the firm’s failure to complete the work in an acceptable manner. In the event Contractor defaults under the terms of this agreement, the City may seek all available remedies, at law and in equity, and recover all costs of enforcement of this agreement, including reasonable attorney’s fee. 8. COLLUSIVE BIDDING: More than one bid or one contract from an individual, a firm or partnership, corporation, or an association under the same name or different names will not be considered. Reasonable grounds for believing that the Bidder is interested in more than one bid for the same work will cause the rejection of all bids in which such Bidder is interested. Any or all bids will be rejected if there is any reason for believing that collusion exists among any of the Bidders; participants in such collusion will not be considered in future bids. 9. GENERAL LIABILTY INSURANCE: This insurance to be on the comprehensive form, shall protect the Contractor, and shall be written to include the City of Greenwood against any/all claims arising from injuries to the public, or damage to property of others arising out of any act or omission of the Contractor, his agents, employees or subcontractors. The Contractor and all Subcontractors shall carry Workman’s Compensation and Employer’s Liability Insurance with the statutory limits applying to employer’s liability ($100,000.00) covering all employees employed by him or Subcontractors while engaged under this Contract. The Contractor shall carry comprehensive general liability insurance with limits of liability not less than: Bodily Injury: $1,000,000.00 - Each Person $1,000,000.00 - Each Accident Property Damage: $1,000,000.00 - Each Accident https://www.cityofgreenwoodsc.com/departments/procurement/current_projects.php 7 City of Greenwood P.O. Box 40 Greenwood, South Carolina 29648-0040 www.cityofgreenwoodsc.com Greenwood County 600 Monument Street Greenwood, South Carolina 29646-2638 www.greenwoodcounty-sc.gov $1,000,000.00 - Aggregate The liability coverage under this policy shall contain no exclusion relative to blasting, explosive, collapse of buildings or damage to underground property. Liability limits under this policy shall be not less than the following: Bodily Injury: $1,000,000.00 Each Person $1,000,000.00 Each Accident Property Damage: $1,000,000.00 Each Accident $1,000,000.00 Aggregate The Contractor shall carry comprehensive fleet liability policy with limits of liability not less than: Bodily Injury: $1,000,000.00 - Each Person $1,000,000.00 - Each Accident Property Damage: $1,000,000.00 - Each Accident 10. WORKMAN’S COMPENSATION INSURANCE: The Contractor and all Subcontractors shall carry Workman’s Compensation insurance. A Certificate shall be provided to the City as proof of coverage. 11. PAYMENTS - The City shall pay the Contractor for the work described herein, subject to additions and deductions from approved and written change orders, in accordance with the amount stipulated in the signed Agreement, at the completion of the work and acceptance by the City. Partial payment will be considered based on percentage of satisfactory work completed. 12. CHANGES IN CONTRACT PRICE - The contract price may be changed only by a written Change Order which shall be executed by the Contractor and approved by the City setting forth the change in the scope of work and setting the price for that change. 13. PERMITS, FEES & LICENSES • The Contractor and any sub-contractor shall promptly pay all federal, state, and local taxes which may be assessed against him in connection with the work or his operations under the Agreement and/or the other contract documents, including, but not limited to, taxes attributable to the purchase of materials and equipment, to the performance of services, and the employment of persons in the prosecution of the work. • The selected Contractor and all subcontractors will be required to obtain a City of Greenwood Business License.